Project Scheduling for Remote Work

Woman on laptop

Working with remote teams.

Remote work is a concept that’s becoming more popular and possible thanks to technological advancements. In fact, the number of people who work remotely has increased by 140% since 2005, with approximately 4.3 million people working remotely at least half-time in the United States.

Since 40% of workers claim to feel more satisfied with their jobs when working remotely, project managers need to adapt and find tools that allow for remote collaboration. When scheduling a project, you’ll need to look for scheduling tools that employees and contractors can access from anywhere.

What is project scheduling?

Managing a project schedule is important to the overall success of a project. A project schedule details the start and end date of the project and breaks the project into specific tasks and/or milestones. The schedule also needs to include the resources or people to complete these tasks, taking into account other projects they’re already scheduled for and any vacations or time off they might have during the project timeline.

Planning start and end dates.

When putting together a project schedule, you’ll need to plan the project timeline, including your project start and end dates. Sometimes, these dates are predetermined in client contracts, in which case you’ll know the dates to work toward and just need to plan the work to complete on time.

Other times, you might have a specific start date and no end date. To figure out how quickly you can complete a project, you’ll need to review your available resources’ schedules and availability so that you can set a realistic end day.

Once you have start and end dates, you can plan milestones or key deliverables to help keep your project on track.

Project tasks.

To accomplish your overall project goals, you’ll need to break your project into tasks. These tasks can be general or specific to each person on the team. For instance, if you’re scheduling a project to create a new brochure, you’ll want to figure out the tasks that occur within that project.

In this instance, you might break the project into three different tasks, wireframing, copywriting, and design, and assign each task to a different resource. You might also want to break the tasks down even further, to account for revisions, meetings, and information gathering.

Child tasks.

When creating a project plan, you’ll want to break your tasks down into child tasks or subtasks to allow you to better account for an accurate timeline. For instance, if you’re building a website, you might have a task labeled “homepage design” that occurs throughout a few weeks. To better specify this task, you’ll want to break it down into child tasks. You might create “homepage banner design,” “homepage sidebar design,” “homepage main image design,” and “homepage design revisions” as the child tasks for this overall task. 

Dependencies.

When planning tasks, it’s important to consider dependencies. Dependencies refer to the relationships of the preceding tasks to the succeeding tasks. For instance, if one of your tasks involves developing an email series, you wouldn’t be able to do the development and coding work until the copywriting and design have been completed. You’ll need to take dependencies into account when creating your project plan so that all dependencies are completed before moving onto succeeding tasks.

Task hours.

When creating a project schedule, you’ll also need to be aware of the amount of time each task takes. This will help you figure out how quickly tasks can realistically be completed to ensure your schedule accounts for the amount of labor required to complete each task.

Project resources.

Project resources can refer to services, programs, or the people doing the work. When creating your project schedule, you’ll want first to determine the availability of your in-house resources or co-workers to figure out who is both qualified and available to complete the tasks needed. You’ll need to keep vacations and commitments to other projects in mind when planning your resources.

In some cases, you might work with an outside company that offers design, copy, development, or other services. You’ll need to make sure the company can meet key dates to ensure your project schedule stays on track.

Other resources could include programs or software that might be used to review your work or complete tasks. You’ll want to ensure the availability of any programs you might need to use when creating your project schedule.

How to create a project schedule.

Projects can vary in time span and complexity. While some small projects can be planned using calendars or spreadsheets, most projects will need to be scheduled and planned using work management software.

Work management software can help project managers, coordinators, and schedulers better plan a project while reviewing the availability of resources and hours. Effective work management technology will allow you to look at the available resources, project hours, project timeline, and project budget so you can find the best way to schedule your project. 

When managing a remote team, you’ll also want to find a work management solution that allows your employees to easily view their schedules, complete tasks, and attach and collaborate on files to keep your project running smoothly.

Workfront offers an easy and intuitive way to help you schedule and plan your projects while also allowing remote employees to stay connected and view their roles in every project they’re assigned to.

Manage project schedules smartly with Workfront.

At Workfront, we offer a comprehensive work management solution that allows you to quickly plan and schedule projects. You can create a project timeline by analyzing available resources, breaking large tasks into child tasks, naming dependencies, and determining realistic end dates. You can also easily replan projects, redefine tasks, and reassign resources as needed to meet your project’s goals.

Since remote work is important in today’s workplace, we make it easy for all team members to collaborate on tasks, so your project stays on schedule. Our cloud-based software allows your resources to view their schedules, due dates, and project responsibilities all in one place. Your team members can also share ideas and receive feedback on their work, no matter where they’re located.

Workfront also offers integrations with many popular collaboration tools, like Slack, Jira, Salesforce, Microsoft Teams, SharePoint, Google Drive, GoToMeeting, Box, and OneDrive, allowing teams to communicate, collaborate, and do their best work using their favorite tools.

This intuitive work management solution makes sure you’re never in the dark about project deadlines or potential risks by allowing you to clearly view your project’s status in real time and make quick adjustments as needed.

An effective work management solution keeps your team on track.

When looking for a work management solution, you’ll want to find technology that works well with your team, so they stay productive, on track, and informed. Having a work management solution you can rely on will help you stick to client budgets and timelines while delivering work your company will be proud of.

See Workfront in action

In this interactive tour, you will get hands-on experience using Workfront. You will learn how Workfront enables the enterprise to:

  • Connect strategy to delivery
  • Iteratively plan and prioritize work
  • Collaborate across teams and divisions to get work done
  • Streamline and optimize processes
  • Measure and report on progress
  • Deliver against your strategy