Construction Scheduling Construction Timeline: A Comprehensive Guide By Riya Jamble Construction Scheduling No comments August 9, 2024 Like Thanos’ one snap vanished half of the universe’s population, one mistake while creating a construction timeline can cause project failure. We must get the timeline right the first time to avoid delays and revenue losses! And construction scheduling software helps you generate a solid timeline. Compare Top Construction Scheduling Software Leaders What This Article Covers What Are Construction Timelines? Primary Benefits Factors Impacting Project Timeline How To Create a Timeline Generic Project Timeline Best Practices FAQs Conclusion What Are Construction Timelines? Construction timelines are visual representations of project schedules. They help managers, contractors and subcontractors break down different stages of the project life cycle. Most project managers create timelines using scheduling and construction management tools like Primavera P6, Procore, monday.com and Smartsheet. These solutions enable you to attach milestones to tasks, track deadlines and reach key performance indicators. Sometimes managers create multiple timelines for each group of subcontractors working on the same project to better monitor progress. To produce timelines, you can employ construction project scheduling methods like the critical path method, program evaluation and review technique, line of balance, and Q scheduling. Compare Top Construction Scheduling Software Leaders Primary Benefits Construction timelines enable you to set realistic deadlines and meet clients’ expectations. We’ve highlighted some benefits of generating timelines below. Establish a Hierarchy Timelines enable you to create subtasks and define relationships between them to produce accurate schedules. For instance, you can break down the conception stage into subtasks like schematic design, feasibility analysis, bid documents and client feedback. You can further divide each subtask to gain more clarity into the project life cycle. Timelines allow you to organize your tasks better, helping you make informed decisions about material, labor and equipment requirements. Improve Communication Timelines enable you to lay out the construction workflow — tasks to complete, job location, resources required and the team responsible — helping you keep workers and subs on the same page. Manage Changes No matter how bulletproof your construction plan is, you cannot escape change orders. And that’s where timelines come into the picture! They enable you to calculate the impact of changes on the project, helping you adjust your budget and schedules quickly. Prevent Budget Overshoots Not creating timelines can result in cost increases. Employees might work slowly just to get paid extra. Timelines enable you to estimate task duration and set deadlines to help you provide fair compensation to workers. They assist you in allocating resources like materials, equipment and labor at an early stage. You can access project timelines to generate contingency plans to help mitigate risks. Stay Compliant You need to apply for building permits to begin construction. Skipping this step can invite legal troubles. Timelines enable you to identify which construction phase will need permits to help you apply for them in a timely manner. Compare Top Construction Scheduling Software Leaders Factors Impacting Project Timeline Changes are the villains of the construction industry. They throw your project off schedule. But you can manage schedule changes if you know what causes them. And to help you with that, we’ve highlighted several factors that impact timelines below. Project Size and Difficulty You cannot use the same timeline for every project. Timelines differ based on project size and scope. For instance, it takes less time to construct small homes than buildings with more than two units. According to the U.S. Census Bureau’s Survey of Construction report, 51% of contractors took four to six months to construct a single-unit residential building, whereas 59% of contractors took more than a year to construct a multiple-unit building. You should calculate the project’s degree of difficulty to estimate project duration. For example, a custom-built facility might need imported floorings and detailed trim and molding, which will take more time than a standard facility. In simple terms, the more complex the project design, the more time it will take you to complete it. Resources You cannot search for crews and place materials and equipment orders at the last minute. If you do, you might not get the desired project results. Because of the ongoing construction labor shortages in the industry, you should contact workers before creating the timeline to get the best crew for the job. You might need different crews for different tasks. You should set realistic task durations when scheduling workers because crew number two can only start their work when crew number one completes their jobs on time. It’s impossible to have all materials required for the project in your inventory. You should preorder materials like imported countertops or fixtures to avoid delays. When creating timelines, you should factor in the time it would take for manufacturers to deliver your items. You can leverage inventory management platforms to manage your stock better. Word of Caution: Suppliers update their product catalogs frequently. That’s why you should recheck whether or not the material codes you used to place the order match your desired product. Weather Conditions Unforeseen weather conditions can put your project on a halt. For instance, to install roofs, you need dry weather. Covering areas with tarps won’t guarantee protection from severe weather. You’ll have to start restorative procedures if damages occur, resulting in budget overshoots. We cannot win from mother nature, but we can determine a buffer time for inclement weather. This will help you stay on track even when the weather’s not on your side. Permits and Regulations Every location has its own set of building regulations. To begin construction, you need to secure building permits from city or county officials. And authorities can take days or even months to approve permits, costing you time, money and severe headaches. For instance, the City of San Diego Development Services Department takes approximately 15 days to issue permits, whereas Florida’s City Building Department takes around 30 days to approve building permits. You should factor in the turnaround time for securing permits while generating timelines to avoid backlogs. To receive fast approvals, you should check whether or not you included correct building codes and followed permit application guidelines religiously. Compare Top Construction Scheduling Software Leaders How To Create a Timeline Generating project timelines isn’t an easy task. But it’s worth it. You won’t have to deal with constant delays. They also help improve project visibility. Below, we’ve listed steps you can follow to create a project timeline. Review the Project Scope The first step is to review plans and specifications to understand project aspects clearly. The scope statement usually includes the following: Project needs Goals Deliverables Limitations Exceptions Agreements Examining the project scope will help you determine task durations, decide on the required workforce and allocate resources. Identify Deliverables The next step is to determine deliverables. Project deliverables are the results of tasks completed during a project. It’s important to identify them early because adding new deliverables after the work starts impacts the project scope, timeline and cost. You can create a work breakdown structure (WBS) to break each deliverable into smaller parts to delegate tasks effectively. With a solid WBS, clients can provide feedback on each deliverable easily. A few examples of deliverables include: Proposals Designs Safety reports Building permits Quality check reports Remember, every project is different, and deliverables may differ depending on clients’ requirements and projects’ scopes and constraints. Determine Resources It’s now time to allocate resources. Resources can be anything from equipment to materials to people. Lack of availability of these resources can cause delays and collapse your entire project. That’s why you should allocate them early to create a solid timeline. Some essential human resources you should consider are as follows: Estimator Architect Supervisor Quantity surveyor Engineer Construction workers You need to adhere to the Construction Design and Management regulations. They outline some facilities you need to provide to improve the health and safety of workers. These facilities include Living accommodations for crews Washrooms Canteens Drinking water Changing rooms and lockers You should plan ahead of your construction timeline because setting up facilities can take weeks. Check Weather Conditions Construction weather delays postpone 45% of construction projects globally. It affects workers’ performance and damages valuable equipment, causing delays and cost overruns. That’s why you should check the weather forecast while generating your timeline. Tasks (scaffolding, concreting and excavating) and materials (wood and metal) have different weather thresholds. Even in extreme weather, you can carry out some activities. But reschedule any jobs that risk workers’ safety. You can leverage 3D digital twin technology to inspect the weather conditions of project sites from remote locations. Weather monitoring systems help you detect sudden changes and make informed decisions. Secure Permits Obtaining building permits is challenging. It can take quite a while to receive building approvals from city or county authorities. You should apply for permits as soon as the client awards you the project. Each city has its permit application process. You should visit your local or city website to uncover the same. We’ve outlined a standard permit application process below. You should upload construction plans and complete the permit application through an online portal. A department examiner reviews plans to identify legal and zoning objections. If the review examiner thinks your project conforms to construction standards, they approve your application. You can collect the permit from the city office or download it from the official online portal. Don’t forget to review your permit applications before submitting them to avoid rejections. Compare Top Construction Scheduling Software Leaders List Tasks You cannot create a timeline without determining tasks. You should discuss with your teams and list all critical activities. Then, you need to divide those tasks into sub-groups to track project progress easily. Determine Dependencies Sometimes, you have to complete multiple tasks to finish one single task. Managers call these dependencies. You should determine dependencies to avoid project delays. For instance, completing a design task might depend on other preceding tasks like drawing, 3D rendering, prototyping and analyzing stakeholder feedback. Some construction management solutions enable you to add dependencies using drag-and-drop functionality. Estimate Task Duration The next step is to estimate activity durations. Underestimating the time required to complete each job can put your projects behind schedule. You can refer to past projects to estimate task durations. We’ve listed some methods you can use to determine task durations below. Parametric estimating Analogous estimating Three-point estimating Word of Advice: If you’re employing Gantt charts to track progress, we recommend you use days instead of hours to determine durations because Gantt charts use days as their primary unit for project tracking. Set Milestones Milestones act as checkpoints highlighting the completion of major tasks in your project. They help motivate your staff which in turn maximizes their productivity. Some benefits of setting milestones are as follows: Reduce bottlenecks Promote accountability Allocate resources efficiently Reach critical key performance indicators You should link milestones to tasks to keep everyone on track and enhance collaboration. Specify Deadlines You might work on a project longer than required if you don’t set deadlines. To determine achievable deadlines, you need to estimate task durations strategically. You should check in with your teams about how long it will take to complete a specific task. Remember Parkinson’s Law — work expands to fill the time available for its completion — the more time you give your teams to complete tasks, the more time they’ll spend even when unnecessary, resulting in procrastination. That’s why setting realistic deadlines is of paramount importance. Get our Construction Scheduling Software Requirements Template Generic Project Timeline While each timeline differs based on project type and size, here’s what a standard timeline looks like. Pre-construction At the pre-construction stage, you need to secure permits and check whether or not you followed all necessary construction guidelines. You also need to review contracts for discrepancies to avoid client disputes. You should look for funding opportunities like loans or government grants to avoid spending from your pockets. Week 2–3: Laying the Foundation Once you dispatch all the necessary permits to the job site, your crew can begin clearing debris, grading the lot, and pouring footers and foundation. Crews conduct inspections to check waterproofing and foundation vents. Week 4–5: Framing After workers complete the foundation work, they start the framing process. They begin with framing the floors and then proceed to walls and roofs. Bad weather often delays framing activities. When workers finish framing, construction inspectors perform assessments to ensure the safety and quality of the work done. They usually check structural plans, verify nailing patterns and sheer transfers and examine truss and joist hangers. Week 6–8: Wiring and Plumbing Once the team completes framing, technicians install electrical, plumbing, insulation, and HVAC systems. If the building inspector approves wiring and plumbing installations, you can patch the walls and ceilings with drywalls. Week 9–11: Interior Finishing At this stage, crews complete drywall installations and carpentry work. They perform interior finishing tasks like painting, installing wallpapers, inserting vinyl planks, molding and tiling. Week 12–14: Project Delivery Here, crews complete exterior work like landscaping, fencing, pavings and surfacing. They also install fixtures, countertops, cabinets and switch covers. After the building inspector approves the house, you can perform the project closeout procedures. Get our Construction Scheduling Software Requirements Template Best Practices There’s no perfect method to generate timelines. It takes years of experience to create a perfect schedule. You should try different methods and continue using the one that works the best. Let’s look at some of the best practices you should follow while producing timelines. Leverage Construction Scheduling Systems You can use scheduling platforms to streamline timeline creation processes. They provide prebuilt, customizable templates to help you save time. They enable you to send automated alerts about timeline changes to your teams. Workers and subs can mark tasks off their lists as they complete them. Plan Around the Weather As discussed, weather can cause project delays and hamper workplace safety. We recommend you schedule exterior work during the dry season. You can carry out interior tasks during the rainy season. We cannot control the climate. But we can perform what-if analyses to develop a contingency plan and put a procedure in place if and when the weather changes the course of the project. Generate Reports You should produce daily progress reports to identify and resolve potential issues. You can also refer to past construction data to pinpoint the reasons for delays and create strategic plans to avoid them in the future. Be Thorough You should review the project’s scope thoroughly. You can create a task checklist to avoid missing critical steps. Forgetting to list one activity can create a domino effect — bringing down other tasks — causing delays. Balance Wants and Needs It might tempt you to try out new things. But it’s best to focus on project requirements rather than spending time and effort on something unnecessary for project completion. You need to learn to strike a balance between wants and needs. If it’s a want that doesn’t cause financial strain or delay the project, you can go ahead with executing it. But if the client doesn’t need it, you should try eliminating it. Ensure Effective Communication Poor communication can cause project failure. You should schedule a meeting with crews and subcontractors before the construction starts to explain the timeline and address doubts. Share the timeline with your team in an easy-to-understand format to avoid confusion. You should immediately inform teams about any project changes to avoid reworking costs. Create a Realistic Schedule Setting unrealistic deadlines can cause stress and panic. Rushing the work can hamper project quality, resulting in silly mistakes. And correcting errors is both cost- and time-intensive. You should set SMART (specific, measurable, attainable, realistic and timely) and CLEAR (collaborative, limited in scope, emotional, appreciable and refinable) goals to determine reasonable deadlines. Streamline Software Selection with Services FAQs What’s the difference between commercial and residential construction timelines? The timeline creation process for commercial and residential projects is the same. However, some differences set them apart. Take a look at the table below to uncover the same. Commercial Projects Residential Projects Duration Takes more than a year to complete. Takes a few months or one year to complete. Complexity Consists of complex interior work like wiring for computer networks and security systems. Consist of simple tasks unless the client requests customizations. Obtaining Permits Takes longer to secure permits due to city and county laws, zoning regulations, and environmental considerations. Officials issue permits within a few weeks. Crew Requirements Requires multiple specialized crews to complete tasks. May or may not need more than one crew to carry out tasks. What are the five vital phases of the construction life cycle? The five stages of the construction life cycle are as follows: Initiation: You should perform feasibility tests to determine whether or not the project aligns with the company’s goals and objectives. You should also discuss with teams and decide if the job is worthwhile. Planning: Once you decide to undertake the project, you need to examine the scope of work and create a project timeline. You must also identify and allocate resources and create a cost estimate to avoid unnecessary expenses. Implementation and Execution: At this stage, your crews begin the construction work. You can track progress using project management software or Gantt charts. Performance and Monitoring: You need to track key performance indicators like cost and deliverables to check whether or not the project aligns with initial plans. You should generate progress reports to gain critical insights. Closeout: It’s time to wrap up the project. Before handing it over to the client, review the punchlist items. What should you include in a timeline template? It’s difficult to create construction timelines from scratch. Generating timeline templates will help you speed up the process. Take a look at some basic elements you should include in the templates that we’ve listed below. Task and subtasks Start and finish dates Duration Project status Completion percentage Assigned team Milestones Dependencies What’s the typical timeline for building a house? On average, building a single-unit residential facility takes seven to eight months. This timeframe consists of finalizing plans, securing permits, starting construction work and project closeout. What’s the best way to select a construction scheduling platform? First, you need to determine your company’s requirements. You can conduct surveys to gather your teams’ opinions. Then, create a construction scheduling requirements checklist to make informed decisions. Now that you have a checklist, you should compare vendors and generate scorecards. Rank vendors according to features, pricing plans and deployment options they provide. You can use our construction scheduling software comparison matrix to compare multiple vendors simultaneously. Compare Top Construction Scheduling Software Leaders Conclusion From pre-construction to closeout, construction timelines help you keep everyone on the same page and complete projects on time and within budget. They assist you in enhancing collaboration, improving workers’ safety and preventing unnecessary costs. Construction scheduling solutions help you speed up timeline creation processes. But how do you select the best system with thousands of vendors on the market? Don’t worry. We’ve got you covered! You can use our decision platform to choose a solution that best suits your needs. Don’t forget to read our construction scheduling buyer’s guide to kickstart your software selection journey. Read our article — Best Web-based Construction Management Software — if you’re looking for a cloud-based management system. What strategies do you use to create a construction timeline? Please let us know in the comments below! Riya JambleConstruction Timeline: A Comprehensive Guide08.09.2024