Do you schedule every task or set milestone deadlines instead?

Information Technology Scheduling Using PMI Standards Work Breakdown Structures (WBS)

Josh Moree Sr Executive Coach| Pax8 Academy Atlanta, Ga, United States

I am a PM at an IT company. We have a team of engineers and numerous projects happening at once. For the 8+ years I've been a project manager, we've set deadlines for milestones of a project, but allow the engineers to work on what they choose when they choose as long as they meet deadlines. Senior management is discussing having us schedule every task in every project for every engineer. For example, if a project has 20 tasks, they want every task with a day scheduled the engineer should be working on it. Now multiply that by over 50 active projects.

To me, this seems like horrible idea b/c 1) it doesn't allow flexibility in scheduling, 2) doesn't account for issues that may arise, 3) seem very much like micro-management, 4) would have someone whose main job is to update dates in the projects as exceptions arise.

I'm curious on other working PM's opinions on this. Please share!

Posted: May 21, 2018 3:01 PM

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Diogo Simoes Entroncamento, Santarém, Portugal

May 21, 2018 6:00 PM

Replying to Sergio Luis Conte

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One thing is to have a activity duration and the other is to have tasks that as part of the activity and must be performed into an specific time by an specific person. So, you can send a note to your engineer calendars about into an specific date the have to complete a task.

I agree with Sergio. It resumes my point of view. And don't forget that you can not plan with same detail in far future as in near future.
Uncertanty also plays a role there :)

Posted: May 22, 2018 5:54 PM

Rene' Cruthirds Sr. Program Manager| Leidos Theodore, Al, United States

Find that "happy medium" by developing the requirements needed to address. If the suggested improvement was to schedule resources, then you know the degree to which you need to develop a schedule. If it was to merely suggest a way for moving your department/company to the next level, then negotiate with management about how that can be achieved without creating the excessive burden of scheduling every task, but a meaningful level instead.

Posted: May 24, 2018 8:56 AM

Michael Brian Fl, United States

Since it doesn’t have to deal with mistrust or issues, I’m curious as to why management felt the need to grab a consultant to take them to the next level. What is the vision of the company moving forward? What are they ultimately trying to gain by this consultant?

From your original post, how effective has this structure in the current schedule been in terms of success? Allowing the engineers to sort of pick their tasks based on what they feel as long as the deadlines are met and the work is done? Sounds like management based on the consultants suggestion is moving towards micro manageing that aspect a little tighter compared to the flexibility it currently has with the team of engineers.

Or maybe they’re trying to develop by analyzing a clear picture to where there are higher risks within the scheduling phase that can ultimately create problems down the line in which they’d like to avoid. Maybe the work is getting done within deadlines, but due to the lack of sequencing based on what engineers decide to work on first, maybe the scope is at risk or cost is at a risk etc..

Would it be possible instead of setting a schedule for every task, would setting a sub milestone be like an appropriate goal just before the actual milestones that are set? Can this assist in showing more control over tasks while also aligning these sub milestones with the vision that the project is and remains on track to hit the actual milestone? I don’t know if such a word (sub milestone) would exist, but thinking outside of the box a little.

Please note: I come with a disclaimer lol. I do not have PM experience to this degree and I’m fairly knew to learning all there is with being a PM. Many might think if you don’t know or have experience than you shouldn’t speak, but I’m not one to hold my mouth closed if I have questions or ideas. It doesn’t hurt to swing so I’m swinging. This is another way for me to learn and also get my train of thought thinking with the eyes of a PM. Just like to understand a CEO better one should try to align how they think and look at things like a CEO would.

Posted: May 24, 2018 9:17 AM

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Do you schedule every task or set milestone deadlines instead?

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