>> New series 2025: Challenges in project work
In many projects, schedules are set too optimistically. The focus is often on meeting ambitious deadlines instead of planning realistic timeframes for implementation. The consequence? Bottlenecks occur, quality suffers and the team is under unnecessary pressure.
Projects are often characterized by time pressure. However, if deadlines are not based on realistic estimates, this leads to delays, overload and unexpected bottlenecks. Reasons for unrealistic schedules include
Using proven methods to create realistic schedules, the following methods should be applied:
Lack of consideration of vacation periods and public holidays
Use calendar dates to include absences in planning at an early stage.
Plan buffer times to cover unforeseeable bottlenecks.
Obtain expert estimates
Consult experienced team members to obtain realistic assessments.
Use methods such as the Delphi method to generate well-founded forecasts.
Use forward and backward calculation
Forward calculation: Start with the first tasks and calculate the earliest possible project end date.
Backward calculation: Start with the set deadline and determine when the individual tasks must start at the latest.
Compare both calculations to define realistic time windows.
AI technologies can significantly support the creation of realistic schedules. They enable:
Automatic analysis of historical project data to identify realistic time frames
Early detection of bottlenecks through intelligent forecasting
Optimization of resource allocation based on availability and empirical values
You are a project manager:
Analyze the attached project schedule and ensure that the following vacation periods and public holidays in the state of XX have been taken into account.
Use current calendar data and realistic buffer times to define reliable time slots.
Vacation planning:
• Resource XX: DD.MM.YYYY
You are a specialist in XX:
Use established methods such as Delphi estimates or Planning Poker to provide reliable expert estimates for the following project tasks, user stories, or features.
What uncertainties exist and how can these be taken into account in the estimation process?
You are a project planner:
Compare the results of the forward and backward calculations in the attached project plan to create a realistic and feasible project schedule.
Calculate both the earliest possible project end date and the latest possible start date for individual tasks.
What are the differences between the two calculations?
Which tasks should start earlier to avoid scheduling bottlenecks?
Conclusion: Successful projects through realistic scheduling
Careful time planning is essential for completing projects efficiently and successfully. By taking vacation times into account, obtaining well-founded expert estimates, and using forward and backward scheduling, realistic time frames can be set. Rely on a well-thought-out time schedule strategy to minimize delays and relieve your project team in the long term.
If you would like to learn more about challenges in project work—especially on the topics of unclear project goals, lack of follow-up, unrealistic schedules, regulatory requirements, changing resources, scope creep, lack of decisions, conflicts within the team, communication problems and barriers, please take a look at the Expert knowledge section of our website.
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