Programme of Works: 5 Challenges and How to Beat Them

“Plans are nothing; planning is everything,” - Dwight D. Eisenhower.

The 34th US President said more poignant things than just the ‘military industrial complex’ warning in his 1961 farewell speech. He is right about planning too.

That’s why your programme of works is crucial to success, as you know. 

In this article, we'll explore actionable advice, unique insights, and real-world examples to help you navigate these obstacles successfully.

1) Accurate Time Estimation

Getting project timings right is essential for a smooth programme of works. So, how can you improve your time estimation skills?

Here are some tips:

• Break down tasks into smaller, manageable components: By breaking tasks down, you can more accurately estimate the time required for each activity. 

This approach enables a more precise understanding of the overall project timeline.

Example: When constructing a building, estimate the time for each phase, such as excavation, foundation work, framing, and interior finishing.

• Use historical data from similar projects: Analyse past projects to identify trends and commonalities that can inform future time estimates.

Example: If you've previously built similar structures, you can use the average time taken for each phase as a starting point for your new project.

• Account for contingencies and buffer time: Unexpected events can delay your project.

By including buffer time in your estimates, you can better manage unforeseen circumstances.

Example: Add a 10% buffer to each phase's estimated duration to account for potential delays, such as weather, permitting issues, or material shortages. There may even be compliance and regulatory issues that delay you.

• Utilise time estimation techniques: Apply proven time estimation methods, such as expert judgement, parametric estimation, or analogous estimation, to increase the accuracy of your project schedule.

Example: Use the three-point estimation technique (optimistic, pessimistic, and most likely estimates) to account for uncertainty in task durations.

• Collaborate with team members and subcontractors: Seek input from experienced team members and subcontractors to ensure your time estimates are grounded in reality.

Example: Hold a meeting with subcontractors to discuss the estimated time required for their specific tasks and adjust the schedule accordingly.

By applying these strategies, you'll be better equipped to estimate project durations accurately and keep your projects on track.

2) Resource Allocation

Efficient resource allocation plays a significant role in successful programme of works management. To tackle common challenges in this area, consider the following:

• Develop a comprehensive resource breakdown structure (RBS): An RBS helps you identify and categorise resources required for the project, making it easier to allocate and manage them effectively.

Example: Create an RBS that includes categories such as labour, equipment, and materials, and further break down these categories by trade, type, or specific resource.

• Monitor resource utilisation and adjust as needed: Regularly review resource usage to ensure optimal allocation and identify any potential shortages or surpluses.

Example: Track equipment usage to determine if additional units are needed or if underutilised equipment can be reallocated to other projects.

• Balance resource levelling and resource smoothing techniques: Resource levelling focuses on distributing resources evenly across the project, while resource smoothing adjusts resource allocation without extending the project timeline.

Example: Level resources by shifting tasks within the project's critical path, and smooth resources by adjusting workloads during periods of high demand without affecting the overall schedule.

• Prioritise tasks based on project objectives: Allocate resources to tasks that are most critical to achieving project goals, ensuring that high-priority activities receive the necessary attention and resources.

Example: Prioritise tasks on the critical path and allocate resources accordingly to avoid delays in project completion.

• Consider resource constraints when planning: Be mindful of the limitations of your resources, such as the availability of skilled labour or specialised equipment, and plan accordingly to prevent bottlenecks and delays.

Example: If there is a limited supply of a specific type of equipment, schedule tasks requiring that equipment in a way that prevents conflicts and maximises utilisation.

Implementing these suggestions will help you optimise resource allocation and ensure that your project runs smoothly.

3) Communication Among Stakeholders

Clear and effective communication among stakeholders is critical in construction programme of works. To enhance communication and avoid delays and conflicts:

• Establish communication protocols and channels: Determine the most effective communication methods for your project and ensure that all stakeholders are informed of these channels.

Example: Utilise a combination of email, project management software, and weekly meetings to keep everyone up to date on project progress and any changes that may arise.

• Schedule regular project meetings and progress updates: Frequent communication helps maintain alignment among stakeholders and provides opportunities to address concerns or questions.

Example: Hold weekly progress meetings with key stakeholders to discuss project status, upcoming milestones, and any potential issues.

• Foster an environment of transparency and trust: Encourage open communication and information sharing to build trust among team members and stakeholders.

Example: Create a culture where team members feel comfortable sharing concerns or suggestions, and ensure that any changes or issues are communicated promptly and clearly.

• Implement a project communication plan: A comprehensive communication plan outlines the communication goals, stakeholders, methods, and frequency, ensuring everyone is on the same page throughout the project.

Example: Develop a communication plan that includes regular progress reports, stakeholder meetings, and a centralised information repository accessible to all team members.

• Leverage technology for improved communication: Use digital tools to streamline communication, making it easier for stakeholders to stay informed and engaged.

Example: Use collaboration platforms, such as Microsoft Teams or Slack, to facilitate real-time communication and document sharing among team members.

By investing in open communication, you'll build a strong foundation for project success.

4) Leveraging Technology

Harnessing the power of technology can help overcome common programme of works challenges. To make the most of these innovations:

• Identify the most suitable technology solutions for your project: Assess available technologies and choose the ones that best align with your project's needs and objectives.

Example: Evaluate project management software options, such as Archdesk, to determine which best supports your project's size and complexity.

• Invest in training and support for team members: Ensure that everyone involved in the project is familiar with the chosen technology and can use it effectively.

Example: Provide training sessions and ongoing support for team members to ensure they can utilise the project management software efficiently.

• Integrate technology into existing workflows: Seamlessly incorporate new technology into your current processes to maximise its benefits.

Example: Use Building Information Modeling (BIM) to enhance collaboration among project stakeholders and improve the accuracy of project data.

• Explore cutting-edge technologies for construction management: Stay up-to-date with emerging technologies that can further streamline your programme of works management.

Example: Consider the potential benefits of drone technology for site inspections or augmented reality for design review and visualisation.

• Monitor and evaluate the effectiveness of technology adoption: Regularly review the performance of your chosen technology solutions to ensure they continue to meet your project's needs and make adjustments as required.

Example: Track key performance indicators (KPIs) related to technology usage, such as user adoption rates or time saved on specific tasks, and use this data to inform future technology decisions.

Embracing technology will streamline processes, improve collaboration, and ultimately enhance your programme of works management.

5) Continuous Improvement

Learning from past experiences is vital for future success. To facilitate continuous improvement in your projects:

• Conduct post-project evaluations and document lessons learned: Analyse completed projects to identify areas for improvement and capture these insights for future reference.
  

Example: At the end of a project, gather feedback from team members and stakeholders, and document any successes, challenges, or recommendations for future projects.

• Encourage a culture of learning and growth within the organisation: Promote ongoing professional development and create an environment where team members feel empowered to share their insights and experiences.

Example: Offer training and development opportunities for staff and provide a platform for sharing best practices and lessons learned from past projects.

• Incorporate insights from past projects into future planning: Use the knowledge gained from previous projects to inform and improve your approach to managing a programme of works.
  

Example: If a past project encountered delays due to permitting issues, adjust your future planning to account for potential permitting challenges and allocate additional time or resources accordingly.

• Benchmark your organisation's performance against industry standards: Compare your project management practices and outcomes to those of similar organisations to identify areas for improvement and potential competitive advantages.
  

Example: Review industry reports and surveys to assess your organisation's performance in areas such as project completion time, cost management, and customer satisfaction.

• Implement a process for continuous improvement: Establish a structured approach to identifying, prioritising, and addressing opportunities for improvement within your business.
  

Example: Develop a plan-do-check-act (PDCA) cycle to systematically evaluate and improve your project management processes, incorporating lessons learned and industry best practices.

By focusing on continuous improvement, you'll strengthen your organisation's project management capabilities and achieve better results.

Don’t do this alone

By following the actionable advice, unique insights, and examples provided in this article, you'll be well on your way to managing construction projects more effectively.

But, programme of works software is the way to go. It’s just too tough to manage without a tool to help. Even if you produce the perfect programme and the job goes perfectly, the effort when manually, compared to using software is giant.

Archdesk can help you. Get in touch with me today and I’ll talk you through it.