Improper Work Breakdown Structure (WBS)

A work breakdown structure is crucial to any large project. It breaks complex projects into smaller tasks, making it easier to plan, assign work, estimate costs, and track progress. It also helps to define scope of work, increase accountability, manage costs, and for phasing and scheduling.

How to Avoid

A great place to start in establishing a proper work breakdown structure is to ensure all necessary work is represented. A comprehensive WBS guarantees that even tasks outside of the scope are accounted for. Make the WBS collaborative and visible so that team members can include input, answer questions, and include milestones. Also, keep the WBS updated with changes of schedule and statuses of work packages to keep the project flowing efficiently.

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“Boilerplate” Schedules

Although we sometimes want to use similar schedules from similar projects to save time, avoid “boilerplate” schedules. These are pre-built, standardized schedule templates that are used to manage and track project timelines. It’s understandable why this is done. It can seem more efficient in the short run, but you might run into problems once the project is underway. Although some projects may be similar, or even for a business you’ve done work for in the past, each build has its unique logistics and milestones.

How to Avoid

All projects should be created based on project specifics. Though boilerplate schedules are reusable, these can possibly be misunderstood and not thoroughly read. Define the scope of work, breaking down the project into detailed tasks and activities. Simultaneously, define which tasks must be completed before others can begin.

Use project management software such as xxx to create a flexible schedule that can be adjusted as the project continues. Make sure to update the schedule to maintain accuracy and effectiveness.

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Misunderstood Milestones

Another pitfall when crafting your schedule is misunderstanding client milestones. Examples of these milestones include opening dates, shutdown dates, demobilization dates, project delivery dates, or OFCI/OFOI delivery dates. These are all critical for site

leadership to improve components of managing the project. Possible consequences of missing milestones include delays in attaining materials, conflicting schedules, causing the building owner to lose money which may necessitate in the general manager paying liquidated damages.

How to Avoid

These milestones must be included in your contractual schedule with the client and passed down to subcontractors for their coordination and information. Common milestones to include within your contract are as follows: Project initiation; Foundation completion; Structural framing; Enclosures; Elevators; MEP rough-in and commissioning; Fire Suppression System installation and testing; Interior/Exterior finishes; Punch list; Substantial completion; Project closeout.

A good tip to avoid missing milestones is to have a debrief with key stakeholders as part of the closeout process, discussing what went well, and what didn’t. This can provide clarity into how to be more precise in your milestones.

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Coordination and Logistics Gaps

Other things to avoid overlooking when scheduling include coordination with superintendents, the logistical ties of activities, and the long lead items of materials and equipment. Also, failing to account for local agency requirements, sequencing between sub-trade scopes and buyout submittal phases, procurement phases, and delivery dates will disrupt project flow. Each component certifies that the schedule reflects actual project specific constraints.

How to Avoid

Early in the scheduling process, make frequent collaboration between the scheduler, superintendent, and project team. Long-lead items should be flagged early in the planning phase, with procurement timelines built into the schedule. Coordination with utility providers and agencies should happen well before their work is needed on-site to prevent hold-ups.

Also, break down sub-trade work into clear buyout, submittal, procurement, and delivery phases while assigning realistic durations to each to keep progress achievable and predictable. Proactive communication, thorough planning, and discipline schedule management are key to ensuring the schedule is not just a document, but a reliable execution tool.

Establishing a comprehensive schedule takes time, and careful attention. There are many possible pitfalls, and details to keep track of. However, through taking what may seem like the long way around, your project will run smoothly, resulting in a happy team, and happier client.