Ensure the WBS is complete. Show Do not include anything outside the WBS in the estimate. Clearly identify each activity. Include appropriate contingencies. Use relevant and sufficient data. Include all relevant stakeholders in making estimates. Conduct an independent review. Revise the estimate if there is a major project change. Time management is one of the most important aspects in managing a project. In order to estimate the time accurately, it is necessary to have a correct understanding of the two concepts of effort and duration. What is effortEffort is the number of units of work needed to complete a task. It is usually expressed in hours, days or weeks worked. The effort is therefore the number of hours of work needed to complete a task, ie the actual time spent working on the project. In order to estimate the duration of a project, first we have to determine the effort. Let’s try to give an example to simplify the concept: if you estimate about 30 hours of active work to complete a fence, the effort will be 30 hours. Be careful, however, that this does not mean that the fence is ready within 30 hours – unless you plan to build it for 30 hours non-stop. The duration is the total number of work periods (excluding holidays or other non-working periods) necessary to complete an activity, so in other words it is the total time needed to complete an activity. The duration is usually expressed as working days or working weeks and depends on the availability and capacity of the resources. For example, if you spend 3 hours a day working on the fence, the total duration would be 10 days (30 hours of total effort divided by 3 hours / day). But if, for example, a friend helps every day, then you would have two resources working for 3 hours a day on the fence = 6 hours a day. The duration in this case would therefore be 5 days (30 hours of total effort divided by 6 hours / day). However, if the friend could work only 2 hours a day, the duration would extend to 6 days because the resources would only work for a total of 5 hours a day. The total effort is always 30 hours, no matter if there are one, two or more people working on the project. It is not possible to reduce the effort to 15 hours if two people work on the project, but it is possible to reduce the overall completion
time. The concept of Schedule PaddingThe estimates represent one of the most critical and complex areas for a project manager. It is never certain that these are correct and there is always the doubt that they may be mistaken for excess or defect, despite all the good will in formulating them. The estimation techniques , such as the analogy or bottom-up estimations, can provide more or less reliable estimates, but all have the same problem: they depend on the capabilities of those who formulate them. The concept of Schedule Padding means adding more time / value to the estimate, a sort of “pad” (hence the term Padding) that can soften the “fall” in case of unexpected or errors of evaluation. When there is not enough information or experience to make a realistic estimate, it is very easy to fall into the “Padding” technique. In other words, there is the tendency to increase, even exceedingly, the estimate of duration due to excessive prudence. Clearly, if everyone in the company, including the project manager, uses this technique, the final estimate would be totally exaggerated and misunderstood. So, how to avoid Schedule Padding? In project management, it is advisable to first estimate the effort and after that duration. The effort is the total estimated time for the realization of a task, of an activity. The duration is instead the time interval required for the realization of the task / activity based on the availability of resources and the project calendar. With respect to the 8 hours that correspond to the normal working day, the TenStep methodology considers productive only 6.5 hours. This is also a value that should be kept in mind and that is not always considered during the scheduling of a project. At Twproject, in our project management tools, we insert both project and routine activities, in order to have clear how much time each resource can really devote to its activities. Start now with a correct schedulingIn Twproject you can insert every type of activity, from routine to projects, with work hours and unavailability. Try Twproject! Techniques to avoid Schedule PaddingThere are several possible techniques to decrease the risk of Schedule Padding:
Not all collaborators have the same productivity and they do have different knowledge, skills and experience. This is why the ability to make an
estimate as well as the time needed to do it can vary. Advice for a correct estimate of the effortEverything starts from the estimation of the effort. So let’s see some tips to better identify it:
Understanding the difference between effort and duration of an activity is therefore fundamental for the correct planning of a project. In Twproject, it is possible to estimate how much work is needed to complete a task or close an issue. These estimates are taken into account in the assessment of the workload. .
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