Monitoring Progress towards Deadlines

Stop chasing updates. Start catching problems before they start. Most projects fail in the quiet space between what’s on the report and what’s actually happening on site. This week on Beyond Deadlines, I’m joined by Miles Haynes, founder of Stride Schedule, to break down how to lock progress tracking at the source so you stay ahead without adding headcount. Miles has been in the trenches with crews, subs, and GCs who’ve seen schedules slip. Not because the work wasn’t planned, but because the data was late, messy, or missing. His approach? Strip it back to the rules that actually keep jobs moving. In 20 minutes, you’ll walk away with: Progress lives or dies at the source — Daily huddles aren’t just meetings; they’re the fastest way to surface roadblocks while there’s still time to act. ➡️ Smaller activities = more honest status — Break work into 20-day max (ideally 1–3 day) chunks so “done or not done” stays obvious and delays can’t hide inside big durations. ➡️ One schedule for all levels — Integrating Level 4 and Level 5 detail into the master schedule keeps field execution and enterprise reporting perfectly aligned. ➡️ Accountability scales with clarity — Superintendents update progress more reliably when the process helps them get work done, not just feed the scheduler. Here’s the truth: a dozen tracking methods can work. But none work if roles are unclear, data flow is broken, and follow-up is weak. Grab a coffee, hit play, and steal the playbook from someone who’s implemented it across multiple sites and seen the results firsthand. Listen here → https://lnkd.in/gFMeNMpU Question for you: If you could enforce just one rule on every site to make progress tracking brutally honest... what would it be?

What an effective measures adopted to achieve the desired target as assigned by the top management ? 1. Clear Goal Setting and Alignment Ensure that all targets are Specific, Measurable, Achievable, Relevant, and Time-bound. The targets set by top management should directly align with the organization's strategic objectives. 2. Effective Communication Regular communication between management and teams helps to keep everyone aligned on progress and potential obstacles. Updates can be in the form of meetings, reports, or email summaries. 3. Strategic Planning Action Plans: Break down large targets into smaller, actionable steps. This makes it easier to track progress and ensures that each task is aligned with the overall objective. 4. Monitoring and Tracking Progress Set up clear key performance indicators (KPIs) and metrics to track progress toward the targets. Regularly review progress with the team to identify any issues early and make any necessary adjustments. Weekly or monthly check-ins are common practices to monitor performance. 5. Empowering the Team Assign clear responsibilities to team members and empower them with the authority to make decisions. When employees feel ownership over their tasks, they are more likely to be invested in achieving the target. 6. Time Management and Deadlines Set realistic deadlines for each task or phase of the project. Time-sensitive goals encourage teams to stay on track and manage their tasks effectively. 7. Incentives and Motivation Performance-Based Rewards: Implement a system of rewards or incentives for meeting or exceeding targets. Foster a positive work culture where employees feel motivated and valued. 8. Continuous Improvement and Adaptability After achieving (or not achieving) a target, conduct a post-mortem analysis. Be prepared to adjust strategies as market conditions or circumstances change. Flexibility and adaptability allow teams to continue working towards targets, even if challenges arise. 9. Collaboration and Cross-Functional Teams Encourage collaboration across different departments to ensure alignment and knowledge-sharing. Cross-functional teams often lead to innovative solutions and faster problem resolution. 10. Risk Management Proactively identify any potential risks that could prevent the target from being met. Address these risks early on to mitigate their impact. Develop contingency plans to be prepared for any unexpected challenges. 11. Technology and Tools Leverage project management software (e.g., Asana, Trello, or Microsoft Project) to organize tasks, assign deadlines, track progress, and collaborate in real-time. Use technology to automate repetitive tasks and optimize processes, allowing the team to focus on higher-value work. 12. Leadership and Support from Top Management Strong Leadership: Top management should provide strong, clear leadership. Their role is to inspire, guide, and support the team to ensure that the target is met.

The Importance of Schedule Updates in Project Planning One of the key responsibilities of a Planning Engineer is ensuring that the project schedule remains accurate and aligned with reality. Regular schedule updates are essential for tracking progress, identifying delays, and making informed decisions to keep the project on track. Why Are Schedule Updates Important? 🔹 Monitor Project Performance – Compare actual progress with the baseline to detect deviations early. 🔹 Identify Delays and Risks – Understand the impact of delays and adjust the schedule accordingly. 🔹 Improve Resource Management – Ensure that manpower, materials, and equipment are utilized efficiently. 🔹 Enhance Communication – Provide stakeholders with clear and up-to-date project status reports. Steps to Perform a Schedule Update: 1️⃣ Collect Actual Data – Gather real progress information from the site, including start/finish dates and percentage completion of activities. 2️⃣ Enter the Data in the Scheduling Software – Update activities in Primavera P6 or MS Project with actual start, finish, and progress percentage. 3️⃣ Run the Schedule Calculation – Perform schedule analysis to reflect changes and update activity sequencing. 4️⃣ Analyze the Critical Path – Identify if any new activities have become critical and assess the overall project timeline. 5️⃣ Review and Adjust Resources – Ensure that workforce and material allocation align with the updated schedule. 6️⃣ Generate Reports – Prepare progress reports to communicate project performance and potential risks to stakeholders. 7️⃣ Propose Corrective Actions – If delays exist, suggest mitigation plans such as fast-tracking or resource reallocation. 📌 Key Tip: Always ensure that schedule updates are based on accurate site data and are reviewed with the project team to maintain reliability. How often do you update your project schedules? Let’s discuss best practices in the comments! ⬇️ #Monitor #Update #Actual_Date #Planned_Date #Compare #Reports #Planning #Management #planning #projectmanagement #claims #variationorder #projectcontrol #pmo #scheduling #scheduler #projectcontrolmanager #planner #planningengineer #oilandgas #construction #epc

Have you ever thought about tracking progress directly on the scope in Primavera P6 Cloud? In my recent projects, I've been focusing more on measuring progress against scope rather than just time or cost. When your WBS is aligned with the contract deliverables, you can monitor how much of the actual work is done—not just how long it's taken. Here’s how I track scope progress in Primavera P6 EPPM (Cloud version): 🔹 1. Align the WBS with contractual scope Each WBS level reflects a specific deliverable or component of work. 🔹 2. Enable WBS Summary Activities These automatically roll up progress from lower-level activities. 🔹 3. Set % Complete Type to ‘Physical’ This allows for manual, more accurate progress entry based on real deliverables. 🔹 4. Add WBS-level milestones Helps in monitoring progress checkpoints tied to specific scopes. 🔹 5. Update Physical % Complete periodically I typically base this on field reports, inspection logs, or earned value calculations. 🔹 6. Visualize scope progress Using the P6 dashboard or integrated visuals in Power BI gives stakeholders real-time clarity. 💡 Bonus tip: Scope % complete can also be automated using formulas or field data integration to reduce manual effort. #Primavera #P6 #Scheduling #Consulting #Scope Learn more https://lnkd.in/gMYUqyDf

Clear communication with CROs can make or break a clinical trial. I faced delays because of misaligned expectations with the CRO. Initially, our team believed that the CRO had a clear understanding of our clinical trial goals and timelines. However, it soon became evident that there were discrepancies in how each party interpreted these goals. This misalignment led to significant setbacks, as tasks were either executed improperly or not completed on time. To address this issue, we implemented regular weekly check-ins and established a streamlined reporting process. These measures ensured that both parties remained on the same page and could promptly address any emerging concerns. By setting clear KPIs and maintaining open, consistent communication, we were able to realign our objectives and progress more effectively. 💡 We proposed three key performance indicators (KPIs) to monitor our clinical trial goals and timelines: ·      Milestone Achievement Rate: This KPI tracks the percentage of key study milestones achieved on or ahead of schedule, ensuring we are meeting critical deadlines. ·      Query Resolution Time: Measuring the average time taken to resolve data queries helps in identifying bottlenecks and ensures timely data cleaning and analysis. ·      Protocol Deviation Rate: Monitoring the number of deviations from the study protocol helps in maintaining the integrity and quality of the trial, ensuring adherence to guidelines and minimizing risks. By setting clear KPIs and maintaining open, consistent communication, we were able to realign our objectives and progress more effectively. ❓ What strategies work for you when collaborating with CROs? ♻️ Share your experiences!

🍌 The Most Overlooked Progress Monitoring Tool — The Banana S-Curve Most projects compare Actual vs. Planned using a single S-Curve… but that only shows part of the picture. The Banana S-Curve uses two curves: Early Start Curve (Upper Limit) – fastest possible progress Late Start Curve (Lower Limit) – slowest allowable progress The gap between them = available float / flexibility. Now simply check where your Actual Progress Line falls: ✅ Closer to Early Curve → Low Risk ⚠️ Closer to Late Curve → High Risk (Float consumed!) Simple. Visual. Honest. More planners should be using this — not just for reporting, but for real risk awareness. #Planning #ProjectControls #SCurve #ScheduleRisk #ConstructionManagement

Have you ever noticed how having a clear goal ahead of you motivates you to perform better? I certainly do! Recognizing the power of this mindset, I recently introduced a simple system of weekly targets and analysis at my company. The aim was straightforward: to enhance our employees' productivity and prevent work from piling up. By regularly reviewing our monthly goals on a weekly basis, my team stays focused on our most important priorities. We break down big quarterly or annual goals into smaller, more manageable tasks. And here are 4 reasons why weekly goal reviews can truly transform any high-performing team - 1. High chance of achieving goals: Talking about goals more frequently significantly improves our chances of actually reaching them. As humans, we tend to forget things quickly. In fact, studies show that within a week, we forget about 90% of new information we learn. By discussing goals weekly, we reinforce our focus as a team and can prioritize important tasks over urgent ones. 2. Improves time management: While setting goals on a quarterly basis may seem reasonable, time often slips away faster than we expect. Checking in on our progress more regularly ensures steady advancement and helps us avoid the need for excessive overtime as deadlines approach. 3️. Cultivates a sense of ownership: Weekly goal reviews create an environment where employees can speak up more frequently, assess their own performance, and receive relevant feedback. When goals are only discussed every few months, issues can pile up without a chance for resolution. A weekly check-in reduces the chance of misunderstandings and promotes a stronger sense of ownership. 4️. Tracks progress effectively: Reviewing goals and success indicators weekly allows us to monitor our progress more effectively. Each week, we can see a tangible list of our team's accomplishments, making it easier to connect success with specific activities. This helps us identify bottlenecks, determine what's working well, and stay on track towards achieving our goals. When it's time for important meetings or updates, we'll have a clear understanding of where we stand. How often do you track the progress of your team? #goal #weeklyupdate #review