How to Create an Activity Schedule

Would you like to know how to create a schedule of activities? A project, whatever it may be, needs to establish a schedule of activities with a retroplanning to follow the progress one by one and see if it is possible to carry out the tasks in There expected.

A project timeline or activity schedule should outline the objectives and processes for carrying out a project. It is intended to improve your team's understanding of these objectives and help you become more efficient as an organization. Here are the key steps to writing a work plan.

Part 1: Identify the main objective of your activity schedule

There are different reasons why you might want to create a timeline of activities. To make sure it's done right, start by determining and writing down what you want to achieve. Why? Simply because you run the risk of getting distracted.

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The timeline should allow you to clearly and precisely identify the project you will be working on over the next few months. It can be developed after a review of the results or for the launch of a major project. You should keep in mind that the latter is usually planned for a defined period of time, for example 6 months or 1 year.

Part 2: Start writing an introduction and set the context.

A timeline is not just for you. To implement it correctly, everyone must be able to access the information they need to perform their work correctly and within the appropriate framework.

Start by writing an introduction (short but well-presenting) and specifying the context clearly and precisely. You must highlight the reasons that prompted you to create this schedule of activities and clearly identify the criteria that need to be improved. Make yourself understood by everyone!

Part 3: Determine your timeline goals

Writing down the goals you want to achieve on paper is still essential. They must be precise so as not to leave out any details. Another rule remains to be respected: realism.

Goals should not be unattainable, otherwise they are useless and risk discouraging your teams. It is still possible that you will be faced with goals that change over time. In this situation, they should be classified into three categories: short-term, medium-term and long-term. These will not be the same depending on your compartment. Don't forget to take this aspect into account!

Having goals is still necessary, but they must still be logical and intelligent. Otherwise, they will be useless.

What is the solution?

Check that they meet certain criteria.

1. Step 1:: First make sure your program is specific.
2. Step 2:: Clearly specify the objective and the measures taken to achieve it.
3. Step 3:: Then check that this work can be measured.

Can you get numbers later? Which ones are relevant? Finally, check that the procedures used allow you to achieve your objectives and that they are not superfluous. Don't hesitate to give a deadline within which you will report the results obtained.

Part 4: Plan your resources

Make a list of all the resources you'll need. Do you tend to be a bit of an airhead? Don't forget this step! The resources you'll need will vary depending on your schedule. List items that you might include your budget, staffing needs, or any outside helpers you'll need. Include whatever you need. You're free to be as specific as you like!

Part 5: Don't forget the restrictions

When implementing a timeline, you will inevitably encounter constraints. Try to plan ahead for the different obstacles you may face.

Take the time to take everything into account so that nothing escapes you. A simple lack of time can have repercussions. Check well in advance with those who are interested in the program that there will be no scheduling problems. Don't miss any opportunity!

Part 6: Put in charge

The responsibility is yours, but you can't be everywhere and do everything! For each team that will be part of the program, appoint a leader. He will ensure the successful achievement of a goal within the allotted time and will relieve you of part of the work. Choose a person in whom you have complete confidence and whose capabilities no longer remain to be proven. Accountability remains an essential element in an activity schedule!

Part 7: Establish the strategy

Once all these steps have been carried out, all that remains is to set up a strategy. Take everything into account and define the use of your resources to achieve your goal! You must establish a specific action plan, both general and individual. Consider using project management software or a calendar to help you.

How to make a timeline of activities in 7 steps in Word or Excel

To do a schedule of activities in Become, just use the embedding tables located within the “Insert«. Once you have added the columns and rows you need, you need to add the activities to be developed with the estimated time, whether in hours, days, weeks or months. Therefore, these schedules They are specific and detailed work schedules which are used for various purposes.

 

The objective of making a calendar of activities is to optimize time with the execution of tasks according to your initial objective. Likewise, it helps to keep a record of the actions that have been carried out and their duration.

It is equally applicable to academic, professional or business projects. Therefore, all the steps you must follow to obtain this type of tool that will allow you to manage activities will be detailed.

Steps to develop an activity schedule

To plan a project in word, you just have to follow the steps mentioned below:

1. Step 1:: Click on » Page design » and choose » Orientation> Landscape".

1. Step 2:: Next, enter “Margins” and choose “close "This will give you more space on the sheet.

1. Step 3:: Go to » Insert » and choose » Panel «. Insert as many columns and rows as necessary.

1. Step 4:: To establish a schedule of activities, it is recommended Write the tasks or initiatives in the first column. On the first line, you must enter the days, weeks or months during which you will carry out the proposed activities.

1. Step 5:: If you need Add divisions in table boxes, press » Table Tools > Layout » and click on » Drawing table «.

1. Step 6:: You will see that the cursor will turn into a pencil. Draw the divisions you need by clicking and holding the left mouse button on the spaces in the table.

1. Step 7:: When you're done, you can add a touch of color entering » Table Tools > Layout » and choosing some of the available table styles.

NOTE: : if you need Adjust cell height or width in Word, you only need place cursor on line and wait for it to change shape. If a vertical or horizontal moving figure appears, Click and hold and move the mouse until you get the dimension you need.

Tools and templates to create an activity schedule

You have the option to make a calendar of activities manually following the steps mentioned above, or you also have the facility of use external tools and templates that will simplify the process of preparation. If you like this idea, just look at the following list:

• Free project: is a free and functional program, although it also has its paid version. It is very helpful to create schedules in a simple, fast and intuitive way. Once the schedule is created, the platform will help distribute the sequence of activities, to be able to compare the schedule. To access the website, Click this link.
• Project Gantt – The Gantt chart is characterized by horizontal histograms, distribution and specific duration of each of the project tasks and this program will help you distribute the activities in the calendar, either by resources or by teams. To access the web portal, Click on this link.
• Microsoft project: is a payment program. It facilitates the design of Gantt or Pert schedules, and allows tasks to be sequenced according to the critical chain method. If you want to enter the site, Click on this link.
• Cocoa: is a web page where You will get more than 100 templates to make an agenda of activities. In fact, they are classified by category to optimize the search time. Enter the following link to detail the models.

NOTE: : The first two programs are in English, but pages can be translated using a browser.

Types and examples of activity schedules

Depending on the objectives to be achieved, there is a great variety of schedule types which are adjusted according to the area to be covered. Therefore, in the following sections Some examples will be detailed

1. Training activities schedule

The training programs are characterized by to train someone in a certain field. These tools specify what area will be studied or studiedThey are generally used in the field of sport and in companies through the training of human resources.

2. Research activities schedule

Survey schedules are those that detail the phases and activities to be carried out. Likewise the most important tasks are ordered for the development of research in an appropriate time.

3. Project activities schedule

These schedules are characterized by achieve a social or individual goal They are used to carry out social work or to understand the action plan, in the case of entrepreneurs or small businesses.

4. Academic Activities Schedule

Academic schedules have activities aimed at the benefit of the class or the institution. They are also called assessment plans and are used to organize exam dates , optimize the delivery of grades, identify all the content that needs to be reviewed, among other things.

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Recommendations

Remember the most relevant aspects for developing a good schedule of activities are:

1. Pose a realistic object. Goals are the driving force behind any schedule. Therefore, the first step is choose an achievable and measurable goal to assess your reach.
2. Create a realistic list of activities. Schedule tasks whose execution adds points to achieve the objective you originally set.
3. Define the relationships between activities. Prioritize tasks and defines what they are end – beginning (the second task cannot start until the first one has finished), start – start (the second task starts at the same time, or with some delay, as the first) start – end (the first task starts at the same time as the second) and end – end (the second task finishes at the same time as the first).
4. Evaluate in detail the time needed for each activity.
5. Distribute tasks evenly over time.
6. Make constant evaluations to measure progress.
7. The simpler, BEST.

Conclusion

As you have seen, activity schedules work to have better time management and to organize tasks according to the stipulated objectives. In this way, it will be possible to complete the project using. We hope to have helped you with this information.