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Keeping Projects on Track: How We Manage Schedules and Critical Paths

In the fast-paced world of architecture, keeping a project on track is a critical challenge that requires careful planning, coordination, and execution. At Tiscareno, we understand the importance of moving projects forward efficiently without burdening our clients with constant oversight. Here's how we manage project schedules, critical path items, and ensure effective communication, so our clients can focus on their vision rather than micromanaging the process. 


Dynamic Scheduling with Smartsheet    

Our approach to scheduling is built around flexibility and transparency. We utilize Smartsheet, a dynamic tool that allows us to create, update, and share project schedules in real-time. From the outset, we establish a comprehensive schedule as part of the contract, outlining key milestones and deadlines. However, we recognize that schedules can evolve—deadlines might shift, and durations may change. Smartsheet enables all stakeholders to access the most current version of the schedule at any time, ensuring everyone is on the same page. 

A rendering of The Line in Shoreline, WA

We also integrate schedule updates with meeting minutes, particularly when significant changes occur. This integration helps all parties stay informed about any adjustments and understand the implications for project milestones, such as obtaining building or entitlement permits. 


Managing Critical Path Issues    

Identifying and managing critical path issues is a key aspect of keeping projects on track. These issues are often determined through the schedule and can significantly impact the overall timeline. We maintain a simple yet effective approach: ensuring that all necessary deliverables and approvals are completed in a timely manner. For example, if a specific design element needs to be approved before we can proceed with construction, it's our responsibility to coordinate with the relevant parties to secure that approval. 

The Line under construction in Shoreline, WA

To avoid unnecessary delays, we sometimes use a decision-making matrix. However, our primary focus is on clear communication and accountability. We make sure that the right people are aware of what needs to happen and by when, without complicating the process. 


Right-Sizing the Process    

One common challenge in project management is managing the scale and scope of meetings. We strive to "right-size" our meetings by including only those individuals who are essential to the discussion. This approach helps prevent meeting attendee explosion—having too many people in a meeting who do not have a specific role can dilute the focus and efficiency of the discussion.  


While it's important to keep all stakeholders informed, we avoid involving individuals without a direct role in the current phase of the project. This ensures that meetings are productive, with clear agendas and actionable outcomes. Other team members are often CC’d minutes to allow them to monitor project progress. 


Providing Clarity with Work Plans    

Our clients often appreciate having a clear view of the work plan, particularly during the design development phase. To facilitate this, we can provide detailed visuals, such as screenshots of design packages or schedules. These visuals can illustrate our typical workflow, including weekly design updates, page turns, and presentations prepared for city submissions. 


By providing a tangible representation of our process, we help clients understand what to expect week by week, including key decision points and deliverables. This clarity not only aids in planning but also builds confidence in our ability to manage the project effectively. 


Conclusion    

At Tiscareno, we take pride in managing projects with a high degree of professionalism and accountability. By leveraging tools like Smartsheet, focusing on critical path management, right-sizing meetings, and providing clear work plans, we ensure that projects stay on track and our clients can trust us to deliver results. Our goal is to allow our clients to focus on their vision, knowing that we are proactively managing the details. 


Michael Willis, michaelw@tiscareno.net

Michael Willis provides knowledge and expertise from schematic design to construction administration as well as broad experience and deep passion to his role as a project manager. During his 25 years as an architect, he’s worked on almost every type of project including high-rise and multifamily. His ability to see the big picture and find common ground among stakeholders helps deliver projects that meet development objectives. 

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