My favorite step of planning and the estimating process that goes along with it is the second step of making the detailed list of tasks. Given that the subsequent steps are identifying dependencies and estimating each individual task, one can quickly see that missing something in this critical step can derail a project timeline.
What are the detailed steps of the task? Once the scope of your project is clearly defined, the next step is to make a list of tasks that must be completed to meet the scope. The more specific the list, the better. Using the example of the kitchen remodel, one could put on their task list, “paint kitchen cabinets”, but a detailed list such as the one below will lead to a much more accurate estimate:
- Choose paint colors
- Test paint on cabinets to ensure the type of paint works with the cabinet surface
- Remove contents of cabinets
- Remove cabinet doors
- Cover and tape areas not being painted
- Clean and sand surfaces to be painted
- Apply first coat of paint
- Wait 36 hours for paint to properly dry
- Apply second coat of paint
- Wait 36 hours for paint to properly dry
- Apply gloss finish
- Wait 36 hours for gloss to properly dry
- Remove tape and coverings
- Deep clean kitchen
- Re-install cabinet doors
- Unpack kitchen items into cabinets
- The list goes on….
I use this detailed approach for estimates of less complexity as well as complex projects. For example, if I am writing a report for work, I will create an outline of the content, and estimate the time to produce each piece of content. In total, it may only take me eight hours to complete the report, but having a clear plan and timeline make the production of the report highly efficient.
Another critical outcome of creating the detailed task list is that one can identify potential resource gaps early in the process. Going back to my example of writing a report for work, when I produce the outline that details each component of the report, I naturally think through the entire content of the report. In the world of commodities trading, risk management, and cloud computing that I work in, it is guaranteed that there will be sections of the report that I cannot independently write. I am able to send my outline to my much smarter than me coworkers for help. Seeing that I have thought through the entire report, ensures my manager that I will be able to meet the deadline.
I cannot stress enough how helpful detailed task lists are in achieving timely results. Detail task list making is fun, and it produces efficiencies and reduces anxiety over meeting deadlines. I highly recommend the book, The Checklist Manifesto, by Atul Gawande.
Next week, I will be covering the next steps in the estimating process, which are the steps of analyzing the detailed task list. In the meantime, folks are continuing to share their own mishaps with estimating on the MyBlankJob forum. There are some hilarious “oopsies” – Workplace Rants | My Blank Job. Check them out, and share your own.