Planner Time

The Power of Planner Time: Optimizing Project Planning & Scheduling

In project planning and scheduling, "Planner Time" refers to the dedicated time allocated for the planning and scheduling process itself. It encompasses all activities related to defining project scope, breaking down tasks, estimating effort, creating timelines, and developing resource plans. While often overlooked, Planner Time is a crucial element for successful project delivery.

Why Planner Time Matters:

Thorough Planning: Adequate Planner Time allows for meticulous planning, ensuring all aspects of the project are carefully considered and accounted for. This minimizes the risk of costly oversights and rework later in the project lifecycle.
Realistic Estimates: With sufficient time dedicated to planning, project managers can accurately estimate task durations and resource needs. This leads to more reliable schedules and improved cost control.
Improved Communication & Collaboration: Planner Time facilitates effective communication and collaboration among team members, stakeholders, and management. It allows for clear understanding of project goals, roles, and expectations, leading to better teamwork and alignment.
Proactive Risk Management: By dedicating time to planning, potential risks and challenges can be identified and addressed proactively. This helps in minimizing disruptions and ensuring project success.
Increased Project Efficiency: Well-planned projects run smoothly, minimizing delays and rework. This leads to increased efficiency, improved productivity, and reduced project costs.

Man-hours Related to the Planning Function:

Estimating the required man-hours for the planning function depends on the project's complexity, size, and criticality. However, here's a breakdown of typical activities and their associated man-hours:

Project Initiation & Scope Definition: 5-10% of total project effort
Work Breakdown Structure (WBS) Development: 5-10% of total project effort
Task Estimation & Duration Assessment: 5-15% of total project effort
Resource Allocation & Planning: 5-10% of total project effort
Schedule Development & Baseline Creation: 10-20% of total project effort
Risk Management & Contingency Planning: 5-10% of total project effort
Communication & Stakeholder Management: 5-10% of total project effort

The Bottom Line:

Investing in Planner Time is an investment in project success. It provides the foundation for efficient execution, effective risk management, and improved communication. Allocating appropriate man-hours to the planning function ensures that projects are well-defined, properly scoped, and delivered on time and within budget. By prioritizing Planner Time, organizations can maximize the likelihood of achieving their project goals and realizing their strategic objectives.

Test Your Knowledge

Quiz: The Power of Planner Time

Instructions: Choose the best answer for each question.

1. What does "Planner Time" refer to in project planning and scheduling?

a) The time allocated for completing tasks in the project schedule. b) The time dedicated to planning and scheduling the project itself. c) The time spent on managing risks and contingencies. d) The time spent on communicating with stakeholders.

Answer

b) The time dedicated to planning and scheduling the project itself.

2. Which of the following is NOT a benefit of sufficient Planner Time?

a) More accurate task estimations. b) Improved communication and collaboration. c) Faster project completion. d) Proactive risk management.

Answer

c) Faster project completion.

3. What percentage of total project effort is typically dedicated to developing the Work Breakdown Structure (WBS)?

a) 1-5% b) 5-10% c) 10-20% d) 20-30%

Answer

b) 5-10%

4. How does adequate Planner Time contribute to increased project efficiency?

a) By reducing the number of tasks in the project. b) By eliminating the need for risk management. c) By minimizing delays and rework. d) By decreasing the project budget.

Answer

c) By minimizing delays and rework.

5. Why is investing in Planner Time considered an investment in project success?

a) It ensures that the project is completed within budget. b) It helps to identify and mitigate potential risks. c) It guarantees that the project will be delivered on time. d) All of the above.

Answer

d) All of the above.

Exercise: Estimating Planner Time

Scenario: You are leading a new software development project with a team of 5 developers. The project scope includes designing, coding, testing, and deploying a web application for a client. You are expected to deliver the project within 6 months.

Task: Estimate the total man-hours required for the planning function of this project, taking into account the different planning activities and their typical effort percentages.

Instructions:

Estimate the total project effort (in man-hours) based on the 6-month timeline and the team size.
Calculate the man-hours for each planning activity using the effort percentages provided in the text.
Sum up the man-hours for all activities to get the total Planner Time.

Exercice Correction

Here's an example of how to estimate Planner Time for this project:

1. **Total Project Effort:** - 6 months x 5 developers x 160 hours per month = 4800 man-hours

2. **Planner Time Breakdown:**

Project Initiation & Scope Definition: 4800 x 0.05 = 240 man-hours
WBS Development: 4800 x 0.1 = 480 man-hours
Task Estimation & Duration Assessment: 4800 x 0.15 = 720 man-hours
Resource Allocation & Planning: 4800 x 0.05 = 240 man-hours
Schedule Development & Baseline Creation: 4800 x 0.2 = 960 man-hours
Risk Management & Contingency Planning: 4800 x 0.1 = 480 man-hours
Communication & Stakeholder Management: 4800 x 0.1 = 480 man-hours

3. **Total Planner Time:** 240 + 480 + 720 + 240 + 960 + 480 + 480 = **3120 man-hours**

This estimation suggests that approximately 65% of the total project effort should be dedicated to the planning function. This highlights the importance of allocating sufficient time for thorough planning, even for seemingly smaller projects.

Remember that these are just estimates, and the actual Planner Time required may vary depending on the specific project and its complexity. It's always beneficial to adjust the estimates based on your own experience and project specifics.

Books

"The Effective Executive" by Peter Drucker: Discusses the importance of effective time management and prioritizing key activities, which can be applied to allocating "Planner Time."
"Project Management for Dummies" by Stanley E. Portny: A comprehensive introduction to project management, including sections on planning and scheduling, which implicitly address the concept of "Planner Time."
"The Project Management Body of Knowledge (PMBOK Guide)" by the Project Management Institute: This guide offers detailed information on the planning phase of project management, including defining project scope, developing a WBS, and creating estimates.
"Agile Estimating and Planning" by Mike Cohn: Focuses on agile methodologies and estimation techniques, which can be used to allocate and manage "Planner Time" effectively.

Articles

"The Importance of Planning Time" by [Author Name] (Search online for articles discussing the importance of planning time in project management)
"How to Allocate Planner Time for Successful Project Delivery" by [Author Name] (Search online for articles with this title or variations).
"Project Planning: How to Ensure It Doesn't Fall Through the Cracks" by [Author Name] (Search online for articles discussing how to effectively plan for projects).

Online Resources

Project Management Institute (PMI): https://www.pmi.org/ - Access resources, articles, and training materials related to project management, including planning and scheduling.
Agile Alliance: https://www.agilealliance.org/ - Explore resources and articles on Agile methodologies, estimation techniques, and planning in an Agile context.
Harvard Business Review: https://hbr.org/ - Search for articles on project management, time management, and leadership, which can provide insights on the importance of "Planner Time."
Mind Tools: https://www.mindtools.com/ - Offers resources and articles on project management, time management, and other business-related topics.

Search Tips

Use specific keywords: "Planner Time project management," "time allocation project planning," "planning phase project management," "effective project planning," "importance of planning in projects."
Include specific project management methodologies: "Agile Planner Time," "Scrum Planner Time," "Waterfall Planner Time."
Combine keywords with industry or domain: "Software development Planner Time," "Construction Planner Time," "Marketing Planner Time."
Use quotation marks for specific phrases: "Planner Time" to ensure Google searches for that exact phrase.
Explore related terms: "Project initiation," "work breakdown structure," "resource allocation," "risk management."