How To Estimate Time For A Project

In this blog, I’ll walk you through the process of estimating time for a project effectively, using methods commonly practiced by builders. I’ll also share some key insights on how sketching plays a critical role in the planning process and provide tips to avoid the pitfalls that can undermine a project’s success. Let’s get started! How I Learned to Estimate Time for a Project Early in my career, I had the opportunity to sit down with a project executive who showed me the basics of project time estimation. He simply sketched a timeline, breaking down major milestones. For example, if mobilization took three weeks and the basement six weeks, he would draw a line representing each stage, ultimately reaching the target project completion date. While this method provided a helpful visual, I soon learned that it often leads to underestimating the project’s duration. It lacks the depth needed for effective planning. However, sketching remains a valuable tool, and I’ll show you how to refine this approach to avoid such mistakes. Studying Drawings to Estimate Time for a Project When estimating project duration, I recommend starting with the drawings. Grab your drawing set and thoroughly review each page, noting key components that need to be included in the schedule. By doing this, you’ll develop a 3D mental image of how the building will come together. Once you’ve reviewed the drawings, you’re ready to move on to the next phase: sketching. Sketching the Phases of a Construction Project Sketching the phases of a project is an art form that improves with practice. When you get familiar with this process, you’ll be able to create a macro-level plan that guides the entire project. If you’re new to this, or need further guidance, you can reach out in the comments or refer to additional resources, including recommended books on the subject. Here’s how I approach it:

1. Identify a start date and, if you have one, the target completion date.
2. Break down the building by phase. For example, you might have phases for foundations, superstructure, interiors, exteriors, roof, and site work.
3. Sketch out each phase as a separate bar. For example, the foundation might have three zones, while the superstructure could have 12. This visual helps you see how each part of the project fits into the bigger picture.

This method is far more effective than simply drawing a single line, as it accounts for the complexity of the project, ensuring you won’t underestimate the time needed for each phase. Why Sketching Phases is Key to Estimating Project Duration By sketching the phases, you can better understand how different parts of the project interconnect. For instance, the superstructure might enable the interior work, while the roof may depend on other areas being completed first. Seeing these interdependencies allows you to create a realistic schedule, identify potential bottlenecks, and optimize sequencing. Once the sketch is done, the next step is to input the phases into a tool like Excel, where you can begin adding details, such as trade sequences and timelines. Creating Sequences for Trades Once the sketch is ready, start coordinating with trade partners to create a sequence that fits within your schedule. For example, you may need to adjust the timeline based on how long it will take for exterior work on different sides of the building. Inputting this information into your master plan helps ensure everything is aligned and no phase gets delayed unnecessarily. Reviewing the Overall Structure After sketching the phases and reviewing the schedule, it’s time to collaborate with your project team. Consult with builders, project managers, and key stakeholders to ensure that the plan is solid. This is where you’ll catch potential issues, such as insufficient buffers or unrealistic expectations for overlapping phases. Using Buffers and Zoning Strategies One thing you’ll want to check is whether you’ve allocated enough buffers. If not, consider revisiting your zoning strategy. For example, if you’re working with five zones but falling behind schedule, expanding to nine zones may allow the work to progress faster without overwhelming trade partners. What to Do After Estimating Time for a Project Once you’ve completed your estimate, you’ll want to:

1. Identify potential risks to the timeline.
2. Compare your plan with previous projects to see if adjustments are needed. Did a similar project go over by three months? Use that as an anchor to adjust the current timeline or implement strategies to mitigate those risks.

Benefits of Properly Estimating Time for a Project By following these steps, you’ll create a project plan that is realistic, achievable, and supported by the team. You’ll be able to confidently promise a completion date, knowing that you’ve accounted for risks, allocated enough time, and ensured proper coordination with trade partners. Most importantly, this method ensures you have the right budget and timeline in place, setting up your project for success from the start. In conclusion, estimating time for a project requires careful planning, sketching, and collaboration. By taking the time to map out phases, interdependencies, and risks, you’ll be able to create a reliable schedule that helps your team deliver on time and within budget.