Schedule

Schedules

A schedule establishes the timeline of tasks and responsibility. It demonstrates the interrelationship among tasks and identifies resources needed to produce analyses , documents , and decisions .

A reasonable, well-thought out schedule will not only let everyone see and understand the decision process but will also help to shape the analyses and actions. Consider and display the interrelationships (e.g., the economic analysis relies on the cost estimates, the cost estimates rely on detailed alternatives, alternatives rely on the needs assessment...)

Planning the Schedule

Plan your schedule carefully and make sure it is realistic so that participants and the core team can stay on track toward a solution. Build in some contingency plans (e.g., if we can't get x by September, we will do y). Check back regularly . Computers are very useful to plan a schedule and keep track of where you are.

Staying on schedule:

• Shows progress (if milestones have substance)
• Demonstrates the agency's dedication to the process
• Demonstrates accomplishments to participants
• Builds momentum and morale
• Keeps activities predictable
• Facilitates participation
• Simplifies budgeting
• Eliminates an easy target for o pposition ("Study Delayed Again!")

People tend to work on things with the closest deadline. Events without a specific date (e.g., as soon as possible) will get done after everything with an assigned completion date. Thus, setting a tight schedule avoids procrastination and helps actually get things done. However, an impossible or a too tight schedule may invite risks of incomplete work or delays. Publics like to pounce on delays.

Keep in mind, though, that the schedule is a tool--not an absolute dictator in the decision process. A realistic schedule will be flexible enough to accommodate various stages of public awareness and involvement, diverse points of view, changes in study scope, alternatives, etc. Make sure that the schedule can handle delays, re-analyses, or other surprises along the way. (Build this into your Action Plan )

Adapting the Schedule

Keepthe schedule flexible, with built-in points for change so you can adapt to the realities of the planning process. A flexible schedule:

• Helps coordinate the many participants and their interdependent activities
• Ensures that the process is coordinated with external events
• Defines participants' commitments and "due diligence" in completing tasks
• Clarifies where additional resources may be necessary
• Helps formulate budgets and evaluate the cost of delays
• Provides a communication tool for team leaders and the general public
• Can be used to establish commitment from decisionmakers and participants

Artificial or unrealistic deadlines may indicate that schedulers are out of touch with reality or are rushing through the process to get to a predetermined action.

Sticking to a schedule no matter what will probably lose more than it will gain. Most importantly, you risk losing the opportunity to address rifts and conflicts between parties as early as possible. If these are left to fester, they can cause problems later. Your solution may not get the support it needs to be implemented and maintained.

A rigid schedule:

• Speeds up analyses which may cause inaccuracies or invite challenges
• Skips analyses which may need to be done later or which may have revealed other opportunities or fatal flaws
• Rushes the process onto the next step when participants may not be ready
• Creates an impression of arbitrary decisions which often destroys credibility or drops vital parties from the process

Go On

Handyman's TourBudget Guide <------> Milestones