Beginning in mid-2023, a surprising trend emerged: schedules were being updated more frequently than ever before. Was this just a one-off or the new norm? After analyzing the data, the results are clear: schedule update frequency continues to be on the rise. But what does this mean for your projects? And how does this increase in schedule update frequency impact other facets of your schedule control process? Let’s dive into the data and explore the implications.
Schedule Update Frequency: Insights 2023 Data
As evidenced in last year’s blog, schedule update frequency rose noticeably in 2023. Before 2022, projects averaged 1.5 updates per month. Starting in 2023, projects hit peak averages, with months like May 2023 having a schedule update frequency of 2.3.
So, how did the trend play out for the rest of the year?
Analyzing Schedule Update Frequency in 2024
By comparing the schedule update frequency in 2022 versus 2023, you can see that the average number of updates increased by over 50%, jumping from an average of 8.15 updates per project to 12.61.
Taking this a step further and comparing 2023 to 2024, the schedule update frequency this year is already significantly higher than every year prior besides 2023, and this data set is only just halfway through the year.
As of July 2024, projects averaged an annual schedule update frequency of 11.5. If we extrapolate this value, we can predict the schedule update frequency at the end of the year, assuming the trend will continue at the same rate and pace.
If the current schedule update frequency holds up for the rest of the year, we will have an average of around 19 schedules per project in 2024– another increase of over 50% more updates from the previous calendar year.
But, knowing that nothing goes according to plan, especially in construction, let’s take this analysis one step further and look at the average schedule update frequency broken down by month.
Examining Monthly Schedule Update Frequency in 2024
The graph above reveals a continuous trend: schedule update frequency has gradually increased over time, even with a slight dip towards the end of 2023, when updates fell from an average of 2.1 in October to 1.9 in December—likely due to end-of-year slowdowns or project completions.
Despite this seasonal dip, the average number of schedule updates per project has nearly doubled over the past two years, rising from 1.4 updates in March 2022 to 2.4 updates by May 2024. This upward trend in schedule update frequency signals some critical shifts in the construction industry’s approach to schedule controls:
- Improved Communication: More frequent updates improve communication, allowing teams to discuss challenges and changes in real-time.
- Efficiency and Productivity: Less time between updates gives more time to proactively influence productivity by promptly addressing issues as they arise.
- Risk Mitigation: Regular updates allow you to identify patterns and mitigate risks early on, reducing the likelihood of delays or cost overruns.
Updating your original plan and construction to reflect reality allows you to see the status of what’s happened to date and transform that information into actionable insights. While tracking down accurate progress data can feel like an absolute nightmare, a higher update frequency offers more advantages than you might think.
Maximizing the Value of a Higher Schedule Update Frequency
Adopting a proactive approach to schedule updates offers many advantages, but there are two that stand out:
- Reduced Workload per Update: By increasing the frequency of schedule updates, you reduce the amount of work required for each one. With fewer activities to track and update, your team can work more efficiently.
- Enhanced Schedule Accuracy: Frequent updates result in a schedule that more accurately reflects progress on-site, enabling better decision-making and planning.
For example, suppose you’re updating your schedule only once a month. By the time you revisit it, numerous activities have progressed, requiring you to gather and verify a significant amount of information to ensure accuracy. Besides taking at least double the amount of time than if you had a higher schedule update frequency, you also increase the risk of inaccuracies due to outdated or incomplete information.
“It’s a lot harder to overcome a two-week delay at the end of the month than it is to overcome a two-day delay at the end of the week.”
– Michael Pink, CEO of SmartPM
Now, imagine updating the schedule two or three times a month. With only a week or so between updates, there are far fewer activities to status, making it easier to gather the necessary information and significantly reducing the time required. Plus, your schedule file becomes a more accurate reflection of on-site progress, transforming it into a powerful tool for proactive planning and risk mitigation.
Why Updating Your Schedule Once a Month Is Not Enough
The standard “monthly” schedule update required by most contracts is too infrequent for effective project management. A construction site is a dynamic environment, with impacts occurring daily, and your scheduling process should match that pact to ensure timely and accurate decision-making.
“For whatever reason, we weren’t always getting the weekly updates. That has changed since SmartPM can analyze the schedule instantly, which is far simpler than using our previous system to run through the schedule line by line. And since some of our project schedules contain 5000 or more line items, the time savings are dramatic.”
– Melanie Gilbertson, Director of Production Support at FlintCo
Companies like Flintco recognize the value of up-to-date data and have implemented policies to maintain it in alignment with their innovative Lean2.0® principles. Besides achieving a higher schedule update frequency with Schedule Controls™, Flintco has also seen more collaboration across their teams. By having a tool that automatically presents the most critical schedule data in a visual format, accessible to everyone, they ensure that all stakeholders are on the same page.
“We saw SmartPM as a tool that presents the most pertinent points in a way that everyone can understand, whether it’s some detailed information for a team member or the scannable executive dashboard for the C-suite. SmartPM enables senior operations leaders to quickly review the key metrics at the top of the page and immediately see what has changed since the last update instead of endlessly scrolling through lines of information that are not relevant to them.”
– Melanie Gilbertson, Director of Production Support at FlintCo
How Schedule Update Frequency Influences Your Schedule Control Process
A higher schedule update frequency allows you to view your project holistically, enabling you to focus more on future planning rather than trying to figure out what happened. However, to manage toward the common goal of completing a project on time and within budget, everyone needs to have the ability to understand what your schedule data means collectively.
By analyzing every single update together, you gain insights into the bigger picture and can address key questions:
- What was the plan?
- What happened at each update?
- How is the project progressing?
- How compressed is the project timeline?
- What are the predictive end dates for various milestones based on past performance?
Transparency is key. Your schedules should reflect reality, not a biased narrative. In the construction industry, where delays can quickly escalate into costly overruns, access to real-time accurate schedule data is critical. Implementing a higher schedule update frequency lets you spot potential delays early, allowing you and your team to implement recovery strategies before they impact your bottom line.
When Data Speaks, People Listen.
Increasing your schedule update frequency is critical for schedule control. It improves your ability to track progress against key milestones and performance metrics and ensures that your projects stay on course. Maintaining an up-to-date schedule allows you to make informed decisions based on the latest data, allocate resources more efficiently, and communicate more effectively with stakeholders.
In today’s construction landscape, where success hinges on visibility, having the right tools to manage and visualize your schedule data is crucial. This is where SmartPM’s Schedule Controls™ comes into play.
Imagine having all your critical schedule data presented in a clear, visual format. SmartPM lets you instantly see what’s changed since the last update, track key performance indicators, and identify risks before they become problems. The interactive dashboards provide comprehensive views of your project’s–and portfolio’s–status, enabling you to make data-driven decisions confidently.
