Project Weekly Schedule to Keep Track of Tasks and Progress

Whether you’re managing a simple or a complex project, keeping track of your weekly tasks, as well as your team’s tasks, is essential to the success of your plan. It’s safe to say that project managers are constantly busy, but some weeks are busier than others, and this is where maintaining a centralized to-do list can prove to be helpful. Keep track of your team’s tasks and follow up closely on progress by managing a project weekly schedule.


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What Is a Weekly Schedule?


When it comes to project management, project scheduling is one of the most important things to master because everything comes down to the number of tasks that need to be completed and the time those tasks will take to be completed. Any type of project, no matter what type, needs a clear project schedule, and the key to the success of that project will be to track the progress of the things that need to get done. 


A weekly schedule is a visual planning tool that allows you to specify the tasks that need to be completed, intending to space them realistically throughout the week. By keeping track of the tasks, and assigning clear responsibility to them, you can make visualize the progress of those tasks and ensure they will be completed in a timely fashion. 


Why Use a Project Weekly Schedule?


All projects are time-sensitive and they need to be deliverable-oriented, which is why is so important to take the time to focus, organize, and prioritize work into several stages. 


Scheduling work is critical to the success of those stages and by creating a weekly schedule you can organize your time and manage it more effectively. You will also be benefiting your team because you’ll be making sure they know what they need to be working on, at any given time. Your team members will have knowledge of what everyone’s also working on, and it’ll be easier to report on their work and completed milestones. Moreover, it’ll be easier to provide feedback because tasks are broken into more manageable sections, making it simpler to analyze and review outcomes. 


Benefits of Using a Project Weekly Schedule


A weekly schedule has several advantages, but the most important one is that it keeps your team informed and on-track. They also help to document a project’s life-cycle,  which will benefit future projects. Also: 


  • They improve and simplify the communication process.
  • They provide transparency regarding the progress of the project.
  • They help to visualize milestones.
  • They help to provide a paper trail that helps to document the project.


What to Keep in Mind


A weekly schedule will help you track your tasks and activities for the week so the goal is to include everything you and your team need to get done during the week. Therefore, it’s important to know how much time everyone has available. 


Additionally, you will need to be precise on the information you add to your weekly schedule because your team will rely on it for their work and they will be completing the tasks that you, as the project manager, assign to them for the week. It’s also critical that everyone on your team has access to this document, which is centralizing the information is so relevant. 


Before you create a weekly schedule, it’s important to have in mind that:

  • You need to check for any upcoming holidays and to have knowledge of your team’s availability. 
  • It’s always a good idea to spread tasks across the week, this way, they won’t be all concentrated on super busy days. Maintaining a balance is important. 
  • Check for previously scheduled meetings or appointments and consider them when creating the schedule.
  • Make sure you leave some gaps between tasks.
  • Prioritize tasks from most important to least, but be realistic with your team and your team’s tasks. 

Keep Everyone on Track With Perfectly Built Project Weekly Schedules


Weekly schedules are an excellent way for project managers to communicate their team members what needs to be accomplished during the week. Managing your team’s weekly schedule using Microsoft Word, Excel, or PowerPoint can very well be a common approach, but in all honesty, those tools can only go as far. When managing large projects and large teams, it’s difficult to keep track of the information and it’s even more difficult to keep track of the progress of each task by using those tools. Luckily, project management software like Instagantt can truly make a difference and can help you to create and to manage your team’s schedule in a much more simple and effective way

Instagantt helps you manage your entire project’s schedule, which can also help to later create project status reports. Adding tasks and assigning them to your team members is incredibly simple, and your team can update the progress of each task with just one click.

Also, thanks to Instagantt’s Export & Share options, you will be able to generate schedules and share them in just a few seconds. Additionally, you will be able to create regular check-points of your project, which you can then share with your team, your clients, and stakeholders, making sure everyone stays informed at all times. 

Weekly Schedule Templates


Project Weekly Schedule Example

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