Starting a project on time is the first step to finishing it on time. But how do you know when the right moment to begin is? It is not always as simple as it sounds. Planning a project can feel a lot like preparing a multi-course meal. Each step needs to happen at the right time to keep everything moving smoothly.
Research shows that 48% of projects do not finish on time. That is a lot of delays that better planning could have avoided.
To help, we have put together nine practical tips, using meal planning as an example, to make sure your projects start on time and stay on track.
1. Start timelining by what takes the longest, rather than what is due the soonest.
If you have to marinate your pork tenderloin or brine your turkey, you have to schedule that first. You would need to take into account how long it might take to thaw out if you haven’t bought it fresh, how long you want it to be in the brine/marinade, and also how long it takes to actually make that bath for the meat. You need to determine what you will be soaking it in – something like a turkey might require a cooler. Additionally, determine when you are actually purchasing all the ingredients. These items might need to be purchased before your fresh items to make sure they are ready to go.
In other words, what is the most time-consuming piece of your project? Schedule that first. The rest we will schedule around it.
2. Consider what can be done ahead of time to avoid last-minute drama or mistakes.
Consider what items you are preparing that will keep the longest. Desserts are often an example of things that can be made several days in advance, so you don’t even have to worry about them come crunch time. Cakes are great in this regard as there aren’t even last-minute tasks that need to be done – you just cut, garnish, and serve.
In the scope of a project, think about what can be accomplished that isn’t tied to the deadline and schedule those to get done far in advance.
3. Determine what must be done at the very end.
You can’t sauté vegetables and have them keep for several hours. If you are frying foods, they must be served fairly immediately. Those types of things must be done at the end.
From a project’s standpoint, figure out those last-minute requirements. They might include tasks like adding security to a solution or dropping in a logo that is still in development from another designer. Starting a project on time requires that you plan time for the last-minute items as well. Work that into the schedule.
4. Plan what can be done to prepare for the last-minute needs.
Just because you can’t saute your vegetables until they are ready to serve, doesn’t mean you can’t slice and dice earlier in the timeline. In cooking, this is called mise en place, which is French for “putting things in place.” When you watch a cooking show, they will often show people dumping in assorted spices from a cute little glass ramekin. That’s mise en place, and it applies to projects as well.
What can you prep in advance? Can you lay out the page using Greek copy, which is the approximate length of what the copywriter will deliver to you? If importing data is the last step, what kind of data cleanup needs to be done in advance, and how long will it take? Preparing for the last-minute things in advance will help you start projects on time. Schedule all those last-minute things.
5. Fill in the gaps.
Now, what’s left? Don’t forget to include cooking times and how long it will take you to shop and chop. What are the little things that you might forget? The garnish for the plates is often something I end up finding on the counter after I’ve served a course. So, how can you make sure you don’t overlook it? Allocate time and methods on how to make sure all the other little steps are accomplished. Be sure to accommodate bake times. This process is the time when you go back through your recipes and think of all the things that you haven’t scheduled yet.
From a project standpoint, review the scope. Review any standard procedures you have. Make sure you allow for quality control, testing, and proofreading.
6. What about contingencies?
Go back through your flow of work and make sure everything is in the right order. You want to make sure, for example, that you have made the stock for the sauce before you are actually scheduled to make the sauce. Ensure that everything that is contingent on something else happens in the right order.
7. Give yourself some cushion.
Did you leave time for the wine to breathe? What about lunch for yourself? A nap so you can enjoy your friends at dinner without being worn out from cooking all day? The regular chores you still have to do every day, like walking the dog? And, don’t forget, you’re likely to have to make a last-minute run to the grocery store because you forgot something that you usually have, or when you opened the brand new container of heavy cream that didn’t expire for 2 weeks, you find it to be sour. (Can you tell what actually has happened to me? Ha!)
In the project world, this reality includes things like scheduling holidays, vacations, and, yes, weekends! Starting projects on time includes planning for people to get sick, your team, as well as your client’s team. And, remember, nothing comes without interruptions. The phones will ring. Emails will come in. You will be working on more than one project at a time. So, cushion the timeline.
8. Allocate resources.
Now that all the steps are accounted for, you need to determine who is going to do what and ensure their availability during that time. In the cooking world, this consideration might include whether or not the oven is available at the right time, or whether you have enough burners on the stove. Can you get a guest to pour the wine? Can your husband be your emergency run-to-the-store-at-the-last-minute guy? Do you have someone to help you chop, or do you need to buy something pre-chopped to help make the timeline?
In the project world, think of things like subcontractor/freelance availability. If you are printing something, have you scheduled the print time with your vendor? Do you need to start with a pre-packaged solution and customize it to deliver on time? Who can test things or proofread for you? Do you have enough physical computer stations for all the coders you will need to bring in for the project?
Even with a well-built schedule, starting on time can still fall apart without clear stakeholder engagement and budgeting discipline.
Finding the Right Balance: Automation That Supports Your Team
Adopting automation in project management offers real benefits—greater efficiency, fewer manual tasks, and faster communication. But the key to success lies in thoughtful implementation that keeps your people at the center of the process. Automation should elevate your team’s performance, not replace the value it brings.
Here’s how to create a balanced and effective approach:
- Automate the right tasks. Use automation for repetitive, time-consuming processes, like scheduling, reporting, or moving tasks between stages.
- Keep the human touch. Strategic decisions, creative brainstorming, and client relationships should stay in human hands.
- Invest in training. Upskill your team so they feel confident using new tools and shifting into higher-value roles.
- Review and adjust. Regularly assess your automations to ensure they align with project goals and team needs.
- Encourage communication. Maintain team connection through real check-ins—not just automated updates.
When automation supports human expertise, your team works smarter, not harder, and projects move forward with greater clarity and purpose.
9. Is it possible?
And we come to the last step… now that you have worked through a timeline, is it realistically feasible? This evaluation is where the menu might have to be changed. If you need the oven at two different temperatures for two steps that must occur at the same time, you might have to change something you are preparing. You can consider alternatives – will the grill or a toaster oven work instead; what about a <GASP> microwave; can you borrow the neighbors’ oven? If the alternatives won’t work, you will have to change the menu.
The scope is what would have to change in project management terms. You might have to plan a Phase 2. Or explain to a client that the reports will come later because you have to have data to build reports. But if you don’t verify that the work is possible, you will do your clients (and your guests) a disservice by not delivering the best quality product.
Starting a project on time includes all these steps – and that goes for any project to be successful, whether it’s a spectacular dinner party, a killer custom software solution, or a beautiful corporate brochure.
Discovering and planning how to conquer the challenges is all part of what makes your services professional… or at least the friend whose dinner invitations you never refuse.
Now that the planning is in place, let’s take a look at common problems project managers face, even with experience on their side.
Why Even Seasoned Pros Find Project Management Challenging
Even the most experienced project managers can get caught off guard. That’s because managing projects isn’t just about timelines—it’s about navigating moving targets, shifting resources, and human unpredictability. No amount of tools or certifications removes the challenge of juggling competing priorities.
Common issues pros face include:
- Time conflicts: Schedules shift due to vacations, illness, or other project dependencies.
- Scope creep: “One small change” often becomes a cascade of additional work.
- Hidden costs: Unforeseen expenses can emerge mid-project, blowing up the budget.
- Information overload: Managing tools, processes, and people requires constant focus.
Even with methodologies like Scrum or PMI frameworks, the real work comes down to flexibility, clear communication, and solving operational inefficiencies under pressure.
And one of the biggest curveballs in starting on time? Lack of clear stakeholder communication, especially when engagement drops off after kickoff.
Limited Stakeholder Engagement
When stakeholders are only partially involved, projects quickly veer off course. Misaligned expectations, overlooked feedback, and last-minute revisions often stem from too little collaboration, too late. Just like you wouldn’t plan a dinner without confirming who’s coming or what they need, your projects require active stakeholder input early and often.
To maintain strong engagement:
- Invite stakeholders into the process from the planning phase onward.
- Schedule consistent check-ins and status updates to keep them informed.
- Provide transparent access to key project documents.
- Address questions and concerns in real time, not retroactively.
Stakeholders who are well-informed and empowered to contribute help keep the project on track. Their early engagement reduces confusion, prevents rework, and builds alignment across the team by assigning responsibilities clearly and maintaining mutual accountability..
Of course, even with strong communication, one misstep can still knock everything off schedule: a poorly planned budget.
Budgeting Pitfalls and How to Sidestep Them
Unexpected costs are one of the fastest ways to derail a project timeline. Many teams underestimate costs, ignore red flags, or simply forget to check the financial pulse until it’s too late. Staying on time means staying on budget.
Common budget traps:
- Underestimating labor, materials, or contingency needs
- Allowing scope to expand without adjusting the budget
- Failing to track spending consistently
- Making changes without understanding the financial impact
How to stay on top of It:
- Start with real data. Use past project metrics to build realistic cost estimates.
- Segment your budget. Break it into labor, materials, tools, and contingency lines.
- Document and share. Make your budget accessible and understandable for all key players.
- Track regularly. Use process improvement tools to monitor actuals vs. projections.
- Evaluate scope changes. Assess budget impact before agreeing to additions.
Budget discipline isn’t just about numbers—it’s about setting your project up for success. By managing your resources proactively, you avoid costly surprises that can throw off timelines and derail your progress.
Identifying and Addressing Red Flags in Project Management
Spotting red flags early in a project is just as crucial as planning your timeline or allocating resources. These warning signs can signal trouble ahead and, if left unaddressed, can derail your entire project.
Vague Goals and Deliverables
If the project’s objectives aren’t clearly defined, it’s a sign that confusion will arise later. Take the time upfront to clarify expectations, document them, and ensure all stakeholders are aligned.
Unrealistic Deadlines
Deadlines that feel rushed or impossible to meet are a major red flag. Review timelines carefully, adjust where necessary, and communicate realistic delivery schedules to avoid burnout or missed milestones.
Lack of Accountability
Tasks without assigned owners or due dates often fall through the cracks. Regularly review who’s responsible for each task and follow up to ensure progress.
Poor Communication
When team members or stakeholders are out of sync, delays and misunderstandings are inevitable. Set up regular check-ins and use project management tools to keep everyone on the same page.
Constant Scope Changes
Scope creep can throw off even the best-laid plans. Establish a change management process to evaluate and address any new requests without disrupting the project.
How Collaboration Tools Improve Project Management Efficiency
Collaboration tools play a key role in avoiding red flags and ensuring projects start on time. By centralizing communication, streamlining task management, and providing real-time updates, these tools address common challenges like miscommunication, missed deadlines, and scope creep.
Spot and Address Red Flags Early
Collaboration tools make it easier to identify risks by tracking progress, highlighting delays, and flagging incomplete tasks. This transparency allows you to step in early to reassign resources, clarify goals, or adjust timelines before minor issues escalate.
Align Tasks with Timelines
To start projects on time, tasks need to be properly scheduled and prioritized. Collaboration tools allow you to map out timelines, assign responsibilities, and create dependencies so everyone knows when and how their tasks fit into the bigger picture.
Streamline Last-Minute Adjustments
Tools that support real-time updates help you adapt quickly to unexpected changes. Whether it’s shifting deadlines or addressing last-minute client requests, these platforms ensure adjustments don’t derail the overall progress.
Improve Accountability
Assigning tasks and deadlines within a shared platform keeps everyone accountable. Each team member has clear visibility of their responsibilities, reducing the chances of things slipping through the cracks.
Take Control of Your Project Management Today
Starting projects on time and managing them efficiently doesn’t have to feel overwhelming. With the right strategies and tools in place, you can eliminate chaos, avoid red flags, and ensure smooth progress from start to finish.
Need help creating a system that works for your team? Beyond the Chaos specializes in simplifying project management for small businesses. Contact us today for a consultation and take the first step toward better project results.
Frequently Asked Questions:
Finishing projects on time requires teamwork, trust, and clear communication. Below are answers to key questions that can help improve project success and efficiency.
How can a project manager utilize team strengths and mitigate weaknesses?
A project manager can assign tasks based on each team member’s strengths to ensure efficiency and quality work. To address weaknesses, the project manager can provide additional support, training, or pair team members with complementary skills to create a balanced approach.
Why is it important for a project manager to trust their team and avoid micromanaging?
Trusting the team allows members to work independently and take ownership of their tasks, leading to higher motivation and creativity. Avoiding micromanagement prevents unnecessary stress and fosters a more collaborative and productive environment.
How does celebrating milestones impact team productivity and morale?
Celebrating milestones shows appreciation for the team’s hard work, boosting morale and keeping motivation high. It also encourages a positive work culture, helping the team stay engaged and focused on future goals.
Why is communication crucial in project management?
Clear communication ensures that everyone understands their roles and the project’s goals, reducing confusion and errors. It also builds trust, keeps the team aligned, and allows issues to be addressed quickly before they escalate.