Build a project timeline that drives success for your online business
Think setting up a project timeline is just about picking start and end dates? Think again.
Determining a project timeline involves more than simply selecting a few dates on a calendar. It’s a strategic roadmap that keeps your projects on track, your income flowing, and your clients satisfied. Whether managing a quick VIP day or steering through a months-long project, a well-crafted timeline is key to preventing delays, scope creep, and miscommunication.
Here’s how a solid timeline makes a difference:
- Visual Overview: Offers a clear snapshot of the entire project, helping you anticipate each milestone.
- Client Communication: Keeps clients clue-in about what to expect and when, fostering trust and reliability.
- Workflow Management: Ensures a balanced workload, preventing bottlenecks and feelings of overwhelm.
But here’s the scoop: We’re not talking about creating a timeline for a one-and-done project. Nope. We’re setting up a fail-proof, repeatable timeline that works for your set services so *every* project rolls out effortlessly.
Take it from Sanique Olkuch, a calligrapher and engraver, whose project plans I helped transform during a Dubsado VIP Week:
‘My business processes feel more streamlined and I have a process I can easily replicate for all clients. Now, I won’t miss any steps and all my clients will follow a single, clear path based on the service they choose.’
For Sanique, creating and implementing project timelines kept her on track and elevated her client experience. And we all know how important client experience is. (You don’t? Then read my blog about why a good client makes a difference in your business!)
So, how do you build a timeline that truly works for you and your clients? Stick with me as we break down seven actionable tips to get your projects on track and keep them there.
Tip #1. Pin Down Your Project Deliverables
First things first: figure out what you’re supposed to hand over at the end of your project.
For example, if you’re a copywriter planning your timelines for a done-for-you website copy service, are you writing 3 pages of copy with one round of revisions? Or 6 pages of copy, 2 rounds of revisions, and a brand voice guide? Knowing your final deliverables at the start helps you avoid scope creep, protect your business boundaries, and craft accurate timelines.
Tip #2. Break Your Project Timeline Into Phases
Now, let’s break your project into three chunks. Start with the onboarding phase, where you and your client prepare for the journey ahead. Next, move into the active phase, where the bulk of the work happens. Finally, transition into offboarding to wrap things up and set the stage for future interactions.
Segmenting your projects into these three phases is like creating a reusable blueprint for each of your services. You can make tweaks in the workflows without starting from scratch every time.
And there’s some good news for you – I teach you exactly how to create your onboarding phase in my course, Onboard Like A Pro!
Tip #3. Build A Process Map For Your Project Timeline
It’s time to lay it all out. Use whatever works best for you—a whiteboard, sticky notes, or a digital doc—and list every single step of your service. Be sure to include what you and your client need to do at each stage.
This kind of mapping is key in my Dubsado VIP Week process, where I help clients deep dive into their workflow using a structured Google Doc, sparking questions that uncover the real nitty-gritty of their operations. During Sanique’s VIP Week, she said this process helped her ‘think of things I hadn’t really considered before.’
This stage is all about spotting those hidden gaps and chances to make your process even better.
Tip #4. Setting Up Smart Timelines For Your Project
Let’s talk timing. Take a minute to reflect on your past projects. How long did each step usually take you? And what about your clients—how quick were they to respond to questionnaires or feedback requests?
Don’t forget to throw in a buffer for those just-in-case moments, like when you’re under the weather, unwinding on vacation, or your internet decides to take a day off.
Getting this step right means you’re never caught off guard, and your projects roll out without a hitch, keeping stress low and client confidence high.
Tip #5. Draft Your Project Timeline
Now, grab a piece of paper and start sketching your project timeline. As you go, keep an eye out for any steps that are just taking up space without adding value. Consider if some parts can be eliminated or sped up with automation.
This is your chance to streamline everything.
Why do this? A well-drafted timeline acts as your project’s GPS – it guides you through your services, showing where you are and where you need to go next, and creating a clear map for you to set up in an automation system like Dubsado.
Tip #6. Implement And Automate Your Project Steps
Alright, your project deliverables are picked. Your steps are organized. And your timeline is set. It’s time to automate your services with Dubsado.
This client relationship manager keeps everything on rails—from firing off those timely emails to clients, to delivering proposals and managing your invoices. With your workflows automated, you can say goodbye to the daily hassle of follow-ups and reminders. Now, you’ve got more time to focus on nailing those project deliverables and really impressing your clients.
Tip #7. Keep Tabs and Tweak Your Timeline
Launching a fresh project timeline? Roll it out with your next client and see what they think—open up the floor for their feedback. It’s a great chance to see how the new timeline fits with your workflow and assess its impact on your project’s success.
Remember, keeping an eye on how things are going and being ready to make a few tweaks here and there isn’t just good practice. It’s essential. This way, you can make sure everything stays on course and adjust as needed to deal with any surprises that come up.
Getting Help Building Your Perfect Project Timeline
So, you want a timeline that ticks all the boxes—efficient, effective, and easy to manage? Then my Dubsado VIP Week is the answer.
During our time together, we’re not just mapping out your processes and steps. We’re piecing everything together to build a timeline that works for you *and* automating it to the max to free up time so you can focus on delivering standout work.
Sanique puts it best after her own experience, saying, ‘I feel like I have a solid process in place and a better understanding of Dubsado and what it can do for me.’
Ready to take the plunge, tighten up your timelines, and make every project smoother than ever? Then inquire about the Dubsado VIP Week today!
