Fast Tracking in Project Management: A Detailed Guide

Introduction

In project management, especially in industries like construction, IT, and engineering, timelines are critical, and delays can cause significant challenges. When a project is falling behind or needs to meet an earlier deadline, Fast Tracking is one of the key techniques used to shorten the project schedule without reducing its scope. Fast tracking involves performing tasks that would usually be done sequentially in parallel, thereby speeding up the project timeline. However, this approach comes with added risks, particularly concerning the quality of work and coordination among teams.

This article provides an in-depth exploration of fast tracking, when and how it can be applied, its benefits and drawbacks, and real-life examples of its implementation.

1. What is Fast Tracking?

Fast Tracking is a schedule compression technique used to shorten a project’s timeline by overlapping project activities that are normally performed in sequence. In other words, fast tracking involves starting subsequent tasks before the completion of predecessor tasks. This approach does not reduce the project scope, but it accelerates the schedule by eliminating waiting periods between activities.

Fast tracking is typically used when the project is behind schedule, and the project manager must find a way to recover lost time, or when the client requests an earlier completion date. While this method can save time, it also increases the risk of errors, rework, and coordination issues, as overlapping activities may lead to conflicts or dependencies not being met.

2. How Does Fast Tracking Work?

Fast tracking works by identifying tasks that can be overlapped instead of completed in sequence. This requires a thorough understanding of the project’s structure and dependencies, as well as the ability to manage overlapping workstreams effectively.

A. Identifying Tasks for Fast Tracking

The first step in fast tracking is to determine which activities can be overlapped. This is typically done by examining the project’s critical path, which is the sequence of activities that directly determines the project’s total duration. Fast tracking focuses on tasks along the critical path, as these are the tasks that, if delayed, will delay the entire project.

Example:

In the construction of a high-rise building, the original plan might sequence tasks like pouring concrete, installing electrical wiring, and placing windows one after the other. Using fast tracking, electrical work might begin on the lower floors while concrete is still being poured on the upper floors. Similarly, window installations could begin once enough of the structure is completed, even before all the wiring work is finished.

B. Managing Dependencies

Fast tracking is most effective when tasks have limited dependencies or when dependencies can be partially met before the next activity starts. If tasks have strong dependencies, starting the subsequent task too early may lead to errors or rework, which could negate the time savings.

3. When to Use Fast Tracking

Fast tracking is a powerful technique, but it’s not always the best solution. Here are some common scenarios where fast tracking may be an effective tool:

A. Meeting Tight Deadlines

When a project has a fixed deadline that cannot be extended, fast tracking may be the best option for ensuring on-time completion. This is common in projects like event planning, product launches, and government contracts.

Example: In the construction of a sports stadium for an international event, fast tracking might be used to overlap structural work with interior design and seating installation. Since the event date is fixed, fast tracking allows different teams to work simultaneously to meet the deadline.

B. Recovering from Delays

When a project has fallen behind schedule, fast tracking can help recover lost time without having to increase resources (which would be the case with crashing). By overlapping tasks, the project manager can make up for delays without significantly increasing costs.

Example: If a bridge construction project is delayed due to bad weather, fast tracking can be applied to start road surfacing activities before the foundation work is completely finished in some sections.

C. Client Requests Early Completion

In cases where a client asks for early delivery of a project, fast tracking can help meet this request without compromising the project’s scope. While it may involve higher risks, fast tracking can be a viable option to meet client demands.

4. Steps for Implementing Fast Tracking

Fast tracking requires careful planning and execution to ensure that the risks are managed and the project remains on track. Here are the steps involved in applying fast tracking:

A. Analyze the Project Schedule

Review the project schedule and identify the activities that are on the critical path. Only tasks that are on the critical path will directly affect the project’s end date, so these are the tasks to consider for fast tracking.

B. Identify Overlapping Opportunities

Once you’ve identified the critical path activities, determine which tasks can be overlapped. This involves looking at the dependencies between tasks and assessing whether subsequent tasks can start earlier than planned without waiting for the predecessor task to be fully completed.

C. Assess Risks

Fast tracking increases the risk of errors, miscommunication, and rework. Therefore, it’s crucial to perform a risk assessment to evaluate whether the potential time savings are worth the risks. You must also consider how much rework might be necessary if things go wrong and plan for mitigation strategies.

D. Communicate with Teams

Effective communication is critical when applying fast tracking, as multiple teams or subcontractors may be working simultaneously. Everyone involved needs to be aware of the overlap, the new timelines, and how their work impacts others. Miscommunication can lead to conflicts and rework, nullifying the benefits of fast tracking.

E. Monitor and Adjust

After implementing fast tracking, it’s important to closely monitor the project’s progress. If conflicts or issues arise, the project manager must be prepared to adjust the schedule or assign additional resources to keep the project on track.

5. Advantages of Fast Tracking

Fast tracking can be an effective tool for shortening project timelines without increasing costs significantly. The main benefits include:

A. Time Savings

Fast tracking can significantly reduce the overall project duration, especially when multiple tasks can be overlapped. This is particularly useful in projects with tight deadlines or fixed completion dates.

B. No Additional Resource Costs

Unlike crashing, which typically involves adding more resources (and therefore costs), fast tracking focuses on reorganizing existing tasks without requiring additional resources. This makes it a more cost-effective way to compress the schedule.

C. Improved Flexibility

By overlapping activities, fast tracking creates flexibility in the project schedule. For instance, if certain tasks finish earlier than expected, the project can continue at an accelerated pace without waiting for the completion of sequential tasks.

6. Drawbacks of Fast Tracking

While fast tracking can save time, it also introduces certain risks and challenges that project managers must carefully manage:

A. Increased Risk of Rework

Since tasks are started before their predecessor activities are fully completed, there’s a higher risk of errors and rework. For example, if a design task is still in progress but construction starts early based on partial designs, any subsequent changes to the design may require rework.

B. Coordination Challenges

Fast tracking requires a high degree of coordination among teams. Miscommunication or misalignment between overlapping tasks can cause delays or conflicts, resulting in lost time or additional costs.

C. Quality Issues

Rushing tasks or overlapping work without proper oversight can result in compromised quality. Workers may rush through tasks to meet accelerated deadlines, leading to defects or the need for corrections later.

D. Not Suitable for All Tasks

Fast tracking isn’t feasible for all activities. Some tasks have strong dependencies and cannot be started until their predecessors are completed. For example, in construction, foundation work must be completed before structural work can begin, and overlapping these tasks could lead to safety or quality issues.

7. Real-Life Examples of Fast Tracking

A. Example: Office Building Construction

In the construction of a multi-story office building, fast tracking was used to accelerate the schedule. Normally, construction teams would finish one phase (e.g., the structural framework) before moving on to the next (e.g., installing electrical wiring). In this case, fast tracking allowed the electrical team to begin their work on the lower floors while the upper floors were still being framed. By overlapping these tasks, the project timeline was shortened by several weeks.

B. Example: IT Project

In an IT software development project, fast tracking was used to begin testing the software while parts of the development were still in progress. Normally, testing would only start after the full development phase was complete, but by overlapping these phases, the project team was able to identify and fix bugs earlier in the process, saving time on revisions later.

8. Fast Tracking vs. Crashing

While both fast tracking and crashing are schedule compression techniques, they differ in several key ways:

9. Conclusion

Fast tracking is a valuable technique in project management that allows project teams to shorten the project schedule by overlapping tasks that are normally completed sequentially. While this method can save time, it also comes with increased risks, such as rework, coordination challenges, and potential