Fast tracking vs crashing: Differences & when to use

Your project deadline is coming up fast, and after reviewing your progress, you see that your team won't meet the objectives if things continue as they are. This situation can be stressful for any project manager.

Fortunately, there are some project management techniques that can help. In this article, we'll look at fast tracking and crashing, and explain when to use each to shorten your project timeline.

What is schedule compression?

Schedule compression is a way to shorten a project timeline without cutting any parts of the project. It's usually used when a project is running late or needs to be finished earlier than expected.

The two primary schedule compression methods are:

1. Fast tracking: Running tasks in parallel that were originally planned sequentially

2. Project crashing: Adding resources to complete work faster

What is fast tracking?

Fast tracking means changing the project schedule so that certain tasks overlap and are done concurrently, rather than sequentially. You can only fast track a project if there are no dependencies between the tasks that still need to be completed.

To visualize this, imagine a Gantt chart where two sequential tasks are moved to run in parallel. This approach only works when the second task isn't dependent on the first.

Use fast tracking when:

• Your project is at risk of missing its deadline

• You have tasks without dependencies that can run simultaneously

• Your budget doesn't allow for additional resources

What is project crashing?

Project crashing is a schedule compression technique that adds resources to complete tasks faster. The Project Management Body of Knowledge (PMBOK® Guide) defines crashing as shortening your project schedule for the least incremental cost.

Key considerations for project crashing:

• Least incremental cost: The minimum expense to add one additional unit of output

• Easy to measure: Production industries like manufacturing

• Harder to measure: Knowledge work, like software development

Key differences between fast tracking and crashing

Choosing between fast tracking and crashing depends on your project's constraints. Fast tracking is typically the first approach since it doesn't require extra budget, just a reshuffling of activities. Crashing requires more resources but offers more control over task management.

For instance, on a construction project, if the foundation work is ahead of schedule, you might fast-track by beginning the framing phase concurrently rather than waiting for the foundation to be fully completed. But if the framing phase itself is behind, you might crash the project by bringing in additional crews to work extended hours to meet the original schedule.

Here's a quick comparison of the two techniques:

When should you use fast tracking or crashing?

These techniques are often used when a project is at risk of missing its deadline. Using both fast tracking and crashing together can help you finish your project sooner.

While using both methods together is the fastest way to finish a project, you can also use just one if needed. For instance, if you can't afford to hire more people, crashing might not work. In that case, your team might need to work extra hours or shift people from other teams to fast track the project.

What are the benefits of fast tracking project management?

Fast tracking has several benefits when used wisely. Here are some of the main advantages:

Shorter project timelines

Fast-tracking can greatly shorten a project's duration. By having tasks run in parallel rather than one after another, project managers can save days, weeks, or even months on their schedules.

Better use of resources

Fast tracking can help you use your resources more efficiently. When tasks overlap, teams and equipment stay busy, which can reduce the time they're needed.

Enhanced client satisfaction

Finishing a project faster often makes clients happier. When you show you can meet or beat deadlines, you build stronger relationships and trust with your clients.

Competitive advantage

Completing projects quickly can help your organization stand out from competitors. If clients need fast results, your speed can be a strong selling point.

Mitigation of potential delays

Fast tracking can help prevent delays. By moving some tasks up, you create a buffer in case something unexpected slows down the project later.

Potential downsides of fast tracking and crashing projects

While fast tracking and crashing are common ways to keep projects on schedule, they shouldn't be used all the time. These methods are helpful in urgent situations, but they also have some drawbacks.

Increased risk of team burnout

The primary risk of fast tracking is that your team will be spread thin. Team members may have to take on additional, unexpected work, which increases the risk of burnout.

Use project management software to monitor workloads and identify who is available versus who needs help.

Higher costs

Project crashing typically increases costs through additional headcount or overtime. While the goal is to use the least incremental cost possible, these expenses can push your project over budget.

Include budget updates in regular status updates to keep stakeholders aware of constraints as they happen.

Lower quality work

When multiple tasks run simultaneously, multitasking can make it harder to keep track of all project deliverables. Work quality can drop when teams move too quickly.

How to prevent it: Set aside resources specifically for quality assurance to add an extra layer of review.

How to fast track or crash a project schedule

If you need to shorten your project timeline quickly, here are the basic steps to follow.

1. Identify your project needs

Before you can condense your project timeline, it's important to identify how your project is progressing in its current state. Here are a few questions that you should answer as a project manager:

• How much time do you need to save? Knowing this helps you decide how much you need to fast track or crash your project.

• Are there any tasks on the critical path that cannot be overlapped? Keep the critical path tasks in one track, but consider rescheduling any other tasks that aren't dependent on the critical path so they can be worked on simultaneously.

• Are there any additional resources available to me? Based on your resource management plan, do you have any additional resources available? This could mean additional budget to hire external support or additional team members to lend a hand.

Example of a project before fast tracking:

A design team is working on a brand redesign project. In their initial timeline, designers were set to refresh different assets one after the other as soon as the new brand guidelines were established. After looking at the timeline in their project management tool, the team reschedules designers to work simultaneously to refresh branded assets so that the project takes less time.

2. Adjust the project schedule

Once you've figured out what you need, adjust your project schedule to fit the shorter timeline.

To visualize this process, use a Gantt chart. A Gantt chart is a horizontal bar chart used to illustrate the timeline of different tasks in a project. In one line of tasks, show the critical path activities that need to be done, and in a separate, parallel line, show all the other items that need to be completed.

Visualizing the project is a simple way to alert project stakeholders about changes in the timeline, and also show who is doing what by when.

Before fast tracking:

After fast tracking:

3. Monitor performance

With your fast-tracked project now underway, it's time to track project performance. Besides checking the quality of work, keep an eye on project costs. The goal with crashing is to spend as little extra as possible while still meeting your deadline. If costs start rising too fast, cut back where you can to stay within your project's limits.e.

4. Reflect and reiterate

While nobody plans for a compressed project, it's important to keep tabs on what went well and what you can improve for the next one. Hosting a post mortem meeting after the fact can help you identify ways to avoid having to fast track or crash your next project.

Here are a few questions that you can ask:

• What went right during this project?

• What went wrong during this project?

• Were there any aspects of the project that took longer than expected?

• What was the biggest challenge you faced during this project?

Manage project timelines with a project management platform

Fast-tracking and crashing can help your teams hit their projects on time, but regardless of the strategy, it's important for everybody to stay on the same page with tasks and the timeline. The best way to do that is with a work management tool, like Asana.

Asana helps teams work together in one shared space so they can immediately identify what needs to be done, what's a priority, and when work needs to be done. Ready to streamline your project timelines? Get started with Asana today.

Frequently asked questions about fast tracking vs crashing