Product Overview

Summary: This Schedule Coordination Procedures Standard Operating Procedure provides a clear, repeatable framework for planning, sequencing and coordinating work across teams, contractors and stakeholders. Designed for Australian workplaces, it helps businesses avoid clashes, delays and confusion by defining how schedules are created, communicated, monitored and adjusted in a controlled way.

Uncoordinated schedules are one of the most common causes of project delays, rework and strained client relationships. This Schedule Coordination Procedures Standard Operating Procedure sets out a structured approach for how schedules are developed, integrated and controlled across your organisation. It defines who is responsible for schedule inputs, how dependencies are identified, how clashes are resolved, and how changes are communicated, ensuring everyone is working to the same plan at the same time.

Tailored for Australian businesses, this SOP supports compliance with WHS due diligence obligations by helping you avoid overlapping work, resource conflicts and poorly timed activities that can create operational risk. It is suitable for construction projects, maintenance programs, manufacturing environments, service delivery teams and multi-site operations. By implementing this procedure, you standardise your scheduling practices, reduce avoidable downtime, and give managers a clear, defensible process for planning and coordinating work with internal teams, subcontractors and clients.

Key Benefits

• Streamline the way schedules are created, approved and communicated across teams and sites.
• Reduce delays, rework and cost overruns caused by double-bookings, resource clashes and last-minute changes.
• Improve coordination between internal staff, subcontractors and clients through clear responsibilities and communication channels.
• Enhance visibility and accountability for schedule decisions, changes and approvals.
• Support WHS and industrial relations obligations by better planning work sequences, staffing levels and working hours.

Who is this for?

• Operations Managers
• Project Managers
• Construction Managers
• Site Supervisors
• Production Planners
• Service Delivery Managers
• Administration and Scheduling Officers
• Facilities Managers
• Program Coordinators
• Contract Administrators

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Terms
• 3.0 Roles and Responsibilities
• 4.0 Scheduling Principles and Planning Assumptions
• 5.0 Schedule Development Process
• 6.0 Coordination with Internal Teams and Subcontractors
• 7.0 Resource Allocation and Capacity Management
• 8.0 Schedule Review, Approval and Version Control
• 9.0 Change Management and Variations to Schedule
• 10.0 Communication and Notification Requirements
• 11.0 Integration with WHS and Risk Management Requirements
• 12.0 Performance Monitoring, KPIs and Reporting
• 13.0 Recordkeeping and Documentation Control
• 14.0 Training, Competency and Induction Requirements
• 15.0 Continuous Improvement and Review of Procedure

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts (duty to manage risks through planning and coordination)
• Work Health and Safety Regulation 2011 (Cth) and state equivalents (management of risks, construction work, and contractor coordination)
• AS ISO 21500:2021 Project, programme and portfolio management — Context and concepts
• AS ISO 10006:2018 Quality management — Guidelines for quality management in projects
• Fair Work Act 2009 (Cth) (consideration of working hours, rostering and consultation obligations in schedule planning)