Turnarounds and shutdowns are high-stakes events. These planned outages involve maintenance, repairs, and upgrades to keep facilities running smoothly—but they come with tight schedules, complex coordination, and significant costs. Effective project controls can make the difference between a seamless turnaround and a chaotic, over-budget mess. Here are some tips and tricks to help you harness project controls like a pro during your next turnaround or shutdown.
Leverage Historical Data
If your organization has done turnarounds before, you’re sitting on a ton of data. Review past schedules, cost reports, and lessons learned to inform your current plan. How long did similar tasks take? Where did delays creep in? What unexpected costs popped up?
Tip: Create a “turnaround database”. Even simple spreadsheets tracking past performance can help you estimate more accurately and avoid repeating mistakes.
Start with a Rock-Solid Baseline Plan
Before the chaos begins, establish a detailed baseline schedule and budget. This is your North Star. Use tools like Primavera P6 or Microsoft Project to map out every task, from pre-shutdown prep to post-turnaround startup. Include durations, dependencies, resource allocations, and costs.
Trick: Break the work into manageable, logical work packages (e.g., by equipment, system, or discipline). This makes it easier to track progress and spot issues early. And don’t forget to build in contingencies—because no turnaround goes exactly as planned.
Integrate Cost and Schedule Controls
Project controls work best when cost and schedule are in sync. Use Earned Value Management (EVM) to track progress against your baseline. Key metrics like Cost Performance Index (CPI) and Schedule Performance Index (SPI) will tell you if you’re on track—or if trouble’s brewing.
Trick: Set up daily or shift-based progress updates during the turnaround. Quick check-ins with supervisors can feed real-time data into your system, letting you adjust before small slips turn into big problems.
Prioritize Critical Path Management
In a turnaround, time is money – “cash in chaos”. Identify your critical path early (the sequence of tasks that determines the shortest possible duration) and monitor it obsessively. Any delay here delays the whole project.
Tip: Use “what-if” scenarios in your scheduling software to test the impact of potential delays. For example, what happens if a key piece of equipment arrives late? Knowing this ahead of time lets you shuffle resources or adjust priorities proactively.
Communicate with Visuals
Your team—planners, contractors, or on-site crews—needs to understand the plan and their role in it. Complex Gantt charts might work for you, but they can overwhelm others. Simplify with visuals like dashboards, progress S-curves, or even color-coded status maps of the facility. A good tip is to review all reports with the project team so everyone knows what is being reported and why.
Trick: Post a giant, simplified timeline in the control room or break area. It keeps everyone aligned and motivated—especially when they see the finish line getting closer.
Track Scope Creep Like a Hawk
Scope creep is the silent killer of turnarounds. A small “while we’re at it” repair can snowball into hours of lost time and thousands in extra costs. Establish a rigid change management process: every addition or deviation gets documented, assessed for impact, and approved before work begins.
Tip: Assign a dedicated scope gatekeeper—someone with the authority to say “no” or escalate decisions quickly. This keeps the team focused on the original plan.
Use Technology Wisely
Modern project controls tools like Primavera, SAP, or even mobile apps for field reporting can streamline data collection and analysis. But don’t overcomplicate things—choose tools that match your team’s skills and the project’s needs.
Trick: Try digital daily logs or apps that let workers upload photos and notes from the field. It cuts down on paperwork and gives you a real-time pulse on progress (“Valve X is installed—here’s the proof”).
Plan for the Unplanned
Murphy’s Law loves a turnaround. Equipment fails, weather turns, or a critical part gets delayed. Build buffers into your schedule and budget and have backup plans ready. For example, line up secondary vendors or keep a small crew on standby for emergencies.
Tip: Run a risk workshop before the shutdown starts. Brainstorm what could go wrong and assign mitigation strategies. It’s cheaper to plan for a crane breakdown than to scramble when it happens.
Focus on Shutdown and Startup
A turnaround is mostly all the maintenance work, but don’t forget the bookends: shutdown and startup. A sloppy shutdown can delay the real work, and a rushed startup can lead to safety issues or equipment failures. Allocate enough time and resources to both phases.
Trick: Use checklists for shutdown and startup tasks. They’re simple, effective, and ensure nothing gets missed in the rush.
Debrief While It’s Fresh
Once the dust settles and the facility’s humming again, gather your team for a debrief. What went well? What tanked? Document it all—metrics, anecdotes, and ideas for next time. This closes the loop on your project controls and sets you up for an even better performance in the future. You could even keep live “Lesson’s Learned” notes as you go.
Tip: Turn your lessons learned into a one-page “cheat sheet” for the next turnaround. It’s a quick reference that keeps the knowledge alive.
Final Thoughts
Turnarounds and shutdowns are intense, but with strong project controls, you can decrease the chaos. It’s all about preparation, real-time tracking, and adaptability or being able to pivot quickly. Got your own go-to TA strategies? Email me at abuntrock@cms-inc.ca. I’d love to hear what works for you!
