Gantt Chart: What It Is, How to Create And Use It
A Gantt chart is a handy tool for managing projects, providing a visual roadmap. It helps grasp timelines, allocate tasks within the team, and keep tabs on their progress.
Now, let's find out what it looks like. Picture a graph where time/dates are on one axis, and stages or goals are on the other. The point where these axes meet is indicated by colored bars, reflecting the timeframe for task completion. These visual indicators make it easier to grasp when a deadline approaches.
GanttPRO Chart Example.
Additionally, the Gantt chart enhances teamwork by visualizing individual responsibilities and ensuring the correct sequence of task execution. It's also handy for gauging workload and offering an overview of the entire process.
Why Use a Gantt Chart
The Gantt chart is a versatile tool applied in various fields like marketing, IT, education, and design. It works exceptionally well when you have an initial project plan with interconnected stages and tasks.
Furthermore, you can apply the Gantt chart beyond the workplace, such as when planning renovations or organizing a major celebration.
The Gantt chart presents a comprehensive view of the entire project in a single table, breaking it down into goals, setting deadlines, and identifying responsible parties. This visual tool makes it easier to comprehend every step from the beginning of the project.
For instance, if you're a freelancer, the Gantt chart helps determine if you can complete a project and take on a new one. If you prefer avoiding complex professional versions, a Gantt chart in Excel or Google Sheets is a perfectly feasible option.
A simple Gantt chart created in Google Sheets.
Effective management of subtasks is crucial. Certain tasks should only commence after the completion of the preceding ones. If the deadline for a particular task changes, it will impact the deadlines of others connected to it.
Monitoring the team's progress is also a vital aspect. It's not always feasible to complete tasks on schedule and adhere to the plan. Gantt charts serve as a tool to keep an eye on the work's progress and make prompt adjustments when necessary.
What You Can Track Using a Gantt Chart:
Project initiation, the completion date, and the duration of each stage.
Commencement and conclusion times for each team member's work. This information is recorded to determine the time required for each task.
Task assignments, specifying who is working on what.
Interdependencies between stages or tasks.
Components of a Gantt Chart:
The chart comprises two axes:
- Vertical (Y-axis): Lists tasks and stages.
- Horizontal (X-axis): Displays dates and time.
The bars on the chart indicate the time needed for each stage. If tasks are dependent on one another, arrows show the connections.
To enhance clarity in the chart, we use different colors. For example, tasks related to the accounting department might be indicated in blue, while those for the content department could be highlighted in pink.
Important milestones in the project are marked on the diagram — e.g. when tasks are closed or specific stages are completed. By observing these milestones, you can assess the work's progress and review the results.
Using a Gantt Chart
Let's explore the process of creating Gantt charts.
Specify the start and end dates for each part or task.
Divide the work and responsibilities, assigning each performer one or several tasks.
- Demonstrate which tasks depend on the completion of others. This helps employees work together efficiently. Use colors or other methods to clearly indicate these dependencies.
Highlighted in a bright color are the tasks that need to be done first.
- After completing each major phase, establish checkpoints to mark the conclusion of a set of tasks. It is beneficial to establish these checkpoints with fixed dates, as this ensures consistency and enables a thorough assessment of the project's current status, priorities, and accomplishments.
- During the project, unforeseen situations that impact timelines may arise. Make an effort to take them into account.
Format your Gantt chart in a way that suits you best. The key is to ensure that all participants understand it.
Creating a Gantt Chart: Apps and Services
You can use various programs on your computer, mobile apps, or online tools to create Gantt charts. Let's check out some popular options.
Computer Programs:
Excel
- Requires payment.
- Even though there isn't a ready-made Gantt chart template, you can easily create your own by doing the following:
- Make a table with columns for "Tasks," "Start," and "End."
- Click "Insert," then "Recommended Charts," and choose "Stacked Line."
- Align the chart axes with the table columns by clicking on "Select Data" in the chart.
- Customize the formatting in the "Chart tools” section.
LibreOffice Calc
- A free alternative to Excel.
- Ideal for simple projects if you want to avoid using paid services.
Microsoft Project
- Paid only.
- Provides ready-made templates.
- Simply enter values along two axes, set task dependencies, and adjust formatting.
Online Gantt Chart Tools:
For building a Gantt chart online, consider the following options:
GanttPRO
- A user-friendly service.
- Allows you to transfer charts to Google Sheets.
- Provides immediate access to standard templates, and additional features are available for purchase.
Example of a free template.
Smartsheet
- Enjoy a free trial for the first 30 days.
- Utilize it as a comprehensive repository for all project-related materials: emails, documents, and requests.
Google Sheets
- No cost involved.
- Effortlessly create and tailor your own template.
- Keep in mind the need for periodic updates to the schedule, such as adjusting task deadlines.
- Particularly handy for managing smaller projects.
When to Use Gantt Charts
Gantt charts find utility in organizations handling medium to small-scale projects, including IT companies and financial/educational institutions.
For exceedingly large projects, comprehending the chart may pose a challenge. The process of building and consistently updating a Gantt chart in such scenarios can prove time-intensive.
Pros and Cons of Gantt Charts
Advantages:
- Facilitates systematic project organization, establishes deadlines, and helps you avoid missing them.
- Presents tasks in a straightforward chart format, eliminating the need for complex tables or figures.
- Simplifies the management of extensive projects by ensuring tasks are neither overlooked nor forgotten, thus maintaining control over all stages.
- Enables managers to effortlessly track the advancement of projects without the need for overly detailed reporting.
- Assists employees in keeping tabs on task progress, helping identify who's responsible and giving clear updates on task completion.
Disadvantages:
- Requires regular online adjustments throughout the project's duration, as automation is not feasible.
- As data volume grows, interpreting the chart visually becomes increasingly challenging.
- Small tasks or changes to deadlines might get overlooked, which could affect the overall project completion timeline.
- Some services don't come with ready-made templates, so creating them requires a time investment.
What Can Be Used Instead of a Gantt Chart
If Gantt charts aren't a good fit for you, here are some alternatives to consider:
- For smaller projects, try using note-taking apps like Evernote.
- Try Kanban boards for an easy way to organize tasks by priority. Asana is a great online board to check out.
- Look into online tools such as Todoist for task management.
Conclusion
The Gantt chart is a tool for tracking tasks and their deadlines. It uses vertical columns for goals or tasks and horizontal lines to show completion timelines. This chart helps ensure tasks are done in the right sequence and deadlines are met, essentially serving as your project's navigator.
Use free services (such as Google Sheets) or download templates from GanttPRO. If you have a large and complex project, SmartSheet might suit you. However, for some extensive projects, working on charts can be too time-consuming.