Steps to Create Gantt Chart with MS Project
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Table of Contents
- Introduction
- What is a Gantt Chart?
- Tools and Software to Create a Gantt Chart
- How to Create a Gantt Chart
Introduction
Companies are constantly looking for ways to optimize their processes to stay competitive and meet market demands. It is in this context that the Gantt chart stands out as an essential tool for planning, monitoring and successfully completing your projects and is one of the most powerful models for structured project management , with a waterfall approach.
This article offers you a complete guide to the Gantt chart. You will discover what it is, why it is so important, and how it can transform the way you manage projects.
What is a Gantt Chart?
Definition
A Gantt chart is a project management tool that graphically represents the schedule of tasks on a timeline. Each task is illustrated by a horizontal bar whose position and length correspond respectively to its start date, duration and end date. This makes it easy to visualize the tasks to be completed, their deadlines and the dependencies between them.
Historical
The Gantt chart is named after Henry L. Gantt , an American mechanical engineer and management consultant. In the early 20th century, between 1910 and 1915 , Gantt developed this chart to improve the efficiency of industrial processes. His invention was quickly adopted in various industries for project planning and monitoring.
Importance
Despite its age, the Gantt chart remains a relevant and widely used tool today. Its simplicity and efficiency make it a valuable ally for project managers. It allows you to plan and track the progress of tasks, it also facilitates communication within the team. By providing a clear overview, it helps identify potential delays and take corrective measures in a timely manner.
Tools and Software to Create a Gantt Chart
Microsoft Project
Microsoft Project is one of the most recognized tools for project management. It offers a full range of features for creating detailed Gantt charts, including adding milestones, setting baseline dates for each task, and tracking project progress in real time. Its ability to visually represent tasks and milestones makes it easier for team members and stakeholders to communicate.
Trello
Trello is a project management tool based on the Kanban system. While it doesn’t offer a native Gantt chart, extensions like Elegantt allow you to visualize your Trello boards as a Gantt chart. This is an ideal solution for smaller teams or less complex projects.
Asana
Asana offers a timeline view that works like a Gantt chart. You can add tasks, set dependencies, adjust start and end dates, and add milestones to mark key stages of the project. Its intuitive interface makes it easy to collaborate and track your project.
GanttProject
GanttProject is an open source software dedicated to creating Gantt charts. It allows you to add tasks, milestones, manage dependencies and track progress. Although it is free, it offers features comparable to some paid tools.
How to Create a Gantt Chart
Creating an effective Gantt chart is a multi-step process that requires detailed planning. Here are the enriched steps to guide you through the process:
Step 1: Identify Tasks and Subtasks
- List all the tasks needed to complete the project.
- Break down complex tasks into subtasks for better management.
- Use a Work Breakdown Structure (WBS) to organize tasks hierarchically.
Step 2: Determine Dependencies between Tasks
- Identify relationships between tasks (predecessors and successors).
- Define dependency types (finish-start, start-start, finish-finish, start-finish).
- Note constraints that may influence the order of tasks.
Step 3: Estimate the Duration of Each Task
- Estimate the time needed for each task in days, weeks, or months.
- Consider the available resources and their capacity.
- Build in safety margins for contingencies.
Step 4: Set Start and End Dates
- Set start dates based on dependencies and availability.
- Calculate end dates by adding the duration to the start date.
- Adjust the schedule to avoid conflicts and work overload.
Step 5: Add Milestones
- Determine the key milestones of the project (major deliverables, end of phases).
- Include milestones in the diagram to mark important steps.
- Use benchmark dates to track progress against goals.
Step 6: Adjust Start Dates, Durations and End Dates for Tracking
- Check the diagram to identify any overlaps or inconsistencies.
- Adjust dates based on actual constraints.
- Change durations if initial estimates were inaccurate.
Step 7: Integrate Resources
- Assign resources (human, material) to each task.
- Check resource availability to avoid conflicts.
- Use software resource management to optimize allocation.
Step 8: Add Reference Dates for Each Task
- Set reference dates or deadlines for each task.
- Use these dates for tracking and to trigger alerts if there are delays.
- Make reporting easier by having clear points of comparison.
Step 9: Visual Representation with the Help of Software
- Use the software's graphics features to improve readability.
- Customize colors and styles to differentiate tasks, milestones, and phases.
- Generate specific views (by resource, by phase, by priority) for different stakeholders.
Example with Microsoft Project
- Represent tasks and milestones with distinct bars and symbols.
- Use the critical path to identify tasks that directly influence the project finish date.
- Create visual reports to present project status to stakeholders.
Step 12: Set up a Monitoring and Adjustment System
- Update the chart regularly with actual task progress.
- Adjust dates and durations if there are any changes or delays.
- Communicate updates to the team and stakeholders.
Download a free excel gantt chart and start applying it in your projects.
Video demonstration of creating an advanced schedule with formatting in MS Project