Benefits of Gantt Charts in Project Management

Gantt Chart Interior Design Project

When we talk about Project Management the first thing that comes to our mind is the extensive work that needs to be done to initiate, plan and execute the plan to complete it within the requisite time. Small scale projects may not require as much effort to keep track of its progress, however a large scale project needs to be tracked and controlled with utmost accuracy to ensure its completion with total compliance with the client’s requisites.

Gant charts are widely used in Project Management in Planning and tracking the various activities in a graphical representation. Named after Henry Gantt, an American Project manager, Gantt Charts are a great way of preparing a visual representation of Project schedules and track them as the project progresses. In this article, we will discuss some of the benefits of using Gantt charts in Project Management.

  1. Unified platform: Needless to say that in a Project there are multiple teams that work together on different aspects of the project. Keeping track of how the work is progressing with different teams may become difficult. This is where Gantt charts have the biggest advantage. Gantt Charts represent all the various aspects of the project on a single unified document like the progress, timelines, names of individuals, and others. This makes it extremely easy for the project owners or managers to keep abreast of all that is happening as work progresses.

  2. Time management: On time completion of a task is of utmost importance in the success of a Project. A delay in even a single task can withhold the timely completion of the Project resulting in financial and reputational risk. Gantt Chart’s feature of scheduling timelines and displaying the progress of the tasks help in a large way to understand the importance and the risks involved and avoid them with concerted efforts.

  3. Enhanced communication: Gantt Charts offers the feasibility of enhanced communications across departments pertaining to the updates on progress, issues and resolution of the same. Being a unified platform it becomes easy to communicate between teams through the Chart and in many ways can help to avoid physical meetings. This, of course, helps to keep a transparency across all the departments involved in the project.

  4. Resource management: A major reason why there could be a sudden drop in resource output is overburden. Gantt Charts helps Project managers to align resources and delegate tasks in a more effective manner. It gives a systematic picture of where the resources are being utilized associated with the corresponding timelines allowing completion of projects within the allotted budget and time.

  5. Track progress of the project: Effective measurement of the progress of the Project is required not just for reporting to the Project owner and to the various teams involved but also to understand if the project is running on track and whether it will be completed on time. Progress Gantt Charts helps to understand to what degree the various tasks have been completed. It gives a visual representation of how the work has progressed and is very easy to interpret.

  6. Display milestones: Reaching milestones as a Project progresses can be very motivating for the entire team that is involved. Gantt charts help to display the milestones that have been reached which can really help to up the ante of the team members and enhance their focus to reach the target. Being a visual representation it is more effective and easily interpreted by all.

  7. Efficiency and interdependencies of tasks: Different teams work on different aspects of the project hence it is obvious that there will be interdependence in their tasks. Linked Gantt Charts indicates the dependencies between tasks with lines. Though it tends to become cluttered with lines for larger projects it is still preferred over other representation due to the ease of interpretation. Gantt chart software often comes with the feasibility to link task dependencies. This benefit of Gantt charts to trace the dependent activities and schedule them in such a way that they do not stall the progress of the Project in any way.

The benefits of using Gantt charts are manifold in Project management. The good news is that it is quite possible easily create Gantt Charts using an excel template like Gantt Chart Excel. The ease of updation and maintenance of Gantt Charts and the accessibility to all the relevant information makes it one of the most favoured project management tools.

How to Create a Gantt Chart in Excel

Gantt Chart Excel – How to Create a Gantt Chart in Excel

Step-by-Step Tutorial for Making a Gantt Chart in Excel

We all love Microsoft Excel and we use it almost every day for everything – from a simple calculator to tracking massive projects. There’s just one thing that Excel is not good at and that is creating Gantt charts. For this reason, we created Gantt Excel, an automated excel template that allows you to create professional-looking Gantt Chart in Excel.
Microsoft Excel is instantly familiar and widely used, so everyone on your team “gets it” and hits the ground running.

Before we begin, what is a Gantt Chart?

Gantt chart is a type of bar chart, adapted by Karol Adamiecki in 1896 and independently by Henry Gantt in the 1910s, that illustrates a project schedule. It is a graphical illustration of the duration of tasks against the progression of time. Gantt charts are useful tools for planning and scheduling projects.

Gantt Chart Example

Gantt Chart Excel Example

Here are the steps to create Gantt Charts in Excel

  1. Download our Free Gantt Chart Template

    Gantt Chart Excel
    the excel template to your Desktop or your My Documents folder. Note, our template works in Excel 2007, Excel 2010, Excel 2013 and Excel 2106 on Windows and Excel 2016 on the Mac.

  2. Open the Gantt Chart Template

    Click on the Enable Macros & Enable Editing button. Note that there is no installation. It’s just a simple excel template and it opens just like any other excel file.

    The Gantt tab in the excel ribbon will instantly load.Gantt Excel Ribbon

  3. Create a New Gantt Chart

    Click on the Add New Gantt Chart button to bring up the Project Details window.

    Enter the Project Name, Worksheet Name, Project Lead and the Estimated/ Baseline Budget for the Project.
    Add New Gantt Chart

    Click the Ok button when done. A new Gantt Chart is automatically created for you. You don’t have to bother about setting up complicated conditional formatting or creating any graphs.
    Everything is automated and that’s the best part.Default Timeline

  4. Add Tasks

    Gantt charts don’t give useful information unless they include all of the tasks/ milestones needed for a project to be completed.
    So, to start, list all of the activities as tasks. There are three ways to add tasks in Gantt Excel

    Method 1: Type directly into the excel grid. If you type a task where it says “Type here to add a new task“, it will automatically create a new task with default start and end dates and the timeline will instantly update.

    Method 2: Click the Add Task button on the Gantt tab

    The task details form will open up where you can enter all the task details including task resource, estimated, baseline, actual – start and end dates. You can also keep track of costs including estimated, baseline and actual costs, therefore making it an excellent budget and costs planner.
    Task notes can also be captured to include a short description of your task to clarify its purpose or scope and to provide additional info to everyone involved.Gantt Chart Task Form
    Click the Ok button when you are done. The newly added task will show up in the excel grid with all the details.

    Go ahead and add a few tasks like in the example below and set the start and finish dates.
    tasks in gantt chart excel

    Importantly, note that the Work Break Structure (WBS) is automatically calculated and set for you.

  5. Set Parent and Child Tasks

    If a task is relatively large and requires several users with different skills to manage, break the task into subtasks and create parent-child relationships.

    To set parent-child relationships, select a task that you want to convert to a child task and click on the Make Child button.
    Shortcut – Alt Right arrow key

    To create a parent task from a child task click on the Make Parent button.
    Shortcut – Alt Left arrow key

    As a result, when you group child tasks together under a parent, values such as dates, costs etc. aggregate and roll up to the parent task.

    This is how the tasks look when I set a few tasks as child tasks.

  6. Set Task Dependencies

    Setting dependencies between tasks is the most powerful feature of Gantt Excel. The in-built auto-scheduling automation of the template is able to update the dates based on changes made to its dependent tasks.
    To Add task dependencies doubleclick task 1.2. This will open up the Edit Task Details window.
    Adding Task Dependencies

    In this example, we are setting 1.1.1 as the predecessor task with a Finish to Start dependency. Click Add and then Ok to confirm.
    This basically means that this task can start only when task 1.1.1 finishes. Also, notice how the taskbar in the timeline moves automatically after the end date of the predecessor task.

    Click here to read more about task and milestone dependencies.

  7. Add Milestones

    Milestones help your team stay on track and to more accurately determine whether or not your project is on schedule.
    Use a key deadline as a milestone to reflect when a section of tasks or key task is completed.

    To Add a Milestone click on the Add Milestone button in the Gantt tab.
    Add Milestone

    This will bring up the Add Milestone details window. In this case, I’m setting this milestone to be dependent on task 1.2 with a Finish to Start dependency with a lag of 1 day. Click Ok when done.
    Milestone Details

    To illustrate, see the example below. The milestone and a diamond-shaped symbol appear in the timeline.

Gantt Excel Settings

Equally important, is to set up the Gantt chart correctly. Let’s look at all the settings screens and go through them one by one.
Click on the Settings icon in Gantt tab.

Display Settings
By default, the Display tab opens up first. Here you can set all the different timeline bar and milestone colors.
You can also choose to show additional timeline bars for baseline, actual dates and the overdue bar for all overdue tasks.

If you want to see more of the timeline then you can increase the “No of weeks to display in timeline” setting.

Lastly, one of the most sought out features is to show Text within the Gantt Bars. You can check the Enable Text display option and select any text from any column to show within the Gantt bars.

This is how it looks when the Show Text in Gantt Bars is enabled. We think it is one of the finest features of Gantt Excel.
Show Text in Gantt bars
Calendar Settings
The calendar tab is where you can select Workdays. You can also select the way the week numbers are calculated by either using Excel’s week calculation or use the ISO week calculation.

Other Settings
Switch over to the Others tab to set Currency symbol and Date format.
Additionally, you can define how Percentage complete is calculated for the tasks. You can use the Manual or Automatic mode for entry and use simple or weighted calculation for the Parent task roll-up calculation.

Columns Settings
Finally, we have the columns tab where you can hide or unhide existing columns. In like manner, you can also insert your own custom columns or delete them if required.

Columns Settings

Gantt Excel – The Smart Way to Plan

In Conclusion, the beauty of Gantt Excel is we have six calendar views to choose from namely Daily, Weekly, Monthly, Quarterly, Half-Yearly and Yearly View.

From here you can easily customize the Gantt chart by changing timeline colors, and adding various details like percent complete, costs etc…  As shown below, with some tweaks you can create a timeline that’s sure to impress.

Gantt Chart Excel Template – Download Now

It is the best free Gantt chart software out there.