Gantt Charts: What They Are and How to Make Them

Gantt charts are bar charts that convey a project’s timeline, tasks, and team members. Think of a Gantt chart as a visualisation of the project's schedule. It is a key tool used in project management that provides you a high-level view of what needs to be done and when so you can plan tasks and designate necessary resources.

Henry L. Gantt, an American mechanical engineer, developed the Gantt chart with his colleague Frederick Taylor to illustrate the production and manufacturing schedule at the Frankford Arsenal in 1917. At the time, engineers would hand draw the charts and manually revise them. Today, you can digitally update a Gantt diagram using Excel and other project management software programs, which is one reason why they remain popular—and why you should understand how they work.

What is a Gantt chart?

A Gantt chart is a project management tool that helps you organise and visualise the tasks and statuses related to your project. The bars are arranged on a progressive timeline, with each bar following the end of the previous bar—an example of the critical path method of project management. You can draw Gantt charts by hand or use project management tools to help you create and adjust information in real-time, map out project milestones, insert deliverables, and assign team members to tasks.

What are the four components of a Gantt chart?

A Gantt chart must have the following four components: tasks, timeline, bars, and dependencies. You arrange tasks on the vertical axis and the timeline on the horizontal axis. The bars represent how long each task takes. This allows you to see which tasks the team must complete before moving on to the next task (dependencies).

Who uses Gantt charts?

Product and project managers frequently use Gantt charts to monitor their projects, but many professionals benefit from using Gantt charts. Consider the following examples of jobs and businesses that may use Gantt charts:

• Event planners might use Gantt charts to keep track of all necessary to-dos before an event.

• Technology companies often use Gantt charts throughout their organisations to track the progress of product launches. 

• Marketing teams can use Gantt charts to ensure they meet a campaign's deliverables. 

What a Gantt chart is used for

You can use Gantt charts to brainstorm tasks, pinpoint realistic timelines, or meet deadlines on commitments and events. Gantt charts help you visualise how much time or resources you need to complete the project and communicate to stakeholders the timeline, along with how changes to a project scope would affect it. They also help you visualise and identify dependencies or tasks that can only start after completing a previous task. Additionally, you need Gantt charts to determine a project’s quickest path to completion.

Benefits of Gantt charts

Gantt charts are valuable because they help you brainstorm tasks, timelines, and dependencies. You can also use them to find risks that could impact a project by outlining dependencies. Gantt charts make it easier for you to maintain momentum and morale by breaking down projects into manageable tasks or sections to help keep a project on track and identify and manage any risks. 

Gantt chart template: How to make a Gantt chart in 7 steps

The following step-by-step guide outlines what you need to create a Gantt chart and manage your project successfully. 

1. Outline the project’s scope.

Before creating a Gantt chart, you will need important pieces of information. Since they track a project’s schedule and progress, gathering key dates and resources and outlining key tasks will help set you up for success. You can make a Gantt chart when you have a clear project scope and have finalised and approved the project charter with stakeholders.

2. Determine the tasks to complete the project.

With your team, you can use the project charter to identify a comprehensive list of tasks and the order in which they should be completed. Elements from the project charter to consider include:

• Goals

• Business case 

• Key deliverables

• Team 

• Resources

• Budget

• Schedule

• Risks

• Objectives and key results (OKRs)

• Approvals

Tip: Gantt chart example templates found online can provide a solid foundation for your project and can be customised for your project plan.

3. Determine task dependencies.

Research and talk with stakeholders to help you determine which tasks have the greatest priority and require the completion of other tasks on the timeline before they can begin. Once you define dependencies, you have the pieces needed to outline and visualise the project timeline accurately.

4. Organise the task order.

With the tasks outlined and dependencies determined, you can now organise them chronologically. Estimate the time needed to complete each task to create a schedule for the Gantt chart. You can go ahead and consult subject matter experts or talk with the stakeholders to help with this step. 

5. Add supporting information.

To make the Gantt chart as accurate as possible, you should include details such as team members’ availability and estimated shipping and delivery times. Use the chart to track resources and deadlines to set yourself up for success in meeting milestones.

6. Assign the tasks.

The next step is to discuss the availability of team members and develop a realistic timeline for the project’s goals. Assign tasks to team members who are fit for the job and can communicate any roadblocks. 

7. Monitor progress.

The Gantt chart is a living document you will likely need to update throughout the project's progress. You are responsible for monitoring the progress of tasks and adjusting the Gantt chart accordingly. By monitoring progress, you maintain visibility on the original timetable, ensure tasks stay on track, improve communication with stakeholders, and gain valuable lessons for your next project.

Can you do a Gantt chart in Excel?

Yes, you can do a Gantt chart in Excel by using a Gantt chart template. With a Microsoft 365 subscription, you have access to multiple templates that include features like colour-coded categories.

Gantt chart software

Gantt chart software includes digital tools specifically designed for creating Gantt charts as well as project management software with Gantt charts as a feature. You may find it easier to manage and update your Gantt charts through online tools. When reviewing the following options, consider all of the features they offer and how they support your organisation's needs.

• Aha!

• Asana

• Backlog

• Bitrix24

• GoodDay

• Monday.com

• Zoho Projects

Gantt chart best practices and key takeaways

Follow a few best practices when working with Gantt charts. Keep it organised, consider your team when creating a schedule, and include all relevant information that can impact a project timeline.

Keep it organised with labels and colours.

Gantt charts should have tasks, assigned team members, key milestones, and estimated deadlines. Use colour to organise project tasks’ statuses to help visualise them. 

Create the schedule.

Communicate with your team members about their workload and availability to create a realistic schedule. Be sure to assign the tasks to the right team member based on their role, strengths, motivation, and availability.

Be detailed. 

For the Gantt diagram, you should label tasks with due dates and detailed descriptions, including details such as budget and resources that can impact the project timeline and progress. Compare assignments to see if any team member is overloaded and adjust accordingly. 

Learn more about Gantt charts and project management

Gantt charts are valuable project management tools that help you visualise timelines, tasks, and dependencies, making it easier to plan, track, and communicate project progress. Start building your project management skills by enrolling in Google Project Management Professional Certificate on Coursera. You can explore various topics related to project management, including Gantt charts, and learn more about templates and resources you can use in your work.