Have you ever rolled into your office first thing in the morning without the slightest idea of who’s doing what and when tasks and projects are due? If so, don’t worry, you’re not alone. Fortunately, Gantt charts can help you stay organized, even during the most complex projects.
This beginner’s guide will help you understand what a Gantt chart is, why and when a Gantt chart should be used and will clue you in on the advantages and disadvantages of using them. I’ll even share some of the best Gantt chart software and templates with you so you can start using them immediately. By the end of this guide, you’ll be ready to manage projects and take on the world, even if you made it to work with odd shoes and an empty coffee mug.
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What Is A Gantt Chart?
A Gantt chart is a project management visualization tool that places tasks, due dates, task dependencies and project milestones on a horizontal bar graph. A project’s tasks are neatly organized down the chart’s vertical axis, while due dates are placed along the horizontal axis. The beauty of a Gantt chart is that, at a glance, project managers can see the name of the task, its start and due dates and even how much progress has been made on specific tasks.
In addition to the items listed above, Gantt charts are also capable of displaying who is assigned to a task, and if tasks are dependent on others being finished. Those new to project management often shy away from Gantt charts as they look intimidating, but if you spend a little time with them, you’ll quickly realize just how simple yet incredibly powerful they are.
When Should Gantt Charts Be Used in Project Management?
Gantt charts should be used when working on complex projects with strict deadlines. Many predictable (traditional) project management methodologies, such as the critical path, critical chain, PRINCE2 and waterfall methods, rely heavily on Gantt charts to plot project timelines. These methodologies are highly structured and have little flexibility regarding dates, so plotting tasks on a visual timeline that represents a project’s start and end dates is ideal.
Agile frameworks, such as kanban and scrum, do not rely on Gantt charts. That’s not to say that Gantt charts can’t be used in agile ways of working. Per the Project Management Institute’s 2024 Pulse of the Profession, hybrid project management, which combines agile philosophies with predictable planning, is becoming popular, with 31.5% of surveyed teams saying they used hybrid approaches through the end of 2023. Still, just know that most agile projects use kanban boards and lists, which can be found in the best agile project management software.
Gantt Chart Components
Now that you know what a Gantt chart is, it’s time to take a look at the key components that make up the charts. Michael Taylor, CEO of collaboration software company, SchellingPoint, says that “the Gantt chart, critical path and baseline (plan-to-actual) are three project decision-making tools that any project owner and their project manager should be comfortable collaborating on. If one or both of them can’t, I don’t see how a project with any level of complexity has any chance of success.”
As you can see from Taylor’s comment, it’s vital that project leaders understand why each component of a Gantt chart is important. The handy table below lists the components, explains what they are and describes how each part of the Gantt chart is used.
| Component | Definition | How It’s Used |
|---|---|---|
| Task List | A list of tasks that must be completed during the project | Project managers can use the list to break down tasks into phases and deliverables. |
| Task Duration | A bar that represents a specific task | Project managers, product owners and team members can drag the bar on the chart to create start and end dates for a task. |
| Project Milestones | Major points in a project's timeline | Milestones are used to mark key dates, achievements and deliverables. They allow clients and key stakeholders to see clear progress and make informed decisions about estimated completion dates. |
| Dependencies | Indicated by a line that links tasks together on the timeline | Tasks are often dependent on another task being finished before the next can begin. Dependencies provide a clear visual of which tasks need to be completed before the next task or project phase can start. |
| Project Timeline | The horizontal axis of the project timeline | The timeline is where project managers plot tasks, start and end dates, dependencies and milestones. |
| Project Resources | Tool and project team members who are assigned to the project and tasks | While not all Gantt charts show every project resource, they do generally show the human resources (names of team members) used in the project. |
| The Critical Path | The longest sequence of tasks and dependencies | The critical path clearly shows tasks and their dependencies and determines the earliest possible time to reach milestones or project delivery dates |
| Progress Bars | A bar that shows how complete a project or task is | Many Gantt charts allow project managers and team members to update a task's percentage of completion, which is often shown in the bars that represent each specific task. |
| The Project Baseline | A copy of the original project plan | Used to measure and compare actual progress to planned progress |
How To Create A Gantt Chart
Now that you know what a Gantt chart is, it’s time to look at creating one. Below, I will walk you through the steps needed to create your very first Gantt chart.
Create Your Project Scope
Manu Sood, a product manager at project management and collaboration software firm, ProofHub, says, “Creating a Gantt chart is about visualizing how work unfolds over time, along with the dependencies and constraints that shape that timeline. The process typically starts with clarity, not the chart itself.”
I completely agree with Sood. The very first thing every project leader needs to do is create their project scope and not think about the Gantt chart for a while. Whether you write the scope on a notepad, in a word processor or the best project management software using collaborative documents or artificial intelligence is up to you. No matter what method you use, you must:
- Clearly outline the project’s goals, objectives and deliverables
- Define the most important deadlines and milestones
- Determine which team members will be involved and what their roles will be on a RACI chart
- Determine if there will be any constraints that may hinder the timeline, such as resource, finance or supply chain issues
Define Project Tasks
Now that you have the scope created, you can list the project’s tasks. Regarding task management, I recommend using one of the software providers listed in our best Gantt charts software roundup, or if you have a tight budget, check out our roundup of best free Gantt chart software. In this step, you must create the tasks, determine who will be responsible for the task and set start and due dates. If you use the Gantt view, you can drag and drop the task bar to the desired start and end dates on the horizontal timeline. You can also use kanban and list views.
Add Milestones and Dependencies
With your tasks in place, you can add key goals (milestones) and determine which tasks are dependent on others. Adding milestones is just as easy as adding tasks. You’ll see that milestones are usually denoted by a triangle, pyramid or a shape of some type. Simply name the milestone and set a date. To add task dependencies, you just drag a line from one task to the task it is dependent on. You will then see a line linking the tasks together. You can see an example of this in the screenshot below.
Manage Your Resources
Gantt charts are not only great for mapping tasks, they’re a fantastic tool for seeing if your team members are over- or underworked. Take a good look at your team’s workload and ensure they won’t burn out or sit at their desks twiddling their thumbs. Use the Gantt chart filter tool to sort and search for jobs assigned to a specific team member. If you have a team member with too much on their plate, reassign work. Alternatively, add more work if they have time.
Share Your Gantt Chart
Congratulations! Your Gantt chart is complete. The last thing you want to do is share the Gantt chart with your team, key stakeholders and clients so that everyone knows what’s in store over the coming weeks and months. If you have used software, such as the platforms in our list of the best free project management software, you can send links to team members effortlessly in the platform or through email. You can also print your Gantt chart and place it in a visible area.
Gantt Chart Advantages and Disadvantages
As with most things in life, Gantt charts come with advantages and disadvantages.
Cristiano Bellucci, a technology and innovation strategy lead at information and communications technology company, Fujitsu, says this about how beneficial Gantt charts can be: “The major benefit is to have a visual tool that represents the status of the project. Every stakeholder can immediately understand the health of the project. Gantt helps project managers follow up with the proper teams or suppliers in order to get the deliverable ready on time. It is an easy way to discuss the issues and risks of the project.”
One of the main benefits of a Gantt chart is that it provides project leaders with a visualization of the entire project. Having every task, dependency and milestone on view can help those in charge identify where bottlenecks may occur, which can lead to much better collaboration and risk management plans. Below are the main advantages and disadvantages of Gantt charts.
Gantt chart advantages:
- Provide full project overviews and help keep teams aligned
- Help manage resources and boost efficiency
- Show tasks and their dependencies, making complex projects manageable
- Help leaders establish realistic deadlines for tasks and the project
- Motivate team members as they can see their progress
Gantt chart disadvantages:
- Can take time to configure correctly at the start of a project
- Can lead to a confusing Gantt chart with little information displayed when involving complex projects
- Does not take into account task difficulty or the amount of work involved
- Can take a significant amount of time to manage when dealing with a Gantt chart with many dependencies
- Does not list task priorities, which can lead to confusion
Gantt Charts and Project Management Software
Everyone has their favorite project management software, but there are a few that stand out to me for Gantt charts. I’ll share my favorite platforms below.
- ClickUp: ClickUp is the most complete project management software available. Its Gantt charts are easy to use, and its suite of collaboration tools makes it ideal for remote teams. It’s also affordable. Learn more in my full ClickUp review.
- Monday.com: I recommend Monday.com to new project managers as the gorgeous user interface, project templates and intuitive tools make it easy to get projects up and running. You can learn more in my full Monday.com review.
- Teamwork.com: A robust suite of project, task, finance and resource management tools awaits those who dive into Teamwork.com. It’s the only platform to rival Monday.com in terms of usability, while its Gantt charts can keep up with the most complex projects with ease. You can learn more in our full Teamwork.com review.
- Asana: I have used Asana’s Gantt charts to help plan everything from mass hiring events to store openings. The tools are intuitive thanks to simple drag-and-drop mechanics, and Asana’s ability to integrate with numerous platforms makes it powerful. You can learn more in my full Asana review.
- GanttPro: Built from the ground up with Gantt charts in mind, GanttPro is one of the best platforms for those wishing to find the critical path. You can easily plot tasks, manage resources and collaborate with team members. Learn more in our full GanttPro review.
Gantt Chart Templates
If you decide to forego project management software and use spreadsheets to create Gantt charts, I highly recommend taking a look at our pages that offer an Excel Gantt chart template and a Google Sheets Gantt chart template. Alternatively, if you will be using project management software, you’ll find that most will supply users with templates that can help create Gantt charts. Below are a few links to popular project management software templates.
- ClickUp – Simple Gantt template
- Monday.com – Best Gantt chart template
- Smartsheet – Gantt chart templates
- Asana – Gantt chart template
Bottom Line
As you can see, Gantt charts are a powerful tool in a project manager’s arsenal. They can help you plan tasks, plot them on a horizontal project timeline, stay on top of milestones and identify the critical path of your project. Not only do they help project managers, but they also help align project teams and motivate them until the final deliverable is handed over to the stakeholders or client. If you follow this guide, I do not doubt that you’ll be able to create a robust Gantt chart that can help you manage a project with minimal fuss.
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Zoom, LinkedIn, Adobe, Salesforce and more
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3
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Frequently Asked Questions (FAQs)
What is the purpose of the Gantt chart?
A Gantt chart is used by project managers to help plan, plot and track tasks, dependencies and milestones that lead up to the project due date.
How do I create a Gantt chart?
You can create Gantt charts using software such as Excel and Google Sheets, or you can use project management software that can simplify the creation of complex Gantt charts.
What are the seven important elements of a Gantt chart?
Seven important elements of a Gantt chart include a task list, task duration bars, milestones, progress indicators, task dependencies, the critical path and the baseline.
