How do you communicate and collaborate with stakeholders and team members using gantt charts?

1 Define your project scope and requirements

Before you start creating your gantt chart, you need to have a clear and agreed-upon definition of your project scope and requirements. This means you need to understand the problem you are trying to solve, the objectives and deliverables of your project, the assumptions and constraints you are working with, and the criteria for success and acceptance. You also need to involve your stakeholders and team members in this process, and make sure they are on the same page about the project scope and requirements. You can use various techniques, such as interviews, surveys, workshops, brainstorming, user stories, or use cases, to elicit, analyze, validate, and document your requirements.

2 Create a work breakdown structure

Once you have defined your project scope and requirements, you need to break them down into smaller and manageable tasks. This is called a work breakdown structure (WBS), and it helps you organize your project into logical phases, deliverables, and activities. A WBS also helps you estimate the effort, duration, and resources needed for each task, and assign roles and responsibilities to your team members. You can use a hierarchical diagram, a spreadsheet, or a software tool to create your WBS. Make sure to review your WBS with your stakeholders and team members, and get their feedback and approval.

4 Update and monitor your gantt chart

A gantt chart is not a static document. It is a dynamic and flexible tool that reflects the changes and uncertainties of your project. Therefore, you need to update and monitor your gantt chart regularly, and communicate any changes or issues to your stakeholders and team members. You can use your gantt chart to track the actual vs. planned performance of your project, measure the progress and completion of each task, identify any deviations or delays, and adjust your schedule, resources, or scope accordingly. You can also use your gantt chart to report on the status and achievements of your project, and celebrate your milestones and successes.

5 Collaborate and communicate with your gantt chart

A gantt chart is not only a tool for planning and tracking your project, but also a tool for collaborating and communicating with your stakeholders and team members. You can use your gantt chart to align your expectations and goals, clarify your roles and responsibilities, resolve any conflicts or misunderstandings, and solicit feedback and input. You can also use your gantt chart to engage your stakeholders and team members, motivate them to complete their tasks, recognize their contributions, and foster a sense of teamwork and ownership. You can share your gantt chart through various channels, such as email, online platforms, meetings, or presentations, and make sure it is accessible, understandable, and relevant to your audience.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?