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What are the steps to create a Gantt chart?

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A Gantt chart is a visual tool that helps you plan, manage, and track the progress of your projects. It shows the tasks, dependencies, durations, and milestones of your project on a horizontal timeline. Gantt charts are widely used in project management, especially for complex, multi-phase, or collaborative projects. In this article, you will learn the steps to create a Gantt chart for your own project.

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Oseghale Okohue BEngr. Msc. MBA. DBA. Prince2?Practitioner

Snr. P6 Planner, Project Manager & Power BI Data Analyst | EPICM, Offshore Engineering, Renewable Energy (HVDC & HVAC…
Motshegetsi Gabosenkelwe

Senior Consultant Project Management at Institute of Development Management
Muhammad Jaon MCIPS

CIPS certified Procurement and Supply Chain Professional

1 Define your project scope and goals

Before you start creating a Gantt chart, you need to have a clear idea of what your project is about, what you want to achieve, and what are the main deliverables and outcomes. You can use a project charter, a scope statement, or a SMART goal framework to define your project scope and goals. This will help you identify the scope, time, cost, quality, and stakeholder expectations of your project.

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Motshegetsi Gabosenkelwe

Senior Consultant Project Management at Institute of Development Management
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Decompose your project to tasks and subtasks, add durations and resources, determine the dependencies taking into account leads and lags, resource level your schedule

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Muhammad Jaon MCIPS

CIPS certified Procurement and Supply Chain Professional
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Purpose for Gantt chart is: 1- represent a project schedule 2- Task breakup 3- Start and End date of each Task 4- Helping in understanding the overlapping Tasks 5- Monitoring the project progress 6- Helping in planning It is very important to add the Milestones.

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Alexander Lapeto

Transformational Leader in Business Process Management & Organizational Development
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I would offer to understand decomposition of works. Usually it’s about 4-5 levels. First level it’s name of target and then phase and than tasks or group of works

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Nilesh Waghchoude ??

? Best Selling Author ? UK NRI's #1 Career, Leadership & Business Success Coach for 15+ Yrs ? Personal & Business BRAND Consultant ? Follow to ATTRACT Better Opportunities, Financial FREEDOM & Success ? Be Unstoppable ??
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Excellent question! A well-crafted Gantt chart is a project manager's secret weapon. To create one, break down your project into tasks, identify dependencies, and estimate durations. Software can help, but the key is clear visualization of your project roadmap. This empowers proactive planning and boosts your success!

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2 Break down your project into tasks and subtasks

The next step is to break down your project into manageable and measurable tasks and subtasks. You can use a work breakdown structure (WBS) to organize your project into hierarchical levels of activities, deliverables, and components. A WBS helps you define the scope, sequence, and dependencies of your project tasks. You can use a spreadsheet, a mind map, or a software tool to create a WBS.

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Muhammad Jaon MCIPS

CIPS certified Procurement and Supply Chain Professional
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Excel is also a great basic tool to prepare a Gantt Chart. It is easy to learn the Gantt chart on excel by free tutorials available in excel itself.

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3 Estimate the duration and resources of each task

Once you have your project tasks and subtasks, you need to estimate how long each task will take and what resources you will need to complete it. You can use historical data, expert opinions, or estimation techniques such as the three-point estimate or the PERT method to estimate the duration and resources of each task. You should also consider the availability, skills, and roles of your team members and assign them to the appropriate tasks.

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4 Create a Gantt chart using a software tool or template

Now that you have your project tasks, durations, resources, and dependencies, you can create a Gantt chart with the help of software tools or templates. Microsoft Project, Excel, Google Sheets, Asana, and Trello are just some of the software tools and online platforms you can use to create and customize Gantt charts. Alternatively, you can use a premade template or create your own using a spreadsheet or a drawing tool. When creating a Gantt chart, you need to list your project tasks and subtasks on the vertical axis and draw horizontal bars for each task that represent their duration and position on the timeline. Additionally, vertical lines or markers should be added for milestones or key dates of your project. You should also show the dependencies or relationships between tasks using arrows or lines, as well as add colors, labels, or symbols to differentiate the tasks, resources, or status of your project.

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5 Update and monitor your Gantt chart throughout your project

A Gantt chart is not a static document, but a dynamic and flexible tool that you need to update and monitor throughout your project. As your project progresses, you may encounter changes, risks, issues, or delays that affect your project schedule. You need to update your Gantt chart accordingly and communicate the changes to your team and stakeholders. You also need to monitor your Gantt chart regularly and compare the actual performance of your project with the planned performance. This will help you identify any variances, gaps, or deviations and take corrective actions if needed.

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Esther Augustin

Maintenance Execution Specialist - Shutdown | Major Shutdown Scheduler, Planner | Advanced MS Project Scheduler | SAP ERP - EAM - S/4HANA Trainer and Back End Builder | OKR & KPI Maven
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Understanding baselines and burn down charts is a powerful concept within project management. Using the fundamentals in project management is vital to the tracking of the overall project.

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6 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?

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Oseghale Okohue BEngr. Msc. MBA. DBA. Prince2?Practitioner

Snr. P6 Planner, Project Manager & Power BI Data Analyst | EPICM, Offshore Engineering, Renewable Energy (HVDC & HVAC Power Cables, Wind, Solar, BESS, Grid Code Compliance (G99, G5/5, P28) & Integration)
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Creating a Gantt chart in engineering project management involves: I. Listing project tasks. II. Estimating task durations. III. Sequencing tasks. IV. Identifying dependencies. V. Allocating resources. VI. Plotting tasks on a timeline. For instance, in an energy project, tasks like site preparation, construction, and testing would be plotted, aiding in scheduling and tracking progress efficiently.

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Muhammad Jaon MCIPS

CIPS certified Procurement and Supply Chain Professional
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It is important to take care for critical activities and long lead item. Better to color code the critical and long lead activity differently.

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What are the steps to create a Gantt chart?

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1 Define your project scope and goals

2 Break down your project into tasks and subtasks

3 Estimate the duration and resources of each task

4 Create a Gantt chart using a software tool or template

5 Update and monitor your Gantt chart throughout your project

6 Here’s what else to consider

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