How To Create A Gantt Chart In 10 Easy Steps

A Gantt chart is a graphical representation used for depicting a construction project plan and timeframe. It consists of project milestones, sub-activities, and information about resources. Gantt charts function as tools to demonstrate updated schedules and the status of a construction project through shaded lines and real-time updates. 

They can also illustrate sequential and interdependent activities and their relationships in simplified ways. A Gantt chart is an excellent method for providing precise information about a construction project without having to delve into intricate details. 

The best practices for creating Gantt charts

Gantt charts are simple to use, and you can get your team on board by following some of the best practices. Gantt charts involve several features for easy collaboration and coordination in planning construction projects. Here are some best practices for using Gantt charts.

Assign specific tasks or activities to team members

You can easily assign activities to team members based on real-time availability data and relevant skills. Once the activities are assigned, you can view their name on the Gantt chart according to task. 

Introduce customizations

Every construction project is unique and requires special consideration. You can use Gantt charts in ways that are best suited for your project and team. 

You can use color codings to designate different tasks to people associated with particular activities. This gives you a project overview at a glance. Color coding can also be used for depicting different steps of phases for construction projects.

Include relevant files and notes

The capability of Gantt charts goes beyond mere task planning. You can upload relevant images, instruction files, tutorial videos, important links, or notes to clearly explain the task to the team, preventing confusion and achieving high-quality work delivered on time.

Set preferences for email notification

You can customize email notifications to ensure they work best for your project and team. Set notifications for due dates, update the team on the completion of important milestones, alert your team about modifications, and get notified with other real-time updates. 

Features for creating Gantt charts

Gantt charts have undergone a radical transformation since their inception, with cloud-based Gantt charts and tools for new technologies supporting the construction industry in the project management paradigm. Although Gantt chart features can vary from one software to another, they all contain certain fundamental features. 

Summary task

As the name suggests, summary tasks are a brief representation of the main task above various sub-activities. You can use summary task features to categorize similar activities together or designate a particular project phase. 

Using this feature, you can hide sub-activities to provide stakeholders with a clear overview without delving into complex details. You can still get precise ideas about the progress of all sub-activities underneath one main taskbar. 

Milestones

Usually, a diamond symbol indicates milestones on a Gantt chart. A milestone can be defined as a significant achievement, completion of a monumental work, or critical phase of a project. Your construction project involves vital dates that all team members must be aware of. The milestone feature can highlight those dates and indicate successful completion. 

Interlinked activities

The interlink activity feature illustrates sequential tasks linked together. Linked activities are denoted using lines on the chart, and directional arrows signify the sequence of the tasks. You can set dependencies as needed 

Collaboration tools

Collaboration features or tools are an essential part of software-based Gantt charts. With an efficient collaboration feature, you can chat or share a comment about activities for workflow documentation. You can also set alerts for new updates to ensure everyone is on the same page. 

File sharing

File sharing is a subset of collaboration tools. Apart from sharing comments and keeping everyone updated, it’s also an important part of the collaboration.  

You can upload image files, important SOP documents, tutorial videos, forms, and other relevant folders to guide your team members and give them an insightful understanding of each activity. 

Project progress

Understanding planned versus actual deliverables gives management a good overview of the project’s progress. The shading on Gantt charts signifies the actual completion of a planned activity. Make sure you’re setting key performance indicators (KPIs) for the easiest tracking experience. 

Predictive analysis

Apart from sharing real-time updates, Gantt charts also enable predictive analysis. You can use the band chart tools to understand when and where you need to adjust a project timeline to deliver maximum value. When the timeline of a particular task is modified, the time frame of dependencies automatically gets updated. 

How to create a Gantt chart

1. Determine the construction tasks or activities involved in a particular construction project.
2. Determine important timelines and milestones within the construction project, especially start and end dates. 
3. Understand and determine the expected timeframe for successfully completing every activity.
4. Identify sequential activities to mark the order of precedence.
5. Draw a horizontal axis depicting time on the bottom of the graphs.
6. Choose an accurate time scale to represent the length of activities.
7. Represent milestones using diamond symbols.
8. Start assigning activities and tasks to your team.
9. Fill up the empty diamond or the rectangle upon achieving a milestone.
10. Use a vertical marker to symbolize the actual time and progress of the construction project.

Benefits of the Gantt chart

Some benefits of using a Gantt chart include:

• Enhanced team productivity
• Improve team collaboration and communication
• Proper resource utilization
• Effective cost management
• Increased flexibility

Adding each and every minute detail on the Gantt chart may seem tempting. However, too much detail can make your Gantt chart messy and complicated. Maintain the chart to the point where it’s precise. 

Collaboration with Gantt chart tools can help you achieve optimal outcomes.