When you need to manage a project too complex for your trusty checklist, a Gantt chart just might be the fix. Gantt charts are visual project management timelines designed for large, structured projects. Whether you’re launching a new software product or organizing a fundraiser, a Gantt chart can help clarify the relationships between tasks, timelines, and collaborators.

This guide will address what a Gantt chart is, why you might want to use one, and how to get started. We’ll also look at some examples of projects that Gantt charts can help manage.

What is a Gantt Chart? Definition and Meaning

A Gantt chart is a project timeline represented as a bar chart, showing tasks on the Y-axis and time on the X-axis. It allows for quick and easy visualization of all tasks required to complete a project.

Here’s an example chart for a planned blog article. The length of each horizontal bar indicates the anticipated length of time the task will take. The start and end of the bar correspond to the start and end dates for the task. For this blog article, the prep phase is scheduled to start on the 5th and end on the 10th, and writing should take 3 days.

Gantt charts allow project managers and collaborators to see:

1. Tasks required to complete a project.
2. Deadlines for each task.
3. Who is responsible for each task.
4. Any dependencies those tasks have (e.g. David can’t send an email announcing the software launch until Josie deploys the code).
5. Current task progress (what’s been completed and what still needs to be done).

Let’s return to our example chart, with our blog article now in progress. Revising the article is dependent on reviewing the draft, and we’re about 75% done writing the article.

Gantt Chart History

While our example is a very modern project, Gantt charts have a long history. The creator of the Gantt chart, Henry Gantt, was a manufacturing engineer and management consultant. He developed the Gantt chart between 1910 and 1915 to track worker productivity in manufacturing processes. It quickly gained popularity and was used to manage major infrastructure projects, including the Hoover Dam.

Still widely used for engineering projects, the Gantt chart has since gained popularity across industries. Gantt charts are now a must-have feature for most types of project management tools.

Advantages of a Gantt Chart

The Gantt chart was designed to keep projects running on time and has several benefits, including:

• Clear visualization: At a glance, you can see every step of the project, how long each one will take, and where in the process you currently are. Other project visuals, like lists or Kanban boards, don’t show task relationships or anticipated duration.
• Improved communication: A Gantt chart offers a single place where all project collaborators can see all project tasks, provide updates, and check on progress.
• Efficient resource management: Gantt charts let you track who will be working on what and when. If someone has too much on their plate, you can reassign some of their work to another collaborator.
• Progress tracking: Track progress on each task and the project as a whole in one place. Progress tracking is particularly helpful for large, complex projects with many individual tasks happening at once. Examples include building a new house or rebranding a company.
• Accurate scheduling: A Gantt chart is a great way to consider the time needed for all the smaller components of a project at once. This helps you estimate how long the entire project will take.
• Risk management: Mapping out dependencies helps you see where the highest risk parts of the timeline are. Say setting up a new staging environment takes exactly five days and you’ve only budgeted five days. You’ll know to be extra careful that your engineers are staying on task that week.
• Drill-down to tasks and subtasks: Gantt charts let you view the whole project, the phases of the project, and the tasks that make up those phases simultaneously. You can decide what level of granularity you want the tasks on your chart to have. Most project management tools will allow you to assign subtasks to each task.

What is a Gantt Chart Used For?

A Gantt chart is best suited for any project with a deadline or projected end date and multiple subtasks. They are especially useful if some of those tasks are dependent on each other or must occur in a certain order. This project can range in complexity from writing a newsletter to remodeling a building.

Let’s look at a few examples, including managing a basic project, a more complex project, and one that requires collaborating with a big team. We’ll also consider some of the best project management software for each use case.

Gantt Chart Example #1: Basic Project Management

You can use a Gantt chart for any project that will take more than a day or two and has some associated tasks. This example is for one person or a small team planning a fundraising event. It provides a simple, high-level overview of what needs to get done and when. There are no extra features, like dependencies, subtasks, or task-level project tracking.

Asana is a good option for mid-sized companies with less complex project needs. Airtable’s spreadsheet-like interface makes it a good upgrade from Excel-based charts. If you only need a simple Gantt chart like this example, a visual planning tool like MindManager might be a good fit.

Gantt Chart Example #2: Complex Projects

Gantt charts can also handle more complex projects, like this manufacturing example. For projects with more moving pieces, you’ll want a chart that allows you to break larger tasks into subtasks, assign tasks to individuals or teams, track progress on individual tasks, and/or visualize dependencies. To create this new product, we need and are using all of these features.

A specialized Gantt chart software like GanttPRO will be customizable to all levels of complexity you need in a Gantt chart but may not have many other project management features. An industry-specific solution, like Atlassian’s Jira and Trello for software development or Procore for construction, is designed to manage the types of complex projects your industry typically handles.

Gantt Chart Example #3: Team Collaboration

For collaborative projects, you want a Gantt chart that assigns tasks to the people who will own them. Color coding, as shown in this example chart for a marketing team’s long-term plan, clearly indicates which tasks belong to which team member. Email reminders or real-time collaboration features can also help keep projects with a lot of contributors on track.

Miro offers features for teams that like to work together in a visual environment, like real-time collaboration. ClickUp may be a good fit for teams where each member has a different working style, as it is highly customizable for individual users.

How to Make a Gantt Chart in 7 Steps

Getting clear on your project, tasks, tools, and timeline sets you up for success when creating a Gantt chart.

Here’s a preview of the process:

• Step 1: Define your project
• Step 2: List tasks
• Step 3: Identify timelines
• Step 4: Choose a tool
• Step 5: Input tasks and dependencies
• Step 6: Create the Gantt chart
• Step 7: Share and update

Step 1: Define your project’s scope and objectives

Start by determining what exactly you want to accomplish. Note what falls outside of this project’s scope to help clarify what you will do. Defining your goals will help you plan your timeline and account for all resources needed.

Step 2: List all tasks, subtasks, and deadlines

Break down your big, project-level goal into all the smaller tasks that need to get done to achieve it. Determine realistic timelines for completing each task when setting your deadlines. Consider how each task deadline will affect your project’s end date. Break tasks into sizes that make sense for the length of your project (e.g. days-to-weeks-long tasks for projects that will span a few months). Add subtask checklists as needed.

Step 3: Identify dependencies and milestones

Identify any tasks that must be finished before other tasks can start. You’ll want to track these dependencies on your Gantt chart and keep these tasks progressing on time, as they can delay your whole project. Write down any milestones where the project moves from one phase to the next as well. Milestones add important mid-project goals and accomplishments to longer projects.

Step 4: Choose a project management tool 

Select a project management tool that meets your needs. Consider integrations, features, and budget. Many project management vendors only offer Gantt charts starting at their mid-level price points. Be sure to check that your package includes Gantt charts.

Step 5: Input tasks, durations, and dependencies into the tool

Plug your list of tasks and deadlines into your project management software. This is a good chance to check that you’ve listed everything that needs to get done and that all your deadlines are achievable. Some software will allow you to import data from spreadsheets, which can speed up this step.

Step 6: Customize the chart with labels, color-coding, or progress tracking

Decide on the right level of complexity for your project, and customize your chart as needed. You may want to color code or label tasks according to who will handle them. You may also want to track partial progress on tasks rather than just complete/incomplete status.

Step 7: Share with your team and update it regularly

Share your chart with your team. You can assign them tasks in your project management software or just share an image of the chart at your next project meeting. Keep the chart updated as the team completes tasks. Make any needed changes to reflect delays so that your finish date stays accurate. Continue to share these updates with your team, or make sure they’re checking the software often.

Find the Right Gantt Chart Software for You

Gantt charts are a great way to track project tasks over time visually. As you’ve seen from the examples here, using a Gantt chart can help keep any project on track and all team members up to date and engaged. Compare how reviewers rate the Gantt chart capabilities of different project management tools on TrustRadius to find the perfect fit for you and your team today.