If you are a project manager, you most probably know how difficult it can be to handle a large project. With projects with tight schedules, one wrong thing can lead to another, which can ultimately lead to a project’s failure. Luckily, we have tools that help us manage project schedules, and one of these tools is the Gantt chart.
The Gantt chart is one of the most prevalent tools used by managers for scheduling projects. Gantt chart scheduling is common, especially in mid-sized to large projects. Projects of these sizes benefit from Gantt chart scheduling because a Gantt chart provides a basic outline of the project’s tasks. Hence, the manager can quickly see which tasks are falling behind or keeping up with the schedule. Of course, if a project is relatively small, you may not need to employ Gantt chart scheduling at all.
A Gantt chart is composed of a horizontal timeline and a vertical list of the project tasks. The timeline’s total length corresponds to the projected duration of the entire project. This timeline can then be divided, usually in weeks. The divisions can depend, for example, on the frequency of the reports. Weekly divisions of the timeline may suggest that a fresh update is presented weekly.
Parallel to each of the tasks, just right under the timeline are bars or lines, which signify the schedules of the tasks themselves. The length of these lines or bars will depend on the task’s estimated duration. Their start and end points signify the actual start date and the planned completion date for a certain task.
These bars may also be color-coded, for a number of reasons. One reason for using color codes is to indicate which people are assigned to do certain tasks. For example, on your Gantt chart, you may have bars colored blue, red, or green, which can signify work designated to architects, construction works, or painters, respectively. By employing color codes, you are able to group the tasks, and manage them easily. Color codes may also signify progress. A light blue bar may signify a task that has not yet started. As the task takes place, a darker blue shade may start to fill up the light blue bar, which can signify the percentage of the work completed.
Most Gantt charts also feature connecting lines or arrows to represent dependencies and critical paths between tasks. Since there are tasks which depend on other tasks’ completion, the project manager can use the Gantt chart to arrange the tasks according to their prerequisites. For example, since you cannot build something without obtaining your building materials, you will logically have to place “acquisition of construction materials” before the actual construction work begins. The same applies to shipping; if you want to ship to spain a large number of goods, it might require some serious planning, which a gantt chart can help with.
Having these features, a Gantt chart can definitely help in scheduling situations. Since you are able to see the entire project at a glance, you will able to check on the flow of the tasks in your project. You will then be able to tell if the allotted time for a certain task is realistic. You will also be able to see any problems or danger-prone areas that can pose a threat to your project, enabling you to make the necessary corrections before they even happen. In projects where schedules are so tight and where deadlines are strict, there can be no margin for error. Prevention is better than cure, and employing Gantt chart scheduling in your project can just be the prevention you are looking for.