We explain what a Gantt chart is and what it is for. Also, how to do it step by step, with examples, and its advantages and disadvantages.
What is a Gantt chart?
The Gantt chart, also called the Gantt schedule, Gantt chart, or Gantt table, is a graphic organizer that visually represents the duration of each task or stage of a project a goal or a productive process of a company or an institution.
The Gantt chart is created in the planning stage to determine how much time each activity will take regarding the total duration of a project. In addition, it allows you to organize how the tasks will be carried out with respect to their sequentiality or their overlap, since they can be developed one after another or simultaneously.
This diagram plays a fundamental role in the execution stage of a project, because It is used to control that all activities are carried out on time and to determine if it is necessary to include modifications to the original plan.
The Gantt chart consists of the following elements:
- Activities. They are the different tasks of a project and are noted in the left column or in each bar.
- Time. It is divided into hours, days, weeks, months or years in the top row.
- Bars or lines. Its length indicates how long the activities last and their start and end dates.
- Milestones. They are the key moments of the project that occur because a task or a stage has been completed.
- Dependencies. They indicate that there are tasks whose beginning depends on the completion of others.
The Gantt chart has this name because it was invented at the beginning of the 20th century by Henry Gantt, an American engineer who specialized in the organization and measurement of business productivity.
See also: Timeline
What is the Gantt chart for?
The Gantt chart is used to:
- Represent the planning and organization of a project visually. It is used to see what activities are necessary for a project and when each one will be done.
- Schedule and order complex projects. It is used to see in what order activities will be carried out on projects in which many people participate.
- Manage which people or areas will do each activity. It is used to distribute tasks and to see when the work of each individual or sector begins and ends and when the next one should begin.
- Calculate time, labor and cost of a project. It is used to know approximately when the project will be ready, the number of people who will work, and how much it will cost.
- See how the project is progressing. It is used to see which tasks are complete, which are being completed, and which have not yet started, and to check that everything is working correctly.
- Reorganize work. Once the project has started, any necessary modifications can be made to this diagram to adapt it to the pace and mode of work.
In addition, it is important to highlight that the Gantt chart allows you to plan projects at different levels of organization:
- Strategic level. It is one in which long-term projects are planned that are related to the policies and objectives of a company or organization.
- Tactical level. It is one in which medium-term projects are planned that are related to the general functioning or a specific area.
- Operational level. It is one in which short-term projects are planned that are related to the daily activities of each sector or person.
See also: Project management
How to make a Gantt chart?
To make a Gantt chart, you must follow a series of steps:
- Define what the project will be like. You must determine what you want to achieve with the project and what is needed to carry it out. For example: when planning to open a restaurant, it is necessary to make renovations to the establishment, hire staff and determine what dishes and at what price will be served.
- List all project activities. All activities that are necessary from the beginning to the end of the project must be noted. They are noted in the left column according to their order. For example:
- Determine how long each activity lasts. It should be indicated how long the activities will last, their start and end date and if there are any that overlap or are developed simultaneously. In the top row, hours, days, weeks, months or years are noted, and the duration of each activity is represented with lines or bars. For example:
- Assign tasks. Some diagrams indicate who will perform each task. There are different ways to represent it, for example, each bar or line has a different color to indicate who is responsible for the activity. Additionally, colors are used to indicate the progress of each task. For example, the following details the progress of tasks until the middle of the fifth week:
- Calculate total project time. It should indicate how long the project will last, when it will begin, and when it will end. For example:
- Mark the milestones. The key moments of the project should be indicated with a diamond or rhombus. For example:
- Indicate if there are dependencies. It should be indicated with arrows if there are dependencies between the different tasks. For example:
- Make the necessary modifications. Once the project has started, some dates will likely need to be changed, because a task may take less or more time than expected. For example:
Gantt Chart Examples
This Gantt chart represents how tasks are divided and the duration of each one, in order to better organize the way of working and arrive at the stipulated delivery in a timely manner.
In this case, the Gantt chart is essential, because it allows the dependencies to be represented to better organize the different stages of the process and optimize work times.
Advantages and disadvantages of the Gantt chart
The Gantt chart has many advantages:
- It allows you to see the stages of a project in a simplified and detailed way, since it shows what activities have to be carried out and when and what people or sectors are involved.
- It serves as a guideline for the project manager, who can manage it and, if necessary, reschedule the organization of activities.
- Shows how tasks and work teams are related and if there are dependencies.
- It is essential to avoid problems caused by delays in tasks, reschedule the schedule of activities and find solutions to organizational problems.
- It can be adapted to changes that arise while the project is being carried out.
However, this diagram also has disadvantages:
- It may require a long time to complete.
- It does not allow possible changes or variations in tasks to be indicated in advance, since it represents the only possible guide for carrying out a project.
- It must be constantly modified once the project has started.
- It usually does not allow you to add many details, for example, it is not possible to add descriptions to tasks.
- It may not work for projects that require many tasks, because the information is not well understood.
See also: Action plan
Who should use a Gantt chart?
Gantt charts are used in companies, institutions and in different activities (for example, in architecture and engineering they are used to organize the different stages of a construction).
Those who usually rely on Gantt charts for planning are:
- managers,
- board members,
- area directors,
- work teams, among others.
The purpose is to plan different projects, such as the launch of a product, a marketing campaign, the restructuring of a company and the stages necessary to achieve objectives and goals.
Continue with: Graphic organizers
References
- Durán Asencio, A. (2019). Effective time management. E-learning publisher.
- Galindo Ruíz, CJ (2011). Formulation and evaluation of business plans. Editions of the U.
- Terrazas Pastor, R. (2011). Planning and programming of operations. Perspectives Magazine(28), 7-32. http://www.scielo.org.bo/
