Optimizing project management with MS Project Gantt charts

In the realm of project management, being meticulous is key to success. Microsoft Project, a powerhouse in project management software, brings a wealth of features to streamline every facet of the process.

One standout feature highly sought after by project managers is the Gantt chart. This tool offers a visual and comprehensive timeline for the project’s life cycle, significantly smoothing out the planning and monitoring processes.

Let’s dive into how to make the most of the MS Project Gantt chart and gain a deeper understanding of its capabilities.

What is a Gantt chart?

A Gantt chart, named after its inventor Henry Gantt, is a graphic representation of a project schedule. It illustrates the start and finish dates of various project components, including tasks and their dependencies.

Advantages of using Gantt charts

Gantt charts play a pivotal role in optimizing your project management processes. When using it correctly, you can expect:

• Enhanced planning and scheduling.
• More efficient resource management.
• More convenient progress tracking.
• More transparent visual communication.

Microsoft Project covers all functionalities that help to get these benefits. But keep in mind that you can find MS Project alternatives (more about it here) that let you get even more out of this PM tool.

Key features of Gantt charts in Microsoft Project

Now let’s see which tools will help you to get those benefits.

1. Task list and timeline

The Gantt chart is usually accompanied with a list of project tasks with WBS on the left. That way you get a better understanding of what needs to be accomplished. The chart itself is a timeline with bars of tasks that you will see on the right in the “Gantt chart” view.

2. Dependencies

Microsoft Project dependencies allows you to define relationships between tasks, showing how they depend on each other for completion. Gantt charts help to depict them.

3. Milestones

These are critical checkpoints or goals within the project, represented on the chart. They help in marking significant achievements and ensuring the project is on the right track.

4. Critical path

The software gives assistance with the critical path identification. Through a Gantt chart. you can spotlight the tasks that may have an impact on the project finalization and mitigate potential delays.

How to use Gantt charts in MS Project?

Here’s your cheat sheet on how to use Gantt charts in Microsoft Project.

Step 1: Create a project

As usual, commence by creating a new project. Set your project’s start date, end date (if known), and other pertinent information under the “Project” tab. Simply select “Project Information” to get started.

Step 2: Create a list of tasks

In the task list view, input all your project tasks directly into the grid. Enhance organization by grouping related tasks under summary tasks, forming a well-structured project outline. Simply indent tasks beneath summary tasks to create this hierarchy.

Step 3: Define task durations and link them

Now specify the duration for each task. Depending on your project length and task granularity it can range from minutes to months. Connect tasks that are related to each other (check here how to link tasks in MS Project).

Step 4: Add milestones

Add milestones by adding tasks and setting their duration to 0 days. It’s quite simple, just enter a name for your milestone in the task name field. For example, “Project Phase 1 Completion.”

Set the task’s duration to 0 days. After entering “0d” in the Duration column for your task, Microsoft Project will automatically recognize it as a milestone. You don’t have to do anything other than that.

Step 5: Assign resources

First, add resources in the “Resource sheet” view. Those can be people, equipment, or materials. Then, go back to your task list and assign resources to each task by selecting the task and then choosing the resource from the drop-down menu in the “Resource names” column.

Step 6: Configure a Gantt chart

Now that you have all the necessary data, it’s time to configure the chart. Right-click on the timescale at the top of the Gantt chart and choose the appropriate scale (days, weeks, months) that suits your project timeline.

Double-click on a task bar to open the “Format bar” dialog. There you can change the bar’s color, shape, and other properties to differentiate phases, milestones, or critical tasks.

Step 7: Track progress

You can monitor project advancements in Microsoft Project using various methods, including setting a baseline (learn how to set a baseline in MS Project here). Prior to project commencement, save a baseline from the “Project” tab. This will preserve your initial plan and let you make comparisons with actual progress.

Additionally, you can update the status of tasks and mark them as complete, change actual start and finish dates, and adjust remaining durations as necessary.

Step 8: Review critical tasks

Don’t forget about the possibility to view a critical path on a Gantt chart. Enable the critical path in the ‘View’ tab and you’ll see all the tasks that affect the end date.

Looking at your Gantt chart you can also detect delays and find out that you need to adjust task durations, dependencies, or resources as needed to get back on track.

How to export Gantt charts?

Most of the teams and managers that use Gantt charts in planning and monitoring of projects, need to share it with the stakeholders from time to time. Exporting a Gantt chart from Microsoft Project can be accomplished through several methods. Let’s see.

1. How to export a Gantt chart to PDF in MS Project

1. Choose the “Gantt chart” view.
2. Go to the “File” menu and select “Save As”.
3. In the “Save as type” dropdown menu, choose “PDF”.
4. Click on “Options” to select what part of the project you want to include in the PDF, such as specific date ranges or details.
5. Save the file.

2. How to export a Gantt chart as an image

1. In the Gantt Chart, zoom and adjust the timescale to display the portion of the Gantt chart you wish to export.
2. Click on the chart area to select it.
3. Right-click and choose “Copy Picture.” A dialog box will appear, offering options for how the picture will look. You can choose to render it “For screen,” “For printer,” or “To GIF image file.” You can also specify the rendering options as “As shown on screen” or “As shown when printed.”
4. Open the document or presentation where you want to include the Gantt chart and paste it.

3. How to export a Gantt chart to Excel in MS Project

If you want to manipulate data or transfer the Gantt chart to Excel:

1. Go to “File” > “Save As.”
2. Select where you want to save the file.
3. In the “Save as type” dropdown, choose “Excel Workbook.”
4. Microsoft Project will prompt you to map the fields you wish to export. Choose the data you need for your Excel version of the Gantt chart.
5. Save the file.

Conclusion

Gantt charts in Microsoft Project are indispensable for project managers aiming for efficient and effective project management. By understanding the added value of these charts and how to use them comprehensively, you can enhance your project planning, resource management, and communication.