How to Use Gantt Charts

 

A Gantt Chart is a graphical depiction of a project, tasks, and subtasks on a centralized dashboard. The design layout comprises a vertical column on the left highlighting various activities and horizontal progress bars to easily track tasks, subtasks, timelines, and progress made in each task. The Gantt Chart software simplifies project tracking and managing complex projects with large teams.

 

Below is what a Gantt Chart looks like:

 

Preview of a Gantt Chart


Benefits of a Gantt Chart

 

  • Track projects from a single dashboard by getting a unified view of all tasks and assigned resources
  • Manage time and resources effectively by keeping an eye on every task’s progress
  • Streamline communication and collaboration necessary for tasks
  • Prioritize tasks according to their deadlines
  • Find out tasks that are interdependent and schedule them accordingly
  • Leverage the built-in reporting system to track status, identify bottlenecks, and bridge gaps

 

Here’s how you can work with Gantt Charts:

 

Step 1: On your ProProfs Project dashboard, access a project by clicking on it.

 

Accessing a Project

 

Step 2: Click on Gantt Chart.

 

Changing view to Gantt Chart

 

Step 3: The Gantt Chart and Its Features

 

The Gantt Chart of an ongoing project appears as shown in the screenshot below. The project name (IT Project Management Plan) and its tasks/subtasks are listed vertically on the left. Each of these activities is indicated by its respective progress bar. The orange bar at the top indicates the whole project, while several blue bars indicate all the tasks and subtasks. The progress bars have a start & end date and indicate the duration of the project/task/subtask.

 

A Gantt Chart has several features and enables a user to perform several actions such as add/remove tasks and subtasks, renaming a project, tasks and subtasks, stretching and moving progress bars, etc.
 

Gantt Chart view

 

Gantt Chart Functionality

 

Step 4: View Project Details

 

Click on the project name (IT Project Management Plan), which opens its detailed view on the right to view project details. You can also do this by double-clicking on the orange progress bar of the project. You can see all the project details, such as its duration, description, users, activities, etc.

 

Gantt Chart Project view

 

Step 4.1: Edit Project Details

 

In the project’s detailed view, you can update the following:

 

1. Update the project name.

2. Add a project description.

3. Edit the project deadline.

4. Add/remove resources.

5. Access advanced settings such as progress, color, reminders, notifications, etc.

6. Add a reply and attach files such as images and PDF files

 

Once you’re done, click Save.

 

Editing project details on a Gantt Chart

 

Step 4.2: Edit a Task

 

Like editing a project, you can edit a task by clicking on a task name. For example, click Research & discovery. You can also do this by double-clicking on a task’s progress bar. This will open up its detailed view on the right, where you can see all the task details such as its duration, progress in percentage, and more.

 

View/Edit tasks in Gantt chart view

 

Step 4.3: Task Status

 

You can check the status of each task and subtask in terms of Active, On-hold, and Inactive. The current status of each task is indicated by a circular button attached to a task name. For example, a green circle indicates an active (or ongoing) task. You can change the status of a task by clicking the circular button and choosing one of the available statuses.

 

Change status of Task in Gantt chart view

 

Step 4.4: Add a task/subtask

 

You can add a task and subtask by clicking on the + button.

  • Click on the + button adjacent to the project name to add a task.
  • Click on the + button adjacent to a task name to add a subtask.

 

Add tasks in Gantt chart view

 

Step 4.5: Delete a task/subtask

 

You can delete a task/subtask by clicking on the X button. The X button appears when you move your mouse pointer over a task/subtask.

 

Delete task in Gantt chart view

 

Step 4.6: Projects and Tasks are Collapsible

 

You can expand and contract a project and its tasks by clicking the Collapsible button.

 

Expand task to view sub-task in Gantt chart view

 

Step 4.7: Move a task/subtask

 

You can move a task and subtask to reprioritize them. To do that, move your mouse to the drag and drop icon on the extreme left of a task/subtask, hold the task from there and move it up or down as per your preference.
 

Drag and drop task in Gantt chart view

 

Step 4.8: Move, Stretch, and Contract Progress Bars

 

You can also move, stretch, and contract progress bars to readjust a task/subtask duration.
 

Change duration of tasks by stretching progress bar in Gantt chart

 

That is all about Gantt Chart software.

 

 

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