Gantt Chart Information
Many people are not aware of what a Gantt chart is, the history of Gantt charts,
why Gantt charts are used, how to make a Gantt chart, and why
you should be using Gantt charts to manage
projects. This page is dedicated to answering some of those questions.
What is a Gantt chart?
The Gantt Chart definition from the American Heritage® Dictionary of the English
Language, Fourth Edition
is:
A chart that depicts progress in relation to time, often used in
planning and tracking a project.
MSN Encarta, an online encyclopedia from Microsoft, provides a slightly
different definition:
scheduling chart; a chart in which horizontal
lines show the actual and projected amounts of time involved in completing a
particular task or reaching specific levels of production.
Both definitions are accurate and useful. The Gantt chart definition
provided by American Heritage is more descriptive of the purpose of a Gantt
chart while the MSN Encarta definition is more interested in the nuts and bolts
of how Gantt charts are presented.
Gantt Chart History
The Gantt chart was conceived and developed by Henry L. Gantt, an American
engineer and inventor who pioneered the fields of project management and
management consulting.
Henry Gantt was very interested in worker productivity and industrial
efficiency, and developed charts to help him measure these qualities. Gantt was
the inventor of the task and bonus system of paying employees and supervisors.
Managers were paid more for effectively training their employees to do tasks
more efficiently and a chart similar to the one we now know as a Gantt chart was
used to measure worker productivity. Specific tasks were measured over specific
time frames, much like the Gantt charts we use today.
Gantt used his talent to help Bethlehem Steel become dominant in steel
production and distribution. He later worked with the U.S. government, helping
them to streamline their shipbuilding process in preparation for World War I.
The US government later used Gantt charts in its major construction projects,
such as the Hoover Dam and the Interstate Highway System. Most branches and
departments in the US government still use Gantt charts today.
Born in Calvert County Maryland, Gantt attended Johns Hopkins University and
lived from 1861-1919.
Why Use a Gantt Chart?
The best reason to use a Gantt chart is clarity.
Rather than writing down your tasks and trying to visualize in your mind what
tasks need to be done and when, creating a Gantt chart allows you to take that
picture from your mind and make it tangible. It is literally a picture of your
project plan from start to finish.
A timeline is stretched across the top of the page.
Tasks are listed down the left side of the page.
Horizontal lines extend from left to right across the page. The horizontal line
for each task starts below the timeline value that corresponds with the start
date/time of the task. The length of the line grows as the length of time
allocated for completing the task grows. It ends below the timeline value that
corresponds with the end date/time of the task.
A picture of a Gantt chart is below. Click on the image for a larger view:
Isn't it much easier to conceptualize a project using a chart like the one above
rather than using text notes and task details?
Text notes and detailed task descriptions have their place (mainly when it comes
time to do the individual task) but Gantt charts are invaluable for visualizing
your project plan.
How To Make a Gantt Chart
There are several ways to create a Gantt chart:
1. Drawing - This is the most simple solution. Simply draw the chart by creating
a time line across the top of the page and listing each individual task down the
left side of the page. Extend horizontal lines from left to right for each task.
Begin the horizontal line under the timeline value that corresponds with the
start date/time of the task. End the horizontal line under the timeline value
that corresponds with the end date/time of the task.
2. Microsoft Project (or similar comprehensive project software) - Software
programs like MS Project allow you to manage complex projects and create charts.
These programs are very detailed and extremely expensive (hundreds to thousands
of dollars). They also take a very long time to learn. If you are technically
inclined and money is no object, you may want to look at a solution like MS
Project.
3. Microsoft Excel - This is an often overlooked tool that can be very
useful for managing a project. You can set up the dates across the top of
the page, list your tasks in the left margin and fill in the intersecting
cells depending on each task length. You can also use conditional
formatting, which was introduced in Excel 2003, to set up smart logic that
will allow you to automatically create Gantt charts. The advantages of this
option are its low price and wide compatibility.
Why You Should Use Gantt Charts To Manage Projects
Clarity: Never wonder what needs to be done and when it needs to be
done. Having lots of loose notes or even a text outline can lead to doing tasks
in the wrong order or spending more time on tasks than you should. When you use
a Gantt chart, your entire project plan is presented visually. You will always
know what you should be doing, when you should be doing it, and how long you
should be spending on each task.
Communication: Sometimes we need to share our project plans
with other stakeholders. These stakeholders could be management, employees,
vendors, contractors or anyone else involved in creating and managing your
project. Presenting them with a visual depiction of your project plan is much
easier than trying to explain the project verbally or in writing. Gantt charts
are invaluable communication tools, especially since we now live in a very
visual and media-driven society.
Organization: A Gantt chart can help you stay organized.
Creating a Gantt chart forces you to plan a project from start to finish. This
causes you to get organized and gets you thinking about each individual task and
how they relate to the project as a whole. The organizational benefit of going
through the Gantt chart creation process can not be overstated.
Reduced Stress: When you are able to see your entire project
plan in front of you and can visualize each individual task as it relates to the
overall project, you will not feel stressed or overwhelmed. You will see a
finite start and end date for each task and for the overall project. You will
feel organized and in control of the project in a way that you might not
otherwise feel.
Impressive: If you have a boss, investors or anyone else who
you wish to "buy in" to your project plan, creating a Gantt chart can do wonders
for your cause. It is always impressive when someone walks in with a visual
depiction of a project plan in the form of a Gantt chart. It shows that you are
organized, serious, and committed to the project management process. No amount
of text communicates your project plan better than showing someone a Gantt
chart.
Conclusion
We hope you have enjoyed reading about Gantt charts. If there is any information
that you feel we should add to this page, please let us know. We firmly
believe in the value of Gantt charts in managing projects and communicating your
project plans to others.
Happy Gantt Charting!
