Gantt Chart
Mapping Out Project Timeline
What is a Gantt chart? Gantt charts illustrate what needs to be done (the tasks) and when (the schedule). The vertical axis (on the left) displays a list of tasks or events, and the horizontal axis (on the top) is a timescale. Tasks and events are represented by bars whose length and position reflect their start, duration, and end dates.
Gantt charts are commonly used in project management, and online diagramming tools like Excalidraw make it easy to design and collaborate on them.
Types of Gantt Chart Dependencies
When creating Gantt charts, dependencies clarify the relationship between the different tasks. They help to indicate which tasks should be completed first for smooth project execution. Gantt chart dependencies can be classified into four types:
Finish-To-Start dependency
A finish-to-start (FS) dependency occurs when the initial task must be completed before the next task can begin. If the initial task is completed behind schedule, the next task will also begin behind schedule as a consequence.
When to use
The finish-to-start dependency is ideal for any project that has a clear sequential order and cannot overlap. This dependency is the most commonly used and the easiest to understand.
Start-To-Start dependency
A start-to-start dependency (SS) happens when the second task cannot begin until the first task has started. It can be used when tasks are happening in parallel (although they don’t have to), but one must begin before the other can proceed.
When to use
The SS dependency suits projects that require two or more tasks to begin simultaneously or shortly after one another. For example, before you start to A/B test website elements, you should publish the site.
Finish-To-Finish dependency
A finish-to-finish (FF) dependency occurs when the initial task must be completed before the next task can be completed. The tasks are closely linked and may occur simultaneously, but task B's completion is dependent on task A.
When to use
The FF dependency is ideal when multiple tasks need to be completed simultaneously to proceed to the next phase of the project.
Start-To-Finish dependency
A start-to-finish (SF) dependency is the inverse of the FS dependency. With SS dependency, the secondary task must begin before the initial task can be completed.
When to use
The SS dependency is less common but can be useful in situations where the completion of one task depends on the start of another, like team or system handovers.
Summary
Gantt charts are important in project management for visually representing project schedules and task relationships. They use dependencies to illustrate how tasks are connected, ensuring clear and well-structured workflows. The four most common dependencies are finish-to-start, start-to-start, finish-to-finish, and start-to-finish, each of which helps define task order and timing.
Specific Examples and Use Cases for Different Professions
Project Managers
Project managers can use Gantt charts to create a visual timeline that shows all the components of a project plan.
Software Developers
Software developers can create product roadmaps by mapping software development tasks on a Gantt chart.
Web Designer
Web designers can use Gantt charts to track the entire design process, from the planning stage to the final user testing phase.
Trainers
Trainers can create Gantt charts to visualize the progress of a training or a course. The Gantt chart can be shared with course participants to understand the course's progress better.
Best Tips and Tricks for Creating Gantt Charts
Best Practices for Designing Gantt Charts
- Review scope baseline: Creating a Gantt chart without a clear objective is next to impossible. Before creating a Gantt chart, write down each team member's responsibilities, the chart's goals and requirements, major deliverables, and key milestones.
- Add key project milestones: To clarify what needs to be done and when, add key project milestones into different tasks. Start with a list of the project's major phases, then itemize all the steps and deliverables required.
- Estimate durations: Review the sequencing of tasks, resources, and potential risks to estimate the task duration, which is the time between the start and end of an activity.
- Track progress: Continuously track your tasks' progress and ensure they're completed on time. If not, identify the cause of the delay, communicate with those affected, and adjust the timelines if needed.
- Add comments: Gantt charts are great for following project progress, but they can be limited in information. Adding extra context through comments is a good idea so everyone is on the same page.
Common Mistakes to Avoid
- Overcomplicating the chart: Making your Gantt chart too complex reduces its effectiveness and the chances that your team members understand it. Keep it clear and focused on the most critical tasks and expand if necessary.
- Overlooking feedback: Early on, make sure you communicate with team members and ask for feedback. Once you send the Gantt chart for review, expect to receive feedback and iterate accordingly.
- Ignoring holidays and weekends: When creating your Gantt chart, make sure you account for weekends and holidays to prevent unrealistic deadlines or project delays.
- Neglecting dependencies: Dependencies help to illustrate the difference between different tasks. Ignoring them can lead to misaligned timelines, resource conflicts, or project completion delays.
- Not updating the chart regularly: Gantt charts are living documents that should be updated regularly. Share the same project with your colleagues and update the chart to guarantee it is always up to date.
How to Make Gantt Charts in Excalidraw
- Use the Text to Diagram tool: Use Excalidraw’s AI tool to create Gantt charts by prompting it and describing what you want to see. This will give you a good starting point, and you can make adjustments if needed.
- Use shortcuts: Press R or 2 to select rectangles, T or 8 to add text, I to pick a color from the canvas, and optionally use Cmd/Ctrl+Arrow to create nodes.
- Collaborate with coworkers: Invite coworkers and collaborate on the Gantt Charts using comments. Use the Voice hangout feature to talk and share your screen in real-time.
- Choose different colors: Different colors help to illustrate the status of each task in your Gantt chart. Green can be used for completed tasks, grey for pending tasks, red for delayed tasks, and so on.
PLUS
In Excalidraw, you can collaborate on Gantt charts with your team in real-time, share via simple links for immediate feedback, and utilize versatile export options. Try Excalidraw+ for PLUS features like comments, read-only links, extra AI prompting, presentation tool, and more.
