Gantt Chart Love

In this series of posts, I share what I’m learning as I make my way through Project Management Simplified, a Lynda.com course with management consultant, Chris Croft.

Step 6 of Croft’s The Twelve Steps to Manage a Project Successfully is to draw the Gantt (bar) chart for the project.

Croft begins by saying why he loves Gantt charts.

  1. They are the best way to show your project plan to other people, including getting people to commit to your plan.
  2. You can use them to forecast when the busy periods are going to be. You can see if you are going to have several tasks all hitting you at the same time or not.
  3. Monitor progress. (Croft’s pick for the most ) You try to keep up with the now line.

Croft really loves Gantt charts. He takes 8 minutes to illustrate how to draw a Gantt chart. (He also has a separate one-hour-and-seventeen-minute course, Learning Gantt Charts.) But I thought I would spare you that and just share the video, How to draw a Gantt Chart in less than a minute by SA Project Management in South Africa (see below).

I also found this Gantt Project Planner Template on Excel, for your Gantt chart pleasure. Get in touch if you need any help figuring out how to use it.

There are a few key points you need to know besides the basics of how to draw the Gantt Chart:

  1. Draw the critical path (the flow of tasks that will take the longest amount of time) first. All the rest of the tasks will need to take place within this time frame, so it makes sense to put this one in first.
  2. Then add in floater tasks (tasks that fit in somewhere simultaneous to the critical path). Sometimes you will put in floating tasks that are dependent on each other. For example, hiring of a program manager may come before the recruitment of a focus group, because the program manager is going to be involved in the recruitment. These tasks that are linked in some way are described as “sharing a float.”

Do you love Gantt charts? Even if you don’t love them, do you use them? Share your thoughts in the comments below.

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List Tasks

In this series of posts, I share what I’m learning as I make my way through Project Management Simplified, a Lynda.com course with management consultant, Chris Croft.

Step 2 of Croft’s The Twelve Steps to Manage a Project Successfully is to list the tasks associated with the project. David Allen, the author of Getting Things Done: The Art of Stress-Free Productivity, defines a project as any outcome that takes more than one step to accomplish. But Croft lists examples such as “hire manager” or “purchase furniture” that certainly take more than one step. Really, he is talking about sub-projects.

Croft reviews three ways to list these sub-projects: right brain, left brain, and someone else’s brain.

  1. Right Brain: Host a brainstorm party with your team. Set up an environment where people are explicitly encouraged to come up with lots of zany ideas. Aim for quantity over quality.
  2. Left Brain: Take the relevant ideas and put them into an tree-diagram known as a work breakdown structure (WBS). For example if the project is a conference, your categories might be participant recruitment, presenters, site, etc. You can start doing it with paper and pen, but eventually you will want to share your WBS with someone else. I think PowerPoint is good software for creating this kind of document and I used it to create an Idea Tree Template that you can download.
  3. Someone Else’s Brain: Take your new fancy, schmancy WBS to knowledgeable people and ask for their feedback and ask them what is missing. You can also research topics you’re not familiar with and try to determine if you’ve missed anything.

Croft discusses the problem of “granularity.” How detailed should your list be? If your categories are too broad, it will be impossible to determine the costs. But if you get too detailed it becomes unworkable.

Croft’s rule-of-thumb is to break tasks down until they take no more than a week. He suggests that any longer than that makes it hard to hold people accountable—if a task is scheduled for a month, you might not know until the end of the month that the work isn’t getting done.

How do you identify the tasks required for a project? Share your process in the comments below.