How to make a Gantt chart in GanttPRO: Step by Step Tutorial
Have you decided to manage your project with a special tool, but you still don’t know which one to choose? We introduce you GanttPRO Gantt chart software – an effective way to manage projects of different complexity.
Here is Gantt chart tutorial with 12 easy to understand and follow steps that will help to create your first and future projects.
So, here we go!
1. Creating a new project
Once you log in (using email, Facebook, Google+ or LinkedIn accounts), you will see Add New Project window. Choose first settings for your projects here: name it, set start date and duration step (hours, days, weeks or months). If you plan short-term project, it is better to choose hours or days; for long-term projects it is more convenient to choose weeks and months.
Here you can also choose between ready-made Gantt chart templates (Construction, Software development, Startup, Event planning, Project launch, Design, Web design), choose your own or import one in supported formats (xlsx, .xls, .csv and .mpp).
In our Gantt project tutorial we will choose an Empty template for you to get general understanding of how GanttPRO works.
2. Project settings
Before we proceed with the project, let’s figure out what we have in the Settings.
Project name. Anytime you can rename you project.
Choose Days and Hours or custom own calendar. Here you can set the work schedule, choose days-off, holidays, etc.
Auto scheduling. It is an ability to recalculate task schedules when you change the start date of your tasks or projects or add dependencies to tasks, which effect on the tasks’ start/end dates and durations. The function is on in the default mode.
Estimation. It shows the actual amount of work hours required to complete any given task. It also allows calculating project costs in conjunction with resource’s hour rate. It is off in the default mode.
Week starts on Monday. This day is on in the default mode. You can turn it off if your business week starts on other day.
Today marker – current day marker tooltip.
Duration step. Anytime you can change the duration step in your project. Note, once you change it, each task will have the same step as the whole project.
View mode that is Auto in the default.
Skins. Tired of one and the same colours? Change the skin of your project. You can choose between 4 skins – Terrace, Skyblue, Meadow and Broadway.
Critical Path. It reflects all tasks that directly have impact on your project duration. It is set Hide in the default mode.
Progress. This feature allows you to follow progress of each task and project on the whole. You can choose between two options – based on duration or average.
3. Working with tasks
As you see, an empty project template already includes tasks and subtasks. Project task is the whole project estimate. Of course, it depends on all tasks in a project. Here you also see start and end date of it.
If you need to add new tasks and subtasks (you will definitely do it), you can choose between two ways. The first one is to click +Add a task at the bottom of your projects. The second one is to click + on the right of the task setting line and choose Add a sibling task.
In that line you can also add subtasks. Once you do it, the task will turn into a group of tasks. Duration of all subtasks will affect the duration of whole group of tasks.
When you create a task, you can set start/end date for it and its duration.
4. Adding team members and assigning tasks to them
Usually projects involve several team members. How to add them and assign tasks? It is very easy.
On the left there is Team and roles button. Clicking on it, you will see a pop-up window where you can add project participants: all you need is to add an email address of a person you want to invite.
After that you can assign tasks to team members.
A milestone is any significant moment or event in your project – it is not necessary project’s completion. With this feature it is impossible to lost important points in your work.
Milestones are easy to add. Click on + on the right of the task setting line and choose Add sibling milestone. This is how it looks in your project.
Note: if you reschedule your project, your milestones will be rescheduled too.
6. Setting dependencies and percentage of completion
Tasks in projects are connected. End date of one task may give start date for another one. GanttPRO allows you to set dependencies between events: simply do it with those small circles in your chart. Just drag it and connect with a needed event or action.
One more feature is setting task’s progress. This is where a small triangle slider helps. Drag it and change the progress.
7. Critical path
Projects usually have the shortest time period to be considered complete. This path (shortest time) is called critical path. Thanks to this feature a manager knows what requires special attention in a project for its quickest fulfilment.
As you remember, this function is turned off in the default mode. If you need it, just choose Show in the settings.
8. Project resources
GanttPRO is also an effective tool for project resource management. All you need is to set costs for each resource: our cost estimating software will automatically calculate the whole costs for a resource as well as the whole project costs.
That is not all. Our Gantt chart software will help to reallocate tasks if needed and give the best combination to reduce costs.
9. Filter, Group by Resource and Zoom
Choose Filter button to sort tasks in your project by its name or assignee.
Grouping by resource shows the number of tasks assigned to each resource. It is off in the default mode.
Choose Zoom to change the way your chart is presented: hours, days, weeks, months, quarters or years.
10. History of changes, undo and back to previous version functions
After clicking on History button, on the right you will see a window with all made actions in your project.
Have you made something wrong? Do you want to undo this step? Or maybe even restore the version that you had yesterday? Now it is all possible: simply browse all changes in your project and restore them if needed. All your data are stored forever.
In this window you will also see changes made by anyone from your team. It is all reflected in activity feed: change itself, avatar of a person who made it and time when it was made. Thus, it is easier to have greater collaboration with the team.
11. Comments and attachments
To have a successful project, you need close collaboration – it goes without saying. With GanttPRO online project management tool you can comment on tasks and attach needed documents. All these functions you will find on the left.
12. Sharing, exporting and saving as a template
Share your projects with clients and colleagues via email or using a link; give them access rights – view or view and edit.
You can export a project in PDF, Image, Excel or iCal formats. It is also easy to include it into your multimedia presentation.
As we said above, you can also save your project as your own template.
Our Gantt tutorial is a 12 steps instruction that will significantly ease your work with GanttPRO. We keep on improving the app, and we will really appreciate if you leave us your feedback on it. We are striving to provide you with the best experience of using Gantt charts.