GanttPRO is widely known for its advanced project planning and management capabilities based on an online Gantt chart. It helps to schedule and control projects competently, visualizing every small detail yet showing the work from a bird’s eye view.
However, not all of GanttPRO’s capabilities are immediately apparent. Much like a good wine, the true depth of its features unfolds over time.
In fact, this online Gantt chart software offers more than meets the eye. Its non-obvious yet powerful features can transform how you plan and execute projects. By leveraging advanced settings and pro tricks, you can work smarter, not harder. These often-overlooked features may become a key to reducing manual effort, improving team collaboration, and staying ahead of deadlines.
In this article, we explore 15 smart capabilities that unlock the full efficiency of GanttPRO. You’ll get the hidden gems and advanced tricks to significantly improve your productivity and take your project management skills to the next level.
Contents:
- Ready-made templates for a quick start.
- Task dependencies beyond finish-to-start for smart scheduling.
- Milestones to mark key project stages.
- Auto scheduling to track project schedules and adjust timelines instantly.
- Drag-and-drop for instant adjustments and maintaining visibility.
- Baselines to compare planned vs. actual progress.
- Critical path for efficient task prioritization and timely project completion.
- Custom fields for tailored project management.
- Instant collaboration to get involved in a project and track changes in real time.
- Virtual resources for task management without real team members.
- Bulk actions to save time on repetitive work.
- Quick filtering for instant data insights.
- History of changes to track every detail of your project and have its backup.
- Project export for sharing with clients or stakeholders.
- Shared private link for quick access without registration.
1. Ready-made templates for a quick start
Users often need to create multiple similar projects in a short period. Starting each project from scratch can be time-consuming. That’s why using pre-made templates is a much more efficient option.
This option is actually available in GanttPRO. The collection of preconfigured Gantt chart templates is one of its pro features.
No matter the type of project you’re working on, you’ll find a customizable solution that will suit your unique goals and needs.
These templates can be applied to various industries and spheres including:
- IT/software development.
- Construction.
- Product launch.
- Marketing.
- Professional services.
- Consulting.
- Web design.
- Retail.
- Event planning.
- Education, and more.
Tip: save your successful project as a template if you have already created one and reuse it for similar projects later.
Where to find: click the Create a new project button located in the top left corner of your page. You’ll get the settings window where you can pick up an appropriate template to work with.
In case you want to save your project as a new template, find the corresponding option by clicking on the settings icon in the upper right corner of your page.
2. Task dependencies beyond finish-to-start for smart scheduling
The capability to set task dependencies is highly valued by project teams working with GanttPRO. It helps to define interconnected activities and their order, follow progress, anticipate possible roadblocks, allocate resources properly, and more.
This is how George Rossle, a production manager at A+ Construction Pro, evaluates the power of this feature:
With GanttPRO, I do not lose control of tasks and their dates. Once I create a dependency, I am sure I won’t mess up or lose something. In the tools we used before, it was difficult to do.
As many users, you may only apply Finish-to-Start (FS) dependencies. It is when one task can’t start before another one finishes.
However, GanttPRO supports three other dependency types:
- Finish-to-Finish (FF) — when one task can’t be finished before another one finishes. This dependency type is useful for parallel workflows.
- Start-to-Start (SS) — when one task can only start after another one has started. It helps sync activities that should begin together.
- Start-to-Finish (SF) — when one task can only be finished once another task has started. This type is often overlooked but powerful in certain project flows.
Tip: consider lags and leads to fine-tuning task relationships for more realistic scheduling. If you increase or decrease the time for a certain task with dependencies, all other tasks it is connected to will also move on a timeline.
Where to find: you can set dependencies with the help of intuitive drag-and-drop or by configuring them within the task settings section.
3. Milestones to mark key project stages
Projects often contain numerous tasks and events. Some of them stand out due to their importance and scale. That is why it is crucial to visualize these key tasks in a special way.
In GanttPRO, it can be easily done with the help of project milestones which are visualized as diamond-shaped checkpoints on a chart. They typically don’t have any duration. They just measure the progress between project completion.
Tip: determine important phases of your project (like initiation, planning, execution, monitoring, and closing) and represent them as milestones. These key points will help keep your team aligned and focused on achieving the overall goals.
Where to find: you can add such key points by clicking Add a milestone at the bottom of a task list. Another way to do it is to find the three dots on the right of the task settings line and also click Add a milestone there.
4. Auto scheduling to track project schedules and adjust timelines instantly
The Auto scheduling feature provides a great opportunity to recalculate your tasks and project schedules in case any changes occur.
With this feature, you can follow your project schedule without inaccuracies and track all task dependencies.
Tip: enable Auto scheduling to avoid manual adjustments when your project timeline changes.
Where to find: to switch on the feature for tracking all the changes in your schedule, go to the Project settings that are located in the upper-right corner.
5. Drag-and-drop for instant adjustments and maintaining visibility
GanttPRO allows you to adjust tasks directly on a Gantt chart by using the drag-and-drop feature.
With this feature, you can quickly move tasks and milestones without manually entering data. It offers flexibility and immediate visual feedback.
Dawn Broschard, the data analyst, rates this feature as follows:
I really like GanttPRO because it’s so easy to use and helps me keep track of my projects. I can quickly drag-and-drop tasks and collaborate with my team in real time.
This streamlined process simplifies tracking progress, adjusting delays, and managing dependencies, ultimately improving both efficiency and accuracy. It also fosters collaboration, as team members can make adjustments on the fly, keeping a project on track with minimal effort.
Tip: use Zoom for precision. If you’re moving tasks with very specific dates, zooming will provide a clearer view of each day, week, or month.
Where to find: to use this feature, click a certain task bar on your timeline, hold it, and drag it to the desired location. You can drag it left or right to adjust the start and end dates of the task.
To resize your activity, drag the edges of the task bar to change its duration. GanttPRO will automatically update dependent tasks when you move one.
6. Baselines to compare planned vs. actual progress
Not every user realizes that it’s possible to see how the actual project progress differs from the initial plan. This comparison of two particular versions can be done with the Baseline option in GanttPRO.
With its help, you can measure your actual performance against the set requirements.
Tip: don’t forget to set baselines before starting your project. It will assist in monitoring possible project deviations from your original plan and adjusting them accordingly.
Where to find: go to the top left corner of a project grid and click on the Baseline icon.
7. Critical path for efficient task prioritization and timely project completion
A critical path refers to the sequence of tasks that you have to execute before your project ends. It is about the shortest duration that demonstrates the activities that impact the completion time of work. If one task in the critical path is delayed, the whole project will be set back.
You need to activate this option as in GanttPRO it is switched off in the default mode.
Tip: visualize a critical path on your timeline and regularly check it to see the most important tasks that must be completed on time. It will ensure your project stays on schedule without delays.
Where to find: to enable this option, click on the Critical path icon in the top left corner of your project grid. You’ll see how a critical task (or several) will be colored red.
8. Custom fields for tailored project management
GanttPRO users actively work with standard fields. However, the Gantt chart creator also allows you to add custom fields for tasks.
This is highly appreciated by Charles Baylis, the geotechnical engineer:
GanttPRO is the best web-based Gantt chart tool I have come across. This software has all the features you could ever need with custom fields, the ability to set due dates which show reminders, and more.
You can use nine types of custom fields in GanttPRO:
- Text.
- Number.
- Date.
- List.
- Checkbox.
- Color.
- Multiselect.
- People.
- Labels.
Tip: use color coding to highlight tasks in a special color without affecting your chart bar colors and distinguish them visually.
Where to find: click on the + sign in the right upper corner of a project grid and select the right tab in the window named Custom fields. Another way to do it is to click on the corresponding button in the header (left to Filter).
9. Instant collaboration to get involved in a project and track changes in real time
GanttPRO streamlines team collaboration by allowing users to leave comments on every single activity and attach files directly within the tool.
Another pro way to communicate within a project team is to take advantage of the Communication hub.
This is a special space where users can manage task comments across all projects. It centralizes comments at the account level, removing the need to open individual projects to access task-specific discussions.
Tip: tag team members in comments using @mentions for quicker responses. Change fonts and text slant, as well as format your messages the way you like.
Where to find: find the comments section at the bottom of the task settings window. You can also attach files there by uploading them from your PC or using drag-and-drop. The Communication hub is accessible in the left sidebar.
10. Virtual resources for task management without real team members
Did you know that a virtual resource can refer to anything, from your team member to manufacturing equipment?
In GanttPRO, you can add an unlimited number of virtual resources, assigning tasks to them, and indicating their cost.
Here’s how Logan Diller, the research assistant evaluates this feature:
I was looking for a solution where I could create virtual workers or machines that I could assign tasks to and schedule them for months ahead of time. I recommend GanttPRO to anyone who needs to schedule work because it is easy to use and very versatile.
There are two ways to add virtual resources in GanttPRO:
- To an account.
- To a project.
It’s important to note that the Gantt chart creator allows for virtual resource conversion. You can automate the process of adding real users, avoiding time-consuming manual work.
Tip: feel free to convert virtual resources into real users in just a few clicks. It’s possible to convert resources within a particular project, not at the account level.
Where to find: to add a virtual resource to your account, open the Team and resources section in the Account settings located in the bottom left corner. Switch to the Virtual resources tab and click on + Create new button.
To add virtual resources to your project, go to the People tab and select Virtual resources there. Then click on the + Add resources button.
11. Bulk actions to save time on repetitive work
If you are used to editing tasks one by one, there is an option that will save you time and effort.
GanttPRO offers the Bulk change feature that you can use to assign tasks, change deadlines, update statuses, and much more.
You can select multiple tasks from a list. If you tick a parent task, all its subtasks will be selected as well.
The feature is available for several standard and all custom fields.
Tip: use bulk selection to move entire phases or sections of a project at once.
Where to find: click on the Bulk change icon that is located in the top left corner of your project grid. Then tick the tasks where you want to apply changes. After that, choose the necessary fields on the right-hand menu and click on Apply changes. It’s also possible to delete chosen tasks by clicking on the Delete tasks button.
12. Quick filtering for instant data insights
It is much easier and faster to work with specific tasks and settings when you can filter the information you need.
Instead of manually scanning your task list, in GanttPRO, you can use advanced filters to quickly find specific tasks based on a task name, type, assignee, status, priority, task creator, and more.
Tips: save frequently used custom filters to avoid setting them up every time and easily use them in the future.
Where to find: to apply the feature and sort tasks in your project, click the Filter button in the upper right corner.
13. History of changes to track every detail of your project and have its backup
GanttPRO allows for storing all the changes you make in your projects in the History of changes. You can easily move to any point in your project and see what has been done, by whom, and when.
Additionally, you can find any needed point in your project history with the help of a filter. It’s possible to sort it out by:
- Task settings.
- Customizable field.
- Priority.
- Status.
- Drag-and-drop.
- Assignee.
- Project settings.
- Custom days.
- Dependencies.
- Copy and paste.
- Bulk change.
- Cascade sorting.
- Resource conversion.
Tip: go back to any point in your plan and create a baseline. If something goes wrong, restore any version of your project any time you need it.
Where to find: click on the History icon that is placed in the top right corner. You will see the list with all the changes that have been made since the beginning of your project.
14. Project export for sharing with clients or stakeholders
GanttPRO allows for exporting project data to multiple formats (PDF, PNG, XLSX, or XML) for easy project reporting, keeping stakeholders informed, including data in presentations and analyses, and more.
Besides choosing the format, you can also select a paper size, choose an orientation, apply a filter, change the zoom, tune field settings, and set more options.
Tip: use high-quality PDF exports to present projects to third parties. Besides projects, export portfolios, workloads, task lists, reports, and time logs.
Where to find: you can find the Export button in the upper right corner of your page.
15. Shared private link for quick access without registration
It’s important to keep your team members, customers, and other stakeholders informed at any time by sharing your project.
Create one or more links with filtered data to different project views and share them with a couple of clicks. You can share links with static or dynamic displays of project states.
All your existing links can be managed, so you can copy, deactivate, and delete them if needed.
Tip: protect your shared project by setting a password for your link to prevent unauthorized access.
Where to find: the Share a link option is displayed when you click on the icon with three dots that is placed in the upper right corner. Choose it and click on the Create a link button straight away.
Alternatively, apply the extra settings like a description, filter, password, and snapshot.
That’s it.
All the 15 pro tips and tricks mentioned above will take your GanttPRO skills to the next level.
Elevate your project management with GanttPRO’s hidden gems and pro tricks
Mastering GanttPRO goes beyond its basics related to a powerful Gantt chart. By exploring its hidden gems and advanced tricks, you can streamline your project workflows and accelerate efficiency.
From using ready-made templates to sharing a private link for quick access, these features will help you manage projects with greater precision and speed.
Taking advantage of this less-known (but vital) functionality ensures that you get the most out of the Gantt chart creator and make your project planning smoother and more effective than ever.
Start implementing these insights and experience a new level of productivity in your project management process.
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