{"id":96384,"date":"2022-11-29T08:06:35","date_gmt":"2022-11-29T08:06:35","guid":{"rendered":"https:\/\/mailrelay.com\/blog\/2026\/09\/28\/what-is-a-gantt-chart-and-how-to-make-one\/"},"modified":"2026-09-28T15:42:16","modified_gmt":"2026-09-28T15:42:16","slug":"what-is-a-gantt-chart-and-how-to-make-one","status":"publish","type":"post","link":"https:\/\/mailrelay.com\/en\/blog\/2022\/11\/29\/what-is-a-gantt-chart-and-how-to-make-one\/","title":{"rendered":"What a Gantt chart is and how to make one"},"content":{"rendered":"\n

When it comes to project management, there are countless tools that help us gain clarity and keep good track of the different stages a project is made of. One of them is the Gantt chart.<\/strong><\/p>\n\n

This chart stands out for its strong visual component and how easy it is to apply, among other advantages. The truth is that it’s a tool you can use in a wide range of projects and strategies.<\/p>\n\n

For example, in an email marketing strategy, a Gantt chart can help you break down each stage and the time it takes.<\/strong><\/p>\n\n

Whatever your goal, this chart will help you coordinate your projects and carry them out efficiently. Want to know more? Let’s see what it’s all about!<\/p>\n\n

<\/p>\n\n

What is a Gantt chart?<\/h2>\n\n

If you’ve never used this kind of resource before, you should know that this chart is a visual tool that shows the status of a project at a glance.<\/p>\n\n

Basically, it’s a timeline showing when the project’s different stages start and end. It was invented by Henry Gantt (hence its name).<\/p>\n\n

Basically, it’s a timeline showing when the project’s different stages start and end. It was invented by Henry Gantt (hence its name).<\/strong><\/p>\n

\n
\"Gantt
Gantt chart example<\/figcaption><\/figure>\n<\/div>\n

Looking a little deeper, we can say that this chart has two axes: the X or horizontal axis shows the time intervals, and the Y or vertical axis shows the tasks to be carried out.<\/p>\n\n

Where the two meet, you get bars that show how long each task lasts, as well as its progress once it has started.<\/p>\n\n

In other words, this chart shows us the start and end dates of each stage of the project. This gives us an idea of the activities that make it up, what each one involves and how they relate to each other.<\/p>\n\n

Now that you know what a Gantt chart is, let’s look at its advantages:<\/p>\n\n

\u25cf Simplification.<\/strong> With this tool, you can summarize all the actions of a project or strategy in a single document and fit them into a timeline to follow their progress and get an idea of the project’s scope and complexity.<\/p>\n\n

\u25cf Easy to use.<\/strong> Anyone involved in a project can use this tool. It’s very easy to update its status and understand the progress of each task under way.<\/p>\n\n

\u25cf More focus.<\/strong> Unlike simple timelines, Gantt charts help project members stay focused on the work. You can keep the big picture in mind, but they encourage you to focus on the current stage before moving on to the next one.<\/p>\n\n

\u25cf Better coordination.<\/strong> Knowing what each stage involves and how long it takes to complete makes it easier to coordinate the work and keeps certain people from being overloaded.<\/p>\n\n

\u25cf More awareness. <\/strong>If everyone involved in a project knows how long each stage takes and what a delay on their part would mean, you can raise awareness and encourage on-time delivery. The Gantt chart makes this possible and therefore helps organize tasks.<\/p>\n\n

\u25cf Communication between stakeholders.<\/strong> Having a visual tool like this one gives you a clearer picture of every update that happens in the project. That way, those who depend on a previous task to start their own can know whether the estimated deadline will be met or not. This lets them make good use of their time.<\/p>\n\n

\u25cf Better decision-making.<\/strong> When management has to review the status of a project, the Gantt chart helps it make decisions about material and human resources, as well as set timings that are more effective and realistic.<\/p>\n\n

\u25cf More productivity. <\/strong>Since the Gantt chart forces us to break the project down into the smallest tasks, we can make better use of the time of each person involved. This boosts productivity and prevents wasted time. In addition, each person knows when and how they need to step in. Nothing is left up in the air.<\/p>\n\n

For all these reasons, in my opinion, the Gantt chart is an excellent tool that we should all at least know about, from management to employees with no one reporting to them.<\/p>\n

\n
\"Gantt<\/figure>\n<\/div>\n

Who should use a Gantt chart?<\/h2>\n\n

Any business, professional or company about to carry out a fairly complex project can use a Gantt chart to make it easier to execute.<\/p>\n\n

It’s not a tool reserved for certain industries or professional niches. Nor is its use limited to large companies or those with a specific number of employees.<\/p>\n\n

The Gantt chart is available to anyone who wants to use it to organize their projects or upcoming campaigns.<\/p>\n\n

The Gantt chart is available to anyone who wants to use it to organize their projects or upcoming campaigns.<\/strong><\/p>\n\n

For example, you can apply it to projects such as:<\/p>\n\n

\u25cf Launching a new product, service or brand.<\/p>\n\n

\u25cf Preparing an event.<\/p>\n\n

\u25cf Writing a book.<\/p>\n\n

\u25cf Creating a course.<\/p>\n\n

\u25cf An email marketing campaign.<\/a><\/p>\n\n

What matters here is not who uses it, but how it’s used to get the most out of it. Used responsibly and thoughtfully, it’s a great planning tool.<\/p>\n\n

Finally, if the project is too complex, this may not be the right tool. The reason is that you’d end up with a very long list of tasks and very short bars. Even so, it can be used to measure the progress of more general tasks.<\/p>\n\n

How to make a Gantt chart<\/h1>\n\n

Now that you know what a Gantt chart is and the advantages of using one, it’s time to explain how to make one. Usually, an Excel spreadsheet is used for this.<\/p>\n\n

In the following paragraphs, I’ll show you step by step how to create one and apply it to your company or business.<\/p>\n\n

Analyze your project<\/h3>\n\n

Before taking any other step to build your Gantt chart, define your project. As a prerequisite, it has to be specific and feasible. In other words, you need to have both the material and human resources required to carry it out.<\/p>\n\n

Also, consider whether you’ll need an additional professional or another department of your company. You need to take this into account from the start.<\/p>\n\n

List the project’s tasks<\/h3>\n\n

As we said, the vertical axis of a Gantt chart is made up of the tasks included in the project or strategy you want to develop.<\/p>\n\n

So the first step in building this kind of chart is to make a detailed list of those tasks so you can then place them on that axis.<\/p>\n\n

In this list, don’t forget to state the name of each task and add a description. Try to make it as complete as possible.<\/p>\n\n

Set the start and end dates or duration<\/h3>\n\n

For this step, I recommend using the task list you made earlier. Here, you’ll need to add a start and end date to each task.<\/p>\n\n

Keep in mind that the dates must be realistic. That is, with the resources you have, you must be able to complete each stage within the times you’ve set.<\/p>\n\n

Remember that delays in one stage will affect the next one and, therefore, the final outcome of the project. That said, take your time. Analyze how long each task takes and add it.<\/p>\n\n

Assign someone responsible for each task<\/h3>\n\n

Depending on the size of your business, the project may be your responsibility alone or it may be shared with colleagues in the same company. Either way, it’s time to assign each task to a person.<\/p>\n\n

Ideally, go back to the list and add the name of the person responsible for each of the tasks we broke down.<\/p>\n\n

Move the information to an Excel sheet<\/h3>\n\n

The next step in building your Gantt chart is to move all the information you’ve gathered to an Excel sheet. There you can organize it into columns. So you could have at least four columns:<\/p>\n\n

\u25cf Task name.<\/p>\n\n

\u25cf Start date.<\/p>\n\n

\u25cf End date.<\/p>\n\n

\u25cf Duration.<\/p>\n\n

Add the relevant information to each one and move on to the next step.<\/p>\n\n

Insert a chart<\/h3>\n\n

Now create a horizontal bar chart. It’s as simple as clicking \u201cInsert\u201d and choosing the bar chart option.<\/p>\n\n

When you do, you’ll have a blank chart in front of you. On the horizontal axis, add the time span covered by the whole project and, on the vertical axis, the list of tasks you’ve created.<\/p>\n\n

Once you have it, you’ll see a chart made up of horizontal bars that show the duration of each of the tasks you broke down.<\/p>\n\n

In addition, you can add an extra column to your table showing the progress percentage of each stage. That way you can measure progress.<\/p>\n\n

Here you can see a step-by-step tutorial on how to create the chart.<\/a><\/p>\n\n

\"Gantt
Gantt chart example in Excel<\/figcaption><\/figure>\n\n

Track progress<\/h3>\n\n

Finally, once your Gantt chart is fully up and running, I recommend reviewing it regularly to check that deadlines are being met.<\/p>\n\n

If a problem comes up, you’ll need to make decisions so the project’s deadlines aren’t put at risk. This kind of tracking helps you avoid delays, identify obstacles or rethink how long certain activities take.<\/p>\n\n

Software for creating Gantt charts<\/h2>\n\n

If you’d rather use software that includes this feature instead of an Excel sheet, there are several on the market. Some of them are:<\/p>\n\n

Monday<\/h3>\n\n

This app lets you create Gantt charts easily. Its features include task management, dependency and workload tracking, progress tracking and team collaboration.<\/p>\n\n

These charts work like smart boards and let us work in an organized way to keep the workflow efficient.<\/p>\n\n

ClickUp<\/h3>\n\n

This solution is similar to the previous one. With it, you can track progress, control bottlenecks, drag and drop items to update projects, reschedule tasks, show the dependencies between them and much more.<\/p>\n\n

Wrike<\/h3>\n\n

Another tool for designing Gantt charts is Wrike. It includes interactive timelines that make communication easier among the people involved in a project.<\/p>\n\n

It also stands out for its smart critical path analysis, which helps us identify possible bottlenecks before they happen and affect the project’s efficiency. And if you have your chart in Excel, you can easily import it into this online tool.<\/p>\n\n

Instagantt<\/h3>\n\n

Among tools more specialized in Gantt charts, there is, for example, Instagantt. It’s perfect for managing schedules, workloads, timelines and tasks.<\/p>\n\n

All from one place and in real time. It’s very easy to use: it has a drag-and-drop system that lets you build your chart easily. One advantage is that this tool shows you what each person on the team is working on at any given moment.<\/p>\n\n

TeamGantt<\/h3>\n\n

Finally, this tool lets us switch the Gantt chart view to other views. With just a couple of clicks, we can access different visual options depending on our needs<\/a>.<\/p>\n\n

Once again, it works with a drag-and-drop system. What’s more, you can attach documents and hold conversations in it to keep all the information in one place.<\/p>\n\n

In conclusion\u2026<\/h2>\n\n

In this list of software, you’ll find both free and paid tools. That said, most of them have a free trial period, after which you need to switch to a paid plan to keep using them.<\/p>\n\n

Either way, using a Gantt chart is a great idea if you’re about to carry out a project. Whatever it is, what matters is that you can organize it easily to track its progress and achieve your goals.<\/p>\n\n

Try it to measure the efficiency and productivity of your work!<\/p>\n\n

For more agile projects, many teams prefer a Kanban<\/a> board or the Scrum<\/a> framework instead of a traditional Gantt chart.<\/p>\n\n

\"Teresa<\/a><\/figure>\n","protected":false},"excerpt":{"rendered":"

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