What is Gantt Chart?

A Gantt chart in business refers to a schedule (in graph form) for managing the progress of a project.

For example, when constructing a building, there are various processes from foundation work, exterior work, plumbing work, and interior work, which need to proceed in order. The same is true for system development, etc. On-site managers and project managers must manage and adjust the schedule according to the progress of the work.
Therefore, a Gantt chart is used to grasp what tasks are scheduled and when, from a bird's-eye view of the entire project.

In a Gantt chart, the tasks for each work process are written on the vertical axis, and the start and finish dates for each task are indicated on the horizontal axis.

Situations in which Gantt Chart is suitable and points to note

There are various methods of project management other than the Gantt chart, and it is important to use the most appropriate management method depending on the type of project and its purpose.

This section introduces the types of projects for which Gantt charts are effective, as well as the areas in which Gantt charts excel. Conversely, we will also explain what to keep in mind when utilizing Gantt charts when comparing multiple methods.

Situations in which the Gantt chart is suitable

To visualize the overall work and tasks
Gantt charts have the advantage that you can see the tasks of the entire project at a glance because the tasks are comprehensively described on the vertical axis.

The Gantt chart is unique in that it provides a bird's eye view of the entire project process and allows you to grasp the adequacy of the schedule at the planning stage.

To share information quickly
The Gantt chart has a calendar on the horizontal axis, and the schedule for each task is shown on the vertical axis. It is intuitive and easy to understand without any technical knowledge, so you can grasp the work schedule at a glance. In addition, if there is a delay in the work, it is easy to see how much impact it will have on the schedule.

Another major advantage is the ability to quickly revise processes and tasks on the Gantt chart in the event that delays occur and the schedule needs to be reworked.

Points to note about Gantt charts

Grasping the order of tasks and processes
Gantt charts have the problem that it is difficult to understand the order of each work process.
For example, in some processes, it is impossible to start work on task B unless work on task A is completed, but it is difficult to grasp such relationships in a Gantt chart.

In order to solve this problem, it is recommended to use WBS (Work Breakdown Diagram) instead of Gantt Chart, which is a tree-like diagram from large work processes to small work processes, and is an effective management method to prevent omissions of tasks.

Projects with frequent specification changes
In system development projects, the waterfall type, in which work is planned in advance and carried out in sequence, is a good match with the Gantt chart. However, in a project where minor specification changes occur frequently, the Gantt chart must be reorganized after each change.

However, even in projects that have been meticulously planned, there are very few cases in which the project proceeds smoothly according to the original plan. Therefore, it is important to assume that specification changes and schedule changes will occur no matter what kind of project it is.

How to create a Gantt chart

What are the steps in creating a Gantt chart for project management? The basic steps are divided into five processes.

(1) Extract tasks and tasks are described on the vertical axis.

First, the entire project is looked at from a bird's eye view, and the necessary tasks and work contents are picked up and described on the vertical axis of the Gantt chart.

At this time, it is recommended to use WBS to prevent omissions of tasks. After tasks are identified, they can be structured and organized in chronological order to prevent omissions.

Please refer to the following article for a detailed explanation of the WBS creation procedure.
What kind of project is suitable for WBS? Creation procedure is also explained."

(2) Calendar should be written on the horizontal axis.

Next, the calendar is described on the horizontal axis of the Gantt chart. For projects lasting several months or half a year, it is often written in units of one day, but in some cases, it is written in units of weeks for long-term projects.

(3) Assigning a person/team in charge

Assign a person or team to be in charge of each task or operation. In the Gantt chart, tasks can be color-coded according to the person or team in charge, or a dedicated column can be used to list the person in charge.

(4) Consider the number of scheduled days for each task/work

Consider the number of days required for completion according to the tasks listed on the vertical axis.

(5) Enter the start and end dates on the horizontal axis

Based on the estimated number of days considered for each task, list the work schedule on the horizontal axis. In a Gantt chart, draw a line on the horizontal axis to form a bar graph.

Key Points for Selecting a Project Management System that Supports Gantt Charts

When utilizing the Gantt chart for project management, a project management system that streamlines progress management and issue management may be introduced in some cases. Here are two important points to keep in mind when selecting a system.

Select a system that allows for the addition of tasks and schedule changes.

As mentioned in "When Gantt Charts Are Not Suitable," projects do not always proceed as originally planned after the Gantt chart is created.

Assuming that tasks may be added or the schedule may be changed after the project starts, choose a system that makes it easy to revise and add to the Gantt chart.

Progress of each person or team can also be monitored

If each person or team is experiencing delays, small delays may accumulate and lead to significant delays as the project progresses. Choose a system that allows you to flexibly adjust the distribution of work so that delays in one area do not affect the entire project.

Choose a project management system that can flexibly handle the creation and editing of Gantt charts!

Gantt charts are an effective management method for intuitively grasping the tasks and schedule for the entire project. On the other hand, if you want to grasp the order of tasks, or if your project is subject to frequent specification changes, it is advisable to use multiple management methods in addition to Gantt charts.

When using Gantt charts for project man-hour management, we recommend using a system that can flexibly respond to the addition of tasks and schedule changes, and that can quickly share information. Our online shared project progress management service "HUE Project Board" is intuitive and easy to use, and can be edited collaboratively to reflect information in real time. In addition, if you create a WBS in advance, the system can automatically reflect tasks on a Gantt chart.