3 Tricks to Using Gantt Charts

1. Assign Tasks When You Create Them

It can be tempting to add tasks first, and then go back and assign them to team members later. But in my experience, I've found that this leads to many tasks slipping through the cracks. When I create my project plans, I add each task list right in the online Gantt chart and assign them right away.

When you add each task, define a deadline and, if you want, define start date and the planned effort for that task. That way you can track progress as it's being completed.   Next, assign that task to a team member. They'll immediately get alerted when that task has been assigned to them, so they are informed about upcoming work.

2. Attach Files & Comments to Tasks

I will often add a comment to tasks, to add some context to the task. Sometimes, I'll also add files right to the task, such as specs or work order forms, so the team member can start working right away when they're ready. They can also add comments and attachments to collaborate with other team members around each task.

The whole team can then find relevant information about that task in one place. This way, we keep our task files together and we don't lose any conversations to email.

3. Use Milestones to Motivate

I like to add important milestones to each plan to track key events, meetings, and phases of the project. Milestones are a vital tool for measuring progress of a project, and the little diamond icons next to the task bars on the Gantt chart let the whole team know when we're reaching significant targets. This is a common Gantt feature that many project managers use.

But I like to go one step further and use Milestones as motivators for the team. In addition to the usual project milestones, I'll also create quarterly milestones to mark when we're ¼ the way, ½ the way and ¾ of the way through the project. I'll also set up calendar reminders for myself to email the team at each of these milestones to remind them of what a great job they're doing.