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Thursday, August 11, 2022

Benefits of a Gantt Chart in Project Management

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Gantt chart was invented over a Century back, for a comprehensive visual representation of a project that has multiple elements and depends on various factors. Henry Gantt, who invented it, was its namesake. It looks like a complex bar graph and is mostly used for project management.

Using a simple software program like Gantt Chart Excel, you can create Gantt charts. Gantt Chart Excel is an excel based template and hence easy to you. You should be able to create a Gantt Chart in a few minutes.

How exactly does a Gantt chart help in handling projects better? Here are all the reasons why.

1] Conveys the plan of action at a glance

Any good team leader will know, a project runs smoothly when every team member knows their part clearly, and knows the importance of their part.

A Gantt chart clearly conveys the plan of action, each task in a project, from its scheduled date of commencement, to the best possible deadline. The Gantt chart shows which tasks can continue simultaneously, and which tasks can only start after the completion of another.

When the team members have this chart in front of them, it motivates them to finish their part diligently and in time. They get a symbolic visual of the value of their role. Also, they know the entire plan of action, so they don’t feel in the dark about or left out of any task.

2] Easy-to-update progress tracker

A Gantt chart can be modified to represent the current status of every sub-task in the project. It gives a visual update of the progress of each element of the project. Progress Gantt charts are like status bars that show the status of the work in real time.

If a certain task is going ahead of time, and another is taking longer than expected, the team members can regroup to get the slower moving task back on track. If a certain set of resources are suddenly missing, it is immediately detected. New obstacles, new objectives, everything is clearly updated on a Gantt chart.

A Gantt chart makes it extremely easy to efficiently convey the status of the project at the briefing at the beginning of the day, and the progress report at the end of the day, and during its commencement throughout the day.

3] Resource optimization

A project is well done when everything is in balance. Finishing it in time is not the only objective. Finishing it perfectly, and using just as much resources as necessary, is indicative of a truly efficient team.

A Gantt chart helps you achieve that by indicating the status of resources at every sector. It helps ensure no resources are sitting idle where not required, while there is a lack of resources in some other segment of the project.

This also helps cutting cost wherever possible. Once a Gantt chart has been initiated with all the elements of a project accounted for, it will open opportunities to reduce cost if you keep your eyes open. What could fetch more client loyalty than handing them a bill lower than the estimate?

4] Takes away the mental burden

Thanks to linked Gantt charts and progress Gantt charts, no human mind has to worry itself with keeping tabs. The tabs are kept. What’s next on the list, when it is time to start a pending task, what resources need to be ready for the next task depending on the dependency, the Gantt chart remembers it all for you.

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5] Builds accountability

When nothing is laid out in writing, or it is not in front of everybody to see, people can slack off. There will be blame games and avoidance in case of a mistake made. But with a candid tool like a Gantt chart, accountability is unavoidable. This makes team members more careful with their work.

You would expect that this makes the blame game stronger when somebody messes up. But once you use a Gantt chart you will notice the attitude of the team change for the better. It is because every single member is accountable for their part of the job and they would like to be treated with patience and kindness if they hit an obstacle in their way. This is why every team member treats other members with kindness and this helps build a constructive attitude even among team members who didn’t originally get along.

6] Complete coordination, no confusion

With every detail updated for everybody to see, nobody is confused about the end goal or the immediate goal. The different groups involved in the project know exactly what the other groups need from them and when. No time is wasted in excessive verbal confirmation of what is needed. The Gantt chart makes way for a smooth well-coordinated workflow among task forces.

A Gantt chart is everything a project management team needs to discuss their costs, deadlines, progress, and end result as long as all the elements have been calibrated precisely from the beginning. This chart will guide a project from inception through completion.

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