Gantt Chart Presentation Notes

Introduction to Gantt Charts

• Importance of tracking schedules and tasks in projects.
• Recommended tool: Gantt Chart.
• Template advantages:
  • Created in Excel (no need for Microsoft Project).
  • Looks and functions similarly to Microsoft Project.

Features of the Gantt Chart Template

• Current date line for easy tracking.
• Editable date feature: Adjust the date to update the calendar and Gantt chart.
• Task status updates:
  • In progress: color changes.
  • Percentage done: visually represented.
  • Completion: marked with a golden end.
  • Blocked status: changes color for visibility.

Creating the Gantt Chart in Excel

Initial Setup

• General coloring and framing tasks.
• Input fields:
  • Date, Activity, Assigned to, Start/End Dates, Work Days, Status, Percentage Done.

Calendar Creation

• Steps to create a calendar:
  • Use =this date for date input.
  • Format cells for proper display (day/month/year).
  • Implement formulas for weeks/months/years.
  • Merge cells for month representation (4-5 weeks).

Adding Working Days

• Use NETWORKDAYS function to calculate working days between start and end dates.
• Ensure blanks do not return values.

Status Dropdown and Conditional Formatting

• Create a dropdown list for statuses:
  • Options: Not Started, In Progress, Blocked, Complete.
  • Use Data Validation to set up the dropdown.
• Apply conditional formatting for blocked items (e.g., orange fill).

Percentage Completion

• Percentages should be formatted correctly (0-1 range).

Gantt Bars Creation

• Conditional formatting for Gantt bars:
  • Use formulas to determine start and end dates.
  • Fill bars according to the date range.
  • Highlight completed tasks with a specific color (gold).
  • Use Wingdings font for end date markers (diamond shape).

Final Touches

• Adjust color coding for blocked tasks.
• Freeze panes for better navigation.

Conclusion

• Encouragement to create and utilize the Gantt chart template.
• Potential impact on project management effectiveness.
• Acknowledgment of the audience and a farewell.