How to Create a Gantt Chart in Microsoft Project

Overview

• Objective: Learn to create a Gantt chart to visualize tasks, critical paths, and tracking progress in Microsoft Project.
• Resource: Free exercise file available at AlvinThePM.com (Exercise 3).
• Steps Covered:
  1. Setting up a new project
  2. Automatically scheduling tasks
  3. Adding tasks
  4. Linking tasks and predecessors
  5. Visualizing critical path
  6. Setting and visualizing baseline
  7. Updating progress
  8. Exporting Gantt chart

Setting Up a New Project

1. Start a new project: Open Microsoft Project and start a blank project.
2. Auto schedule tasks: Ensure tasks are auto scheduled based on dependencies, resources, and calendar.
   • Navigate to the bottom screen, select new tasks manually scheduled ➔ auto scheduled.

Adding Tasks

1. Create tasks for different project phases (Example: Home construction with phases - Plans & Permits, Contractor Agreements, Foundation, Framing).
2. Adding Milestones: Add milestones below each phase to mark significant achievements.

Linking Tasks

1. Sequence of Tasks: Link tasks together in large sequences.
2. Using Shortcuts: Use the Chain Button in Task Tab to link tasks.
3. Setting Predecessors: Establish correct predecessors to form a logical sequence of tasks.
   • Example: Research subcontractors can only start after home plans are developed.
4. Updating Durations: Adjust durations to reflect realistic estimates.
   • Milestones should have 0 days of duration.

Visualizing the Gantt Chart

1. View the entire project Gantt chart:
   • View ➔ Entire Project
2. Highlight Critical Path: Critical tasks highlighted in red.
   • Gantt chart format ➔ Critical Tasks (bar styles group).
3. Identify Non-Critical Tasks: Tasks not on the critical path will retain original color.

Baseline and Tracking

1. Set Project Baseline: Once schedule is established, set it in Microsoft Project.
   • Project tab ➔ Set Baseline (Schedule group) ➔ Set Baseline
2. Switch to Tracking Gantt: To see actual percent completion against baseline.
   • On left side ➔ Gantt Chart ➔ Right Click ➔ Tracking Gantt
3. Dark Gray Bars: Represent plan baselines; Blue/red bars show actual progress.

Updating Progress

1. Establish Status Date: Set a specific date to reflect latest project progress.
   • Project tab ➔ Status Date (Status group)
2. Switch Table Mode: From entry to tracking to update tasks' progress.
   • Select all tasks ➔ right-click ➔ Tracking
3. Input Actual Durations and Percent Completion: Update duration and mark completion status.
   • Example: Develop Home Plans task duration adjusted from 45 to 50 days due to delay.
4. Impact on Critical Path: Gantt chart will automatically show how delays affect the critical path.

Exporting Gantt Chart

1. Copying Gantt Chart: Export to PowerPoint by switching modes.
   • Table Mode ➔ Entry ➔ Copy Picture ➔ Paste in PowerPoint

Pro Tips

1. Adding Milestones: Easily highlight key accomplishments.
2. Set Baseline: Ensure to set a baseline after project plan is validated.
3. Visual Indicators: Use color codes effectively to distinguish task statuses.
4. Regular Updates: Keep progress updated for accurate tracking and decision making.

Closing Remarks

• Exercise File: Available for free at AlvinThePM.com (Exercise 3).
• Further Learning: Follow-up video to master Microsoft Project.

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