Experiment No 14

Use Timeline charts/Gantt charts to track progress of the assigned project.

Description

A Gantt chart can be very useful in planning and carrying out a project. There are a number of
ways to create a Gantt chart: from pen and paper or whiteboard to very complex software
programs.

Step 1: Develop a Work Breakdown Structure

What is a Work Breakdown Structure (WBS)? It is a process by which a project is planned by
breaking it into easily definable and understandable goals, milestones and tasks. Listing the
major componentsfirst is the first step in developing a WBS. This can be done by in a word
processor, spreadsheet, or using a Gantt chart program.
A key element in the WBS is to plan for intended outcomes, rather than planning actions. That is,
understand what the goals of the project are, define key milestones, and then start the
processofbreaking those pieces down into tasks. If there are fixed dates that need to be met, make
sure those are shown in the Gantt chart. This way, as the topics are broken into tasks, it will
become clear upfront whether more resources will need to be added to meet these deadlines.
After the major topics are determined, the process of breaking these into tasks is next.
Dependingonthe complexity of each task, the project planner may find it necessary to continue
breaking these items into sub-tasks until they are very specific.
For many project planners, a visual model of the WBS is easier to work with than the "laundry
list"dictated by the Gantt chart format. A mind map is ideal for this because it lets you easily see
the work breakdown. A good Gantt chart software program, such as SmartDraw, will allow you
to work in Gantt chart or mind map view, with relational data that automatically updates both
views when changes are made in either one.
It is estimated that more than 90% of projects are late. The primary reason for this is that they
weren't properly planned with a well-thought-out work breakdown structure. The more detailed
the breakdown, the easier it is to plan, organize and schedule a project accurately.
Step 2: Assign Tasks
One of the most critical pieces in how to build a Gantt chart is the distribution of work. There are
several things to consider.

 Who is most qualified to complete this task?

 What is their availability vis-à-vis their currently scheduled workload?
 What is a reasonable expectation of their time needed to complete the task(s)?
 Will additional people or resources be necessary to get these tasks completed on time?
Step 3: Evaluate Task Dependencies
One of the benefits of creating a Gantt chart for project planning is that it makes it easier to see
dependencies. This is a situation where one task is dependent upon the completion or outcome of
another. For example, a webmaster can't build a web page unless the copywriter and illustrator
have finished their tasks. Identifying these dependent relationships is critical, as delays in
theprimarystepswill almost certainly ripple throughout the entire project. Automated software
will allow you to add dependencies as you create your Gantt chart. If you're doing this by hand
or using a less sophisticated program, you'll need to remember to do this crucial step manually.
Step 4: Share & Evaluate the Plan with Your Team
When the Gantt chart is complete, distribute it to team members for review and feedback. It's
important that each member of the project buys off on the plan upfront. This helps to ensure that the
planisaccurate and reasonable. It's much easier to allow for contingencies, plan additional
resources, or even proposea revised schedule at this stage, rather than at a critical juncture later.