How to plan a project with a Gantt chart

1. Define the finish line

Write down what done looks like and the date it is needed. Add it as a milestone first; everything else is planned towards it.

2. Break the work into tasks

List the work in chunks of a few days to two weeks. Bigger tasks hide problems; smaller ones turn the chart into noise. Group related tasks with the same colour, for example design, build and marketing.

3. Estimate and link

Give each task a realistic length, then link tasks that truly depend on each other with Starts after. Tasks that can run in parallel should not be linked, so the plan stays as short as possible.

4. Check the critical path

Follow the arrows from the first task to the last. That chain decides the end date. If it ends after your deadline, shorten tasks on that chain, run some in parallel, or move the deadline, and do it now rather than later.

5. Track and share

Update Done % once a week and compare the bars with the today line. Bars behind the line need attention. Share a PNG in your weekly update or send the link so others can see the latest plan.

Checklist

Before you share the plan:

• The deadline is a milestone.
• No task is longer than about two weeks.
• Only real dependencies are linked.
• The critical path ends before the deadline, with some buffer.
• Each task has an owner and a Done % that is up to date.