Product managers and many other job roles often face situations with concurrent multiple tasks. In such cases, how can we effectively manage time and projects? Perhaps, trying to use a Gantt chart could be a solution.

In the realm of time and project management, where efficiency reigns supreme, Gantt charts emerge as invaluable tools. In this discourse, we explore the strategic prowess of Gantt charts – often underestimated yet vital. From practical Gantt chart examples to milestones and Excel templates, we navigate the nuanced landscape of efficient planning. Join us in unraveling the power of Gantt charts, your gateway to elevated productivity and seamless project execution.

Note：All Gantt chart examples in this article are created using the enterprise reporting software FineReport. FineReport features a variety of built-in chart types, allowing the easy generation of various exquisite charts through simple drag-and-drop selections.

1. What is a Gantt Chart?

A Gantt chart, also known as a horizontal bar chart, is a widely used type of chart in project/task management. It represents the sequence and duration of specific project activities through an activity list and time scale. Gantt charts are instrumental in optimizing long-term plans by breaking down mid-to-long-term goals into more manageable short-term plans. By incorporating elements like a Gantt chart example, a Gantt chart with milestones, or utilizing a Gantt chart Excel generator for efficient planning, organizations can enhance the controllability of each segment, ensuring effective execution and heightened operational efficiency.

This is a quarterly planning Gantt chart. Different colors represent different plans; Each row represents a task; Each box represents a task to be completed this month; Filled colors indicate completed tasks, while white indicates unfinished ones. Gantt charts typically provide at-a-glance insights into the following:

• Start and end times for each plan;
• Tasks assigned to an individual over a period;
• Tasks that can be carried out simultaneously;
• Progress made and remaining work for each task;
• Dependencies between tasks, ensuring that the preceding tasks are completed on time or ahead of schedule to avoid affecting the progress of subsequent tasks.

The progress of all plans is crystal clear; it feels great to have a comprehensive overview with just one chart~

2. Why Use the Gantt Chart?

Gantt charts serve two purposes:

Clearly define the start times for each plan, ensuring a comprehensive understanding of all plans.

Adjust the next steps of the plan based on the completion status. If previous plans are unfinished, subsequent tasks need to be prioritized and intensified.

It’s worth noting that to ensure plans are completed on time and in full, it’s beneficial to complement a detailed plan with a Gantt chart. By breaking down tasks through backward planning, and refining them on a weekly, daily, and monthly basis on the Gantt chart, individuals can maintain a clear overview of the plan’s progress. This disciplined approach is common among those who seek timely and successful plan execution.

3. How to Create a Gantt Chart?

There are various ways to represent Gantt charts, such as coordinate axis Gantt charts and table Gantt charts. Creating a Gantt chart with a table is relatively straightforward.

Let’s take the traditional Office software Excel and the BI reporting tool FineReport as an example to demonstrate the method of making a Gantt chart.

Excel is one of the most common tools for creating Gantt charts as it doesn’t require the download of additional professional software. Users can create Gantt charts using cell filling or bar charts. However, Excel lacks built-in professional Gantt chart options, making the process more cumbersome, and the chart styles relatively monotonous. It may take up to half an hour to achieve the desired Gantt chart style.

Therefore, I will also introduce how to use the professional business intelligence software FineReport as a Gantt chart generator, quickly producing professional and visually appealing Gantt charts. Such business intelligence tools come with various charts, including Gantt charts, which can be seamlessly integrated with other reporting formats, making them highly suitable for handling complex data, especially catering to the demands of enterprise-level users with higher functionality requirements.

Using FineReport, you can easily create Gantt charts with features like Gantt charts with milestones and even utilize Gantt chart templates for efficient project planning directly within the tool.

3.1 Create a Gantt Chart with FineReport

3.1.1 Prepare the Data

Firstly, use FineReport for data connection. FineReport supports multi-source data connections and localization adaptation, enabling the integration of data from different business systems, and addressing the issue of data silos in enterprises.

3.1.2 Insert the Gantt Chart

FineReport has independently developed HTML5 charts and can also integrate with third-party controls such as Echarts. It offers 19 chart types and over 50 chart styles, including data maps. With various interactive report effects, it comprehensively meets the visualization development needs of data reports.

In FineReport, the procedure for inserting a Gantt chart mirrors that of a pie chart.

Access the [Chart Type] panel and opt for [Gantt Chart] positioned on the left side.
Choose [Gantt Chart] from the options on the right.
Finalize the Gantt chart insertion by clicking [OK].

3.1.3 Bind Gantt Chart Data

• Choose [Dataset data], [software], and [module].
• Specify task details.
• Go to [Data]-[Gantt Chart].
• Select [Dataset data] and [software] without extra setup.

3.1.4 Set the Gantt Chart Style

• Delete the Gantt Chart Title
• Set the Gantt Chart Series
• Set the Gantt Chart Project Axis

3.1.5 Complete the Gantt Chart and Preview

Presented below is an illustrative Gantt chart crafted using FineReport, showcasing the meticulous application of style settings to enhance visual appeal and functionality.

3.2 Create a Gantt Chart with Excel

First, open Excel and extract various data points related to the project. Essentially, with the data at hand, you can create a Gantt chart using Excel’s stacked bar chart feature.

In Excel, dates are essentially a series of numbers, making them easily visualized.

3.2.1 Begin by Generating a Stacked Bar Chart

Click on the Y-axis, right-click for axis formatting, and choose reverse order.

Sometimes, it might not look quite right yet because the date numbers are too large. Adjust the minimum value of the X-axis.

3.2.2 Adjust the Numbers of the Gantt Chart

Right-click on the X-axis, format axis, and input the date number. In Excel, the numbers can be converted to dates. For instance, 42214 represents July 29, 2015. 42215 is July 30, and 42216 is July 31.

Setting the minimum value to 42214 (July 29) ensures the Gantt chart starts displaying on the project’s first day.

3.2.3 Adjust the Bars of the Gantt Chart

Next, set the blue bar to have no fill, making it disappear and resulting in the above chart.

For a basic Gantt chart, this should suffice. However, project management is dynamic, with changes occurring daily. Some tasks are completed, and others are still in progress, introducing the need for dynamic updates.

3.2.4 Write the Functions for the Gantt Chart

To optimize the Gantt chart, we need to show both completed and pending tasks. Add two auxiliary columns, easily calculated with formulas.

Days Completed:
=IF(TODAY()-D2>I2,I2,MIN(I2,MAX(TODAY()-D2,0)))

The today() function extracts the current system date, providing the dynamic report aspect crucial for the Gantt chart.

Days Remaining:

Calculate the required data

Select the project breakdown, start date, days completed, and days remaining to generate a stacked bar chart.

This adds a layer of complexity. Same process, reverse order, set X-axis minimum value, and no fill for the blue bars.

Okay, at this point, the Gantt chart is essentially complete.

3.2.5 Polish the Gantt Chart

Now, it’s time for some cosmetic enhancements. Add an auxiliary line using a secondary axis to display the current date. Create a new column with today() data, set it on the secondary axis, hide it with no fill, and add a trendline. There are alternative methods, but let’s keep it simple.

For any chart, a light gray background is the first choice for a pleasing appearance.

At this point, the Gantt chart is nearly done. Add a few more formulas for an overview, but I won’t go into detail.

4. The Conclusion of the Gantt Chart

The Gantt chart is just one tool in project management, and creating a Gantt chart doesn’t automatically ensure effective project management. It’s crucial not to confuse correlation with causation when utilizing Gantt charts.

Today’s discussion on Gantt charts is aimed at guiding you on how to present projects more effectively and intuitively—a practical application of information visualization. Producing impactful charts requires excellent charting tools. While Excel suffices for individual use, enterprise-level demands call for specialized tools like FineReport, an enterprise reporting tool.

FineReport, an advanced reporting solution, excels in powerful visualization capabilities. With flexible data queries, robust parameter settings, and a diverse range of chart styles, FineReport delivers a visually impactful and versatile reporting experience. The platform’s visualization features, including data maps, rich chart interactions, and unique data collection capabilities, make it ideal for enterprise reporting. FineReport ensures comprehensive data validation, supports multi-level reporting processes, and features catalog and permission management for streamlined operations and data security at aviation-grade levels. It seamlessly integrates with ERP and OA software for enhanced efficiency.

Click on the banner below to try FineReport for free! If you encounter any issues, feel free to contact our technical support engineers. Let FineReport empower your company to truly transform data into productivity!