Gantt Chart in Excel

Gantt chart is a type of project manager chart which is used to define a projects start and completion time with further bifurcation on the time is taken for the steps involved in the project, the representation in this chart is shown in bars in horizontal axis, it is not an inbuilt chart in excel instead this is a 2d stacked bar chart which has duration of tasks represented in the chart.

Gantt Chart in Excel is a useful graphical visualization tool that represents activities or tasks achieved against the pre-determined standards. Everybody wants to regularly check their progress in their task, project, or any other activities. The Gantt chart is one tool, which can fulfill your requirement.

Especially in project management, it plays a pivotal role in tracking the progress of the project. Therefore, the Gantt Chart is the closest friend for a project manager. They can track the progress of each stage of the project. Starting from day 1 until the end of the project. It will show the manager each stage time analysis to plan better.

Sadly, if you go and look in excel you will not see any dedicated filed for Gantt Chart. This is a kind of bar chart in excel. Each bar represents different tasks and the time taken to complete the task. In this article, we will see the stages involved in creating a beautiful Gantt Chart to track our activities.

How to Make a Gantt Chart in Excel? (Examples)

Gantt Chart is very simple and easy to use. Let us understand the working of with some examples.

You can download this Gantt Chart Excel Template here – Gantt Chart Excel Template

Example #1 – Track Your Programme Schedule

Step 1: Create an agenda data in the excel sheet. You start by entering your day’s activity in the worksheet. List each hour’s activity including when is the start time, what is the topic, what is the duration time, and end time.

In fact, only the Start Time and Duration of the Activity are matters. End time is only for our reference.

Step 2: Select Start Time (from B2:B6) and insert a bar chart. Go to Insert tab > Select bar chart > Stacked bar chart.

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As soon as the chart is inserted chart will look like the below one.

After this, you need to tone more series to the chart. Now right click on the chart and follow below steps.

The Select Data pop up will come. Click on Add option and select Duration series. Below image will guide you in terms of selecting the duration data series.

For Series name select Duration and for series value, select data from C2:C6.

In the EDIT option, select the Vertical axis values. The vertical axis is nothing but your task, activity or project name.

As a result, your chart should look similar to the below one.

Step 3: Format X-axis as shown in the below picture. In number, formatting make format in time format i.e. hh:mm:ss

Now, your chart will look like the below one.

Step 4: Select blue bars and format it. Make Fill as no fill. Remove grid lines, delete legends, add chart title etc…

Now, your final chart is ready and believe it is just rocking at the movement.

Example #2 – Sales Cycle Tracker

Assume you are a Sales Manager and you want to decide the duration of the sales cycle to different events. You are ready with your below data. You are asked by the management to present it in a neat and professional graphical presentation. But, you don’t know how to put it across. This example will guide you to prepare a graphical presentation.

Step 1: Ready with the below data.

Step 2: Select the Start Data and Insert Bar Chart.

Step 3: once the chart is inserted, right click on the data and add data series to it. The data series you are going to add is the duration column. Please refer to the previous example to know the steps.

Step 4: As soon as you inserted the new item, you need to add vertical axis names to it.

Once you are done with the chart, your chart will look like this.

Step 5: Format X-Axis Values to arrange the date properly. Below image will give an idea to you.

Now your Gantt chart looks like this.

Note: I have removed Legends from the chart.

Step 6: Select blue bars i.e. Start Date series in the chart and format it.

Step 7: Design you chart with different colours for different events.

Apply 3D formatting. For 3 D formatting go to formatting sections of the chart and explore all the possible options.

Apply different colors for different bars to give differentiation.

Finally, you are ready to present your presentation to the management.

PRACTICE TIME

Now you have learned the ideas of creating a Gantt CHART. Here, I am giving you simple data to present.

You are required to do the production of mobile phones in a company ABC and you need to create a schedule of tasks to go and the job. Below data is what you have and present it in a Gantt CHART to track your activities.

Pros of Gantt Chart

It can provide complex data in a single picture.
By looking at the chart, anybody can understand the current situation of the task or the progress of the chart.
Planning is the backbone of any task or activity. Planning must be as realistic as possible. Gantt Chart in excel is a planning tool that can allow you to visualize in a movement.
Excel Gantt Chart can communicate the information to the end-user without any difficulty.

Cons of Gantt Chart

For a large amount of task or activities, the Excel Gantt Chart becomes complex.
Size of the bar does not indicate the weight of the task.
Regular forecasting is required, which is a time-consuming task.

Factors to be Considered

Determine the tasks needs to be done. How long the task is going to take.
Avoid complex data structure.
Do not include too many X or Y-axis values which can make the chart look very long.