Techniques and Tools for Project Management
Project managers have many techniques and tools to control schedules, manage dependencies, handle changes, and mitigate risks.
It’s important to distinguish between techniques and tools. Understanding the technique is crucial before using a software tool.
The ability to use a tool does not necessarily indicate detailed knowledge or effective use of the technique behind it.
What is a Gantt Chart?
A Gantt chart maps out tasks that can be done in parallel and those that need to be done sequentially. By combining this with project resources, you can explore trade-offs between scope (doing more or less work), cost (using more or fewer resources), and time scales. Adding more resources or reducing the scope can show the effect on the project’s end date.
Uses of a Gantt Chart
A Gantt chart displays information visually as a bar chart. It is used for:
- Establishing the initial project schedule
- Allocating resources
- Monitoring and reporting progress
- Controlling and communicating the schedule
- Displaying milestones
- Identifying and reporting problems
To create a Gantt chart, you need to know all the individual tasks required to complete the project, estimate how long each task will take, and identify task dependencies. This process helps project managers focus on essential parts of the project and establish a realistic timeframe for completion.
Disadvantages of a Gantt Chart
Gantt charts can become overly complex with too many dependencies and activities. New project managers often fall into this trap when using planning tools. It’s better to produce a clear and simple plan that shows the main work packages in summary. Let the work package manager handle the day-to-day details, while the project schedule focuses on interfaces between project teams.
Gantt charts are not good at showing the relative priorities of tasks and the resources expended on a task. Tasks are prioritized based on the amount of float, not their importance to the project. For example, they can show the elapsed time of a task but not easily communicate how many people are needed to complete it. Without additional data, they can give a misleading impression to stakeholders.