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Hourly Gantt Chart Task Assignment Feature Live!

Meredith Reynolds
December 2, 2014
hourly task assignment in project management
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Allocate resources on an hourly basis in your gantt chart

In TeamGantt, you can now estimate the number of hours a person or resource should take to complete a task. In the Availability tab, you can see how many hours each person or resource is assigned on any given day. This feature can be quite useful, but it isn’t for everyone or every project. It can add another layer of complexity to your project and can be used if you want to get extremely detailed with your hourly estimating and resourcing.

To enable or disable hourly estimation, go to: Menu > Project Settings > Enable Hours, and select Yes or No.

Screen_Shot_2014-11-24_at_3_05_25_PM

In the Availability tab, you’ll see a drop-down with a few options. It’s initially set to Number of Tasks Per Day, but there’s also an Hours Per Day option. With Hours Per Day selected, you can now see how many hours per day each person is assigned. So, for example, on the outlined dates, Jason is assigned a total of 2 hours, and Meredith is assigned a total of 4 hours.

You can also filter availability by all active projects or just this project.

Screen_Shot_2014-11-24_at_3_17_33_PM

In addition to seeing the estimated hours in the availability section, 2 new columns were added to the task list. If you check the Estimated Hours box to enable this column, you’ll see the total number of hours estimated for each task. To add an hourly estimation, simply tab or click into the Estimated Hours column for the task you want to estimate, and enter the number of hours the task should take.

Screen_Shot_2014-11-24_at_3_24_36_PM

To quickly view task assignment, we also added a People Assigned column. The People Assigned column can be used whether you choose to use hourly estimates or not.

Interested in seeing more? Watch the video below to see hourly estimating in action:

Tip: Though it may be tempting to try to see all 8s or 10s (depending on the length of your work days) in the Availability tab, this simply won’t be realistic in most cases. Remember, these are estimates and will rarely be perfect in the real world.

Give hourly estimates a try today, and let us know what you think!

Resource allocation with hourly gantt charts

Hourly estimation makes resource allocation a breeze. You’ll have the tools you need to capture project scope more accurately, while keeping your team busy, but not overworked. And that leads to happier project people all around! 😄

Want to up your project management game? Check out these 8 resource allocation tips for managers.

Project management milestone examples

Milestones make it easier to keep projects on track by calling out major events, dates, decisions, and deliverables. Here are a few examples of project milestones you might include in your plan:

  • Start and end dates for project phases
  • Key deliveries
  • Client and stakeholder approvals
  • Important meetings and presentations
  • Key dates or outages that may impact your timeline

Let’s dig a little deeper and explore 3 specific examples of how using project milestones can benefit your projects.

Monitor deadlines

No plan is ever complete without a list of deadlines! The best way to make them noticeable is to use the project management milestones and deliverables technique. What does this mean? Make the deliverables project milestones!

Why do this? Well, it’s no secret that not everyone wants to pore over your beautiful project plan to find key dates. Most people—your teammates included—want a top-level view of key dates and events. Milestones are great for this purpose because they’re called out in a special way—usually with a diamond—in project plans.

While you should list the tasks and effort leading up to a project milestone, be sure to present the milestone at the end of those tasks to signify a delivery, or even a presentation of, the deliverable.

Here's an example of how Washington Hyperloop uses milestones to track an important deadline in their project.

Spotlight important dates

Are there days from now until the end of your project that could impact your project in some way? Maybe your team will need to be out of the office for a mandatory training. Maybe there’s a board meeting you’re expected to attend.

It’s important to keep all of these important events in mind when you’re planning a project because they could possibly impact your project schedule. So why not include them as project milestones so you can track them all in one place?

In this example, the team’s off-site strat-op meeting has been added to the project plan as a milestone so work can be scheduled around it.

date milestone in gantt chart

Identify potential project bottlenecks

Many projects rely on the work produced by external teams or partners to make forward progress. If you’re not tracking those external factors somewhere, there’s a great chance you’ll forget to follow-up on it.

That’s why it’s important to list these deliverables as project milestones if you’re working on a project that depends on someone or something outside of your project. Here’s an example of what that might look like for a client approval.

deliverable milestone in gantt chart

Want to hit major milestones on time more often?

We’ve got a free class to help you get everyone on board with your plan! Register for Plan Up: How to Create and Sell a Winning Project Plan to see why planning sets the stage for project success, and get a free Guide to Project Planning when you sign up.

How to create a project milestone

Creating milestones for your project plan can be simple, especially with TeamGantt. Once you’ve mapped out your overall process and plan with your team, you can easily add tasks, identify gantt chart milestones, and determine task owners. Adding a milestone (or converting a task to a milestone) is very easy in TeamGantt.

Once you’ve signed up for a TeamGantt account, here’s a quick video on how to create milestones:

Project milestones are easy to create and even easier to track because you’ve called out the most important points in your project.

How to share project milestones with clients and stakeholders

Want to give clients and stakeholders a high-level view of the project? Simply follow these steps to share a PDF of key project milestones in your gantt chart.

1. Filter your project by milestones.

From your gantt chart view, click the All Dates menu at the top of your gantt chart, and select Only Milestones from the drop-down.

filter gantt chart by project milestones

2. Export your filtered project to a PDF file.

Navigate to your project's Menu, and select Print/Export PDF from the drop-down.

export gantt chart with project milestones to PDF

Customize your PDF settings, then click View PDF to complete the export. From there, you can download and/or print your PDF to share with clients and stakeholders.

share PDF of gantt chart filtered by project milestones

Who would have thought such a critical step could be so easy?

Hit every project milestone with ease

TeamGantt makes it easy to create, track, and collaborate on all your project milestones so nothing slips through the cracks.

You’ll have all the features you need to ensure projects finish on time and under budget—from drag and drop simplicity and team collaboration to customizable views and workload management.

Best of all, it’s all wrapped up in a simple and intuitive interface your whole team will love. 😍

Give TeamGantt a free try today!

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