Whether you’re working on your own or as part of a larger team, Gantt charts are an excellent way to manage complex projects. Many project management tools offer the chance to use Gantt charts, and Notion is one of those.
Knowing how to use Gantt charts in Notion can feel daunting if you never have before. But you’re in the right place if you’re looking for a tutorial, as that’s what we’ll show you today.
What Is a Gantt Chart?
Before we start looking at how to use a Gantt chart, it’s worth understanding what these are. Gantt charts are frameworks that you’re able to use to measure the progress of large projects. Though you’ll often see them used in bigger organizations, you can also use Gantt charts if you’re a freelancer or student. They’re also excellent for teams operating remotely.
Gantt charts typically feature an outline of each task within the project, such as redesigning a website or launching a marketing campaign. you’re able to then see the timescale for expected completion dates, along with progress percentages. Like with many otherproject management methods, you can delegate tasks to others as well.
If you are part of a remote team, you can check out thesetop project management tools for collaborating remotely.
How to Create and Use a Gantt Chart in Notion
While you can create a Gantt chart in Notion from scratch, it’s much easier to use a pre-designed template—especially if you’re a beginner. Notion has a free Gantt chart template that you can download and use within your preferred workspace, and that’s what we’re going to use for this tutorial.
Here’s how to get the template:
Now that you’ve got the template, let’s move on to customizing and using your Gantt chart in Notion.
1. Entering the Project Names
Before you begin with the more complex customization aspects, you should start by entering your project names. Doing so is very simple:
Screenshot by Danny Maiorca from the Notion web app
Alternatively, you can click on the name you want to change within the table and customize as needed in that way. Repeat either process until you’ve changed all the project names to fit your own requirements.
2. Customizing Each Project’s Specifics
Once you’ve changed the name of each project within your Notion Gantt chart, you’re ready to begin customizing more of the specifics. You can change each of the following:
To make the process easier for you to follow along, we’ll break these down into different sections below.
Adding Subtasks in Each Window
Adding subtasks is perhaps the best place to begin after you’ve changed your project names. Here’s how to do that:
After adding new tasks, you can customize everything in the same way you would with the preset versions.
Updating the Status of Your Task
If you want to update tasks in your Notion Gantt template, open the card related to your project or subtask. Here, you’ll find a section calledStatus; expand the dropdown menu and choose your current project status.
You will probably notice the percentage section in theProgresstab. you’re able to update this by completing subtasks within your project.
If you’re new to Notion, consider checking out this guide onuseful things you can do in Notion.
If you need to change the timescale for each task, you can use theTimescalesection. Pick your new start and finish dates when the calendar appears.
You can also move your project along on the Gantt chart timeline by dragging and dropping the required task(s).
3. Changing the View
If you want to change the view within your Gantt chart, you’ve got a couple of options. On the right-hand side, you’ll see a dropdown menu with a specified timescale; it could beMonth,Year,Quarter, or something along those lines.
Choose your preferred time span from the menu. You can also use theTodaytab to skip to your current day.
Another option is to change your task view by priority. To do this, selectBy Priorityon the left-hand side of your screen. Alternatively, pickAll projectsfor a complete overview of everything.
Note that you can customize all of these names if you want. You might also want to check out thisquick start guide to Notion’s project and task templatesif you’re just getting started.
4. Viewing and Delegating Tasks
If you’re using a Gantt chart for solo projects, you don’t need this section. But if you’ve designed your Notion Gantt chart to work as part of a bigger team, it’s important that you know how to delegate tasks.
Alternatively, you can follow these instructions:
If you later decide that Gantt charts aren’t the most optimal way to manage your projects, don’t worry. Severalproject management alternatives to Gantt chartsexist.
Create Effective Gantt Charts in Notion
Although Gantt charts can look confusing at first glance, they’re also an effective way to manage your projects. Knowing how to use Gantt charts in Notion is a useful starting point, and you may find that your team is more productive as a result.
Even if you only use these charts for individual projects, you might also find it easier to keep track of your big tasks. you may use Gantt charts for several project types, and they’re especially handy for long-term ones.
