How to make a Gantt chart: Guide + template

A Gantt chart is one of the most simple and effective ways to visualize a project timeline, dependencies, and milestones. Named for engineer Henry Gantt, who designed it to measure productivity and output, it serves as both a planning tool and project management tool. It shows tasks laid out in horizontal bars across a calendar view, helping people understand what needs to happen, when, and in what order. Whether you’re managing a product roadmap, marketing campaign, or construction project, a well-built Gantt chart helps keep everyone aligned and accountable.

In this guide, you’ll learn how to make a Gantt chart from scratch in just a few steps, plus how to use the Airtable ready-made template to get going faster on even the most complex projects.

How to make a Gantt chart: 9 steps

1. Define your project scope and goals

Start by clarifying what the project needs to achieve. A clear scope helps prevent the project from veering off course, and helps keep your Gantt chart focused on the right outcomes. To start, ask yourself:

Write down your objectives and constraints before listing tasks. These answers will shape every decision you make in your Gantt chart, such as task duration and dependencies.

2. Break the project into tasks and milestones

Next, list everything that must happen to complete the project. These become the rows in your Gantt chart. Here’s how you might break down the tasks:

Each task should be specific, measurable, and clearly owned. For example, instead of “Design website,” use “Create homepage wireframes” or “Finalize product landing page copy.”

3. Estimate task durations and deadlines

Once your task list is complete, estimate how long each task will take. This step is critical, as inaccurate estimates lead to unrealistic timelines and missed deadlines. When estimating:

If you’re unsure, start with rough estimates and refine them later. A Gantt chart is meant to evolve as your project progresses.

4. Identify task dependencies

Not all tasks can start at the same time. Some must be completed before others begin; these relationships are dependencies, and they’re what make Gantt charts so powerful. Common dependency types:

Mapping dependencies helps you spot the critical path: the sequence of tasks that directly determines your project’s end date. If any of these tasks slip, the whole project slips with them.

5. Choose a timeline format and time scale

Now decide how your timeline will be displayed. Most Gantt charts use days or weeks, but the right scale depends on your project length and level of detail.

For example:

Choose a format that gives stakeholders enough detail to act without overwhelming them. A good Gantt chart is easy to scan and instantly understandable.

6. Build your Gantt chart in a tool or template

At this point, you’re ready to turn your plan into a visual timeline. You don’t need a Gantt chart maker per se, but starting with a template can help you get going faster.

Instead of creating a Gantt chart manually in Sheets or Excel spreadsheets, start with dedicated project management software that includes pre-built templates. A template saves time by giving you structured fields for tasks, owners, start dates, end dates, and dependencies, plus an automatically generated timeline view. This makes it easier to adjust project schedules, track progress, and collaborate with teammates in real time.

7. Assign owners and resources

A Gantt chart becomes actionable when every task has a clear owner. Assign responsibility for each task so everyone knows who’s accountable for delivery. You may also want to track:

This step helps uncover resource conflicts early, such as one person being scheduled for multiple critical tasks at the same time, and allows you to rebalance workloads before issues arise.

8. Review, validate, and optimize your timeline

Before sharing your Gantt chart, review it with stakeholders and team members. Check for:

This collaborative review often reveals hidden assumptions and risks. Adjust your plan until everyone agrees it’s achievable and aligned with business priorities.

9. Publish, track progress, and update regularly

A Gantt chart isn’t a one-time deliverable, it’s a living project artifact. To ensure it stays that way, once your chart is published:

Regular updates ensure your Gantt chart stays accurate and trustworthy, making it a reliable source of truth for the entire project team.

By following these steps, you can create a Gantt chart that’s clear, realistic, and easy to maintain, whether you’re planning a simple campaign or managing a complex cross-functional initiative.

How to create a Gantt chart with a template

Instead of building a Gantt chart from scratch, using a template and dedicated Gantt chart tools can save hours and help teams follow best practices from day one. With Airtable’s ready-made Gantt chart template, you can:

Let’s walk through the basic steps to create a custom Gantt chart.

Step 1: Add your project tasks

Start by listing:

These fields power the Gantt view automatically.

Step 2: Define dependencies

Next, link tasks that depend on one another, so delays in one area automatically surface risks in others. Highlighting dependencies helps teams:

Step 3: Visualize the timeline

Once tasks and dates are entered, the Gantt chart instantly displays:

This visualization gives everyone a shared view of how work unfolds over time.

Step 4: Collaborate and iterate

Real-time progress tracking is a major benefit of a Gantt chart. As work progresses, teams can:

All changes update the Gantt view in real time, keeping everyone aligned.

Step 5: Share and report

Because Airtable is cloud-based, stakeholders can get the following asynchronous updates, without needing bespoke reports or PowerPoint decks:

Templates help teams move faster, but flexibility helps workflows evolve as the work evolves.

Best practices for how to make a basic Gantt chart

Whether you’re using a template or building from scratch, these best practices will help you get more value from your Gantt charts.

1. Start with outcomes, not tasks

Before listing activities, clarify:

2. Keep timelines realistic

Overly aggressive schedules create stress and rework. A slightly longer timeline is far better than a missed deadline, which can erode trust between teams. In your chart, account for:

3. Use dependencies wisely

Dependencies help teams understand what truly drives timelines, but too many can create unnecessary complexity. Focus on:

4. Break work into manageable chunks

Tasks that span weeks without checkpoints are hard to manage. Instead:

This improves accountability and visibility.

5. Update frequently

A Gantt chart is only useful if it reflects reality. Real-time accuracy builds trust and prevents surprises. To foster this, encourage teams to:

6. Use it as a collaboration tool, not just a schedule

The best Gantt charts don’t just show dates, they also support collaborative work management. Use them to:

When everyone works from the same timeline, execution becomes smoother.

Make your own Gantt chart with Airtable

Airtable’s project management solutions make Gantt charts more powerful and more flexible than traditional tools. Instead of static timelines, Airtable’s Gantt view connects directly to live project data, meaning:

But the real power comes from combining Gantt charts with Airtable’s AI-powered tools and flexible views. With Airtable, you can:

Instead of managing projects in one tool and collaboration in another, Airtable brings everything together.

See for yourself by booking a demo.