In this guide, we’ll take you through a step-by-step approach to creating a project timeline with ease.<\/p>\n\n\n\n
Go directly to the steps, if you want to skip over the definition, example, and types of project timelines. <\/p>\n\n\n\n
What is a project timeline?<\/strong><\/h2>\n\n\n\nA project timeline is a graphical representation of a project\u2019s schedule in the form of a horizontal bar chart. <\/p>\n\n\n\n
The x-axis represents the project calendar. And each horizontal bar represents a project task. The ends of the horizontal bar indicate the start and end dates of the task. <\/p>\n\n\n\n
From a project\u2019s initiation to its end, a timeline shows the entire project life cycle. It\u2019s a critical output of the project-planning process.<\/p>\n\n\n\n
A timeline gives you an overview of:<\/p>\n\n\n\n
\n- Tasks or activities with start and end dates<\/li>\n\n\n\n
- Dependencies between tasks or activities<\/li>\n\n\n\n
- Allocated resources for each task or activity<\/li>\n\n\n\n
- Milestones such as project kick-off, completion of major deliverables, important meetings, or key decision points.<\/li>\n<\/ul>\n\n\n\n
![\"Screenshot](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image18-1-1024x640.png\")
<\/figure>\n\n\n\nProject timeline example<\/strong><\/h2>\n\n\n\nImagine you’re planning a marketing campaign for a new product launch. Let\u2019s say it\u2019s your brand-new dog apparel line. <\/p>\n\n\n\n
Your project timeline includes milestones and tasks like:<\/p>\n\n\n\n
\n- Setting goals\n
\n- Set goals and budget<\/li>\n\n\n\n
- Determine KPIs<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Market research\n
\n- Conduct customer surveys<\/li>\n\n\n\n
- Analyze competitor campaigns<\/li>\n\n\n\n
- Identify target audience<\/li>\n\n\n\n
- Create buyer persona(s)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Campaign design\n
\n- Create ad copy<\/li>\n\n\n\n
- Design ad collaterals<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Launch\n
\n- Run and monitor ads<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
In addition, you\u2019ll also have kickoff and review meetings with stakeholders for approvals and progress reports.<\/p>\n\n\n\n
To launch this campaign on time, you will need to schedule the tasks for specific start and end dates, considering: <\/p>\n\n\n\n
\n- Task dependencies<\/li>\n\n\n\n
- Your team\u2019s availability and capacity<\/li>\n\n\n\n
- Constraints and risks<\/li>\n<\/ul>\n\n\n\n
With so many moving parts, things can quickly get out of hand even for this simple project. In addition, you must ensure that stakeholders are kept up to date and team members know who\u2019s doing what and when.<\/p>\n\n\n\n
That\u2019s where a project timeline helps.<\/p>\n\n\n\n![\"Screenshot](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image10-2-1024x524.png\")
<\/figure>\n\n\n\nTake the above timeline as an example. It was created using Toggl Plan<\/a>, which makes it easy for you to:<\/p>\n\n\n\n\n- Create and edit project schedules by dragging and dropping project timelines<\/li>\n\n\n\n
- Share read-only versions of your project timelines with stakeholders<\/li>\n\n\n\n
- Visualize and manage workloads, availability, and capacity.<\/li>\n\n\n\n
- Keep track of important events by making project milestones visible across other timelines<\/li>\n<\/ul>\n\n\n\n
Types of project management timelines<\/strong><\/h2>\n\n\n\nThere are two major types of timelines \u2014 chronological timelines and Gantt charts. In addition, timelines can also be static or interactive.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image4-1024x534.jpg\")
<\/figure>\n\n\n\nLet\u2019s take a look at a few examples:<\/p>\n\n\n\n
Chronological project timelines<\/strong><\/h3>\n\n\n\nChronological timelines can be horizontal or vertical. <\/p>\n\n\n\n
They make it easy to visualize sequential activities; i.e., activities that occur one after another. This makes chronological timelines useful for very high-level project roadmaps.<\/p>\n\n\n\n![\"An](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image13-1-1024x288.png\")
Source<\/em><\/a><\/figcaption><\/figure>\n\n\n\nGantt chart project timelines<\/strong><\/h3>\n\n\n\nUnlike sequential timelines, Gantt charts can also be used for mapping out synchronous activities; i.e., activities that occur in parallel. <\/p>\n\n\n\n
\n- We\u2019ve already seen an example Gantt project timeline in the example above.<\/li>\n<\/ul>\n\n\n\n
Static project timelines<\/strong><\/h3>\n\n\n\nStatic timelines are often read-only timelines. You cannot interact with a static timeline or work collaboratively on it with your team. This makes it difficult to track a project\u2019s progress in real time.<\/p>\n\n\n\n
Static timelines are often designed using graphic design tools and presentation software<\/a>.<\/p>\n\n\n\n![\"An](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image7-copy-1024x613.jpg\")
<\/figure>\n\n\n\nSource<\/em><\/a><\/p>\n\n\n\nInteractive project timelines<\/strong><\/h3>\n\n\n\nUnlike static timelines, interactive timelines make it easy to collaborate and track a project in real time. Also, you can easily adjust an interactive timeline if the project schedule changes.<\/p>\n\n\n\n
Most modern project management tools<\/a> come with an interactive Gantt chart timeline.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image2-1-1024x640.png\")
<\/figure>\n\n\n\nHow to create a successful project timeline<\/strong><\/h2>\n\n\n\nCreating a timeline may seem simple.<\/p>\n\n\n\n
But even if you\u2019re a veteran project manager, these 8 steps will help you systematically create a timeline.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image14-1-1024x742.jpg\")
<\/figure>\n\n\n\nLet\u2019s go!<\/p>\n\n\n\n
Step #1: Establish project scope<\/strong><\/h3>\n\n\n\nA project scope statement freezes a project\u2019s requirements<\/a>, priorities, and constraints. <\/p>\n\n\n\nEssentially, it documents what\u2019s included and what\u2019s not included in a project.<\/p>\n\n\n\n
If the project\u2019s scope isn\u2019t defined or approved by the client, chances are project owners may request deliverables outside the original requirements.<\/p>\n\n\n\n
This is called scope creep<\/a>.<\/p>\n\n\n\nAs a result, projects fail because of poor delivery and result in unhappy clients and a burnt-out team. <\/p>\n\n\n\n
This is why it\u2019s critical to establish, document, and get the scope approved by the client.<\/p>\n\n\n\n
Here\u2019s a Project Scope template<\/a> that will make that process easier for you.<\/p>\n\n\n\nStep #2: Establish the significant project phases or deliverables<\/strong><\/h3>\n\n\n\nOnce you\u2019ve established a project\u2019s scope, the next step is to establish the significant project phases or deliverables. <\/p>\n\n\n\n
Creating a Work Breakdown Structure<\/a> (WBS) can help you here.<\/p>\n\n\n\nA WBS is a step-by-step, tiered layout detailing all the work necessary to complete a project. The WBS effectively “breaks down” the project into manageable phases or deliverables, like in the image below.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image22-1024x567.jpg\")
<\/figure>\n\n\n\nFor example, a web design project can be split into phases like:<\/p>\n\n\n\n
\n- Design<\/li>\n\n\n\n
- Development<\/li>\n\n\n\n
- Testing<\/li>\n\n\n\n
- Deployment <\/li>\n<\/ul>\n\n\n\n
However, we can execute some design and development activities simultaneously. So you could split the project deliverables into the following sub-deliverables:<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image11-1-1024x567.jpg\")
<\/figure>\n\n\n \n Further Reading:<\/span>\n \n \n \n ![\"Work](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/09\/blog-wbs-112x59.jpg\")
\n Work Breakdown Structure (WBS): Definition, Benefits & Steps<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #3: Build a task list<\/strong><\/h3>\n\n\n\nNext, we split each phase or deliverable into tasks. Tasks are the activities that you need to execute on to complete each phase or deliverable..<\/p>\n\n\n\n
When splitting breaking down phases or deliverables into tasks, ensure the tasks are neither too big nor too small.<\/p>\n\n\n\n
Why?<\/p>\n\n\n\n
Large tasks can make estimation hard and carry significant risks. On the other hand, small tasks require micromanagement and waste a manager’s time.<\/p>\n\n\n\n
At the end of this exercise, you should have a list of tasks needed to complete each phase or deliverable..\u00a0<\/p>\n\n\n\n
Here\u2019s a task list for our example website design project:<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image3-1-1024x726.jpg\")
<\/figure>\n\n\n\nStep #4: Prioritize tasks by dependencies<\/strong><\/h3>\n\n\n\nA dependent task cannot start until prior tasks, on which it depends, are completed. <\/p>\n\n\n\n
Identifying task dependencies helps you discover tasks that need to be worked on in a sequence.<\/p>\n\n\n\n
Creating a realistic timeline critically depends on prioritizing tasks by dependencies.<\/p>\n\n\n\n
You should start tasks that depend on others after completing the prior ones, as this determines a work sequence.<\/p>\n\n\n\n
On the other hand, you can work on independent tasks in parallel.<\/p>\n\n\n\n
For our web design project, it\u2019s fairly easy to identify dependencies to prioritize work<\/a>. <\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image21-1-1024x726.jpg\")
<\/figure>\n\n\n\nThe task IDs in a WBS essentially create the work sequence.<\/p>\n\n\n\n
Step #5: Estimate the time required for each task<\/strong><\/h3>\n\n\n\nOnce your task list is prioritized by dependencies, the next step is to estimate the time required<\/a> to complete each task.<\/p>\n\n\n\nYou have two options here:<\/p>\n\n\n\n
\n- Use the knowledge and experience of your team<\/li>\n\n\n\n
- Use historical project data for more accurate estimates<\/li>\n<\/ol>\n\n\n\n
You can ask your team to add time estimates to each task on your WBS<\/a>. <\/p>\n\n\n\nHere\u2019s how our website design project task list looks with estimates:<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image16-1-1024x633.jpg\")
<\/figure>\n\n\n\nOr if you have the data look at past projects to better understand how much time went into each task.<\/p>\n\n\n\n
Using Toggl Track<\/a>, you can view past project data within the Project Dashboard:<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image6-1-1024x527.png\")
<\/figure>\n\n\n\nIf you’re unsure about the granularity of each phase or deliverable, consider using the 8\/80 rule.<\/p>\n\n\n\n
This guideline suggests that a task’s duration should be 8 to 80 hours. When in doubt, apply the “if it makes sense” rule and use your best judgment.<\/p>\n\n\n\n
When estimating the effort required, add a small buffer so that your team has some breathing space before the final deadline. <\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n ![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/07\/Blog-Header-Calculate-Realistic-Time-Estimates-for-a-Project_Blog-Header-1640x982-1-e1730396361803-112x68.png\")
\n Project Time Estimation: Expert Tips & Methodologies<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #6. Identify & allocate resources<\/strong><\/h3>\n\n\n\nNext, you need to identify what resources are available to complete the project. <\/p>\n\n\n\n
Resource availability and capacity planning<\/a> are often the biggest limiting factors when scheduling tasks. <\/p>\n\n\n\nThis is particularly true for project team members who are shared across multiple projects.<\/p>\n\n\n\n
Toggl Plan\u2019s Team Timeline<\/a> is color-coded with different colors for each project. This helps you quickly visualize your team\u2019s capacity and workload.<\/p>\n\n\n\nWithin your Team Timeline, you can also get a quick look over the availability of team members over a specified period using the Availability overview<\/a>.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image1-2.png\")
<\/figure>\n\n\n\nOnce you know your team’s availability and capacity, you can easily adjust workloads to accommodate other projects by dragging and dropping work.<\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n ![\"What](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/resource-allocation-112x67.jpg\")
\n What Is Resource Allocation In Project Management?<\/span>\n <\/a>\n <\/div>\n \n \n ![\"Resource](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/12\/resource-capacity-1-112x59.jpg\")
\n Resource Planning for Managers: The Complete Guide (2026 Update)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #7: Add milestones<\/strong><\/h3>\n\n\n\nProject milestones<\/a> are critical dates such as the completion of major deliverables, important meetings, or key decision points. Typically, a milestone marks the end of a project phase<\/a> or cycle.<\/p>\n\n\n\nOn the timeline, milestones serve as intermittent checkpoints to monitor progress and get feedback from clients.<\/p>\n\n\n\n
Milestones help you adjust the schedule if estimates go awry. <\/p>\n\n\n\n
Plus, client feedback on milestone deliverables helps your team correct course to meet client expectations. <\/p>\n\n\n\n
Finally, delivery milestones are a reason to celebrate and help your team stay motivated throughout the project\u2019s duration.<\/p>\n\n\n\n
For our web design project, here are some example milestones.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image17-1-1024x760.jpg\")
<\/figure>\n\n\n\nStep #8: Make a project timeline<\/strong><\/h3>\n\n\n\nFinally, it\u2019s time to make a project timeline. <\/p>\n\n\n\n
To create a timeline, you can use something as simple as paper and pen or a project timeline software tool to create interactive timelines. <\/p>\n\n\n\n
Here\u2019s a project timeline example for a web design project in Toggl Plan.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image15-1.jpg\")
<\/figure>\n\n\n\nNow you\u2019re probably wondering if you should go through the trouble of creating a project timeline in the first place. \ud83e\udd14<\/p>\n\n\n\n
Let\u2019s go over the benefits you can harness by leveraging this visual approach. <\/p>\n\n\n\n
You\u2019ll see it\u2019s worth the effort.<\/p>\n\n\n\n
What are the benefits of creating a project timeline?<\/strong><\/h2>\n\n\n\nThere can be no debate that planning better makes work better. Project management research<\/a> has shown that planning and project success are closely related. <\/p>\n\n\n\nHere are a few reasons why you should consider making a timeline:<\/p>\n\n\n\n
\n- Communicates the project plan visually in detail<\/strong>. A project management timeline provides a visual overview of a project. It also provides details about the project\u2019s tasks, resources, milestones, and delivery dates.<\/li>\n\n\n\n
- Tracks and communicates project progress<\/strong>. As tasks get done, you can all see how far the project has come. Also, you can see if the project is on track to meet the milestones and delivery dates.<\/li>\n\n\n\n
- Motivates the team to deliver<\/strong>. Nothing is more motivating than seeing tasks get done, milestones being met, and the project progressing. A timeline motivates the team and helps it stay on track. <\/li>\n\n\n\n
- Helps prioritize project activities<\/strong>. A timeline gives clear visibility into the dependencies within a project. That way your team and all stakeholders can clearly see what needs to be prioritized.<\/li>\n\n\n\n
- Reveals constraints and risks<\/strong>. Finding the right resources at the right time is critical to a project\u2019s success. A timeline helps identify resource availability as well as risks that can derail the project.<\/li>\n<\/ul>\n\n\n\n
Challenges in creating a project management timeline<\/strong><\/h2>\n\n\n\nBased on the steps above, there are 3 major challenges you\u2019ll encounter when creating a timeline for a project.<\/p>\n\n\n\n
\n- Insufficient project information:<\/strong> No project can succeed with insufficient information. That\u2019s why it\u2019s critical to freeze the project scope and get it approved before you begin planning and execution. It also helps to communicate frequently with clients at each stage of the project.<\/li>\n\n\n\n
- Estimation:<\/strong> Timeline planning often stumbles during the estimation step. However, keep in mind that an estimate is just that, an estimate. It\u2019s difficult to estimate how long it\u2019ll take to complete a task. There are a lot of factors involved \u2013 task complexity, resource availability, resource competency, etc.<\/li>\n\n\n\n
- Resource availability:<\/strong> Managing resources is possibly the biggest limiting factor, particularly if teams share resources. A project manager should book a resource, not just for the estimated time, but also for a buffer period before or after the actual scheduled task.<\/li>\n<\/ul>\n\n\n\n
Also, your job isn\u2019t done once you\u2019ve created the timeline. To ensure that the project is completed within budget and on time, you\u2019ll need to avoid these 5 mistakes<\/a>.<\/p>\n\n\n\n3 project timeline templates to help you plan better<\/strong><\/h2>\n\n\n\nIf you’re managing a project, having a solid, detailed timeline<\/a> is crucial to ensure its success. Fortunately, there are many tools available that can help you create one. <\/p>\n\n\n\nLet\u2019s take a look at 3 of them and what they can do for you:<\/p>\n\n\n\n
Excel project timeline template<\/strong><\/h3>\n\n\n\nExcel offers a variety of pre-designed templates that you can customize easily. <\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n ![\"How](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/04\/how-to-create-a-timeline-in-excel-112x67.jpg\")
\n How to Create a Project Timeline In Excel (Free Templates)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nWith Excel, you can create both simple chronological timelines and Gantt charts, which help schedule and track tasks and milestones.<\/p>\n\n\n\n
Excel is generally available to most teams and has almost no learning curve. However, collaboration and keeping it up to date in real time can be challenging.<\/p>\n\n\n\n
Google Sheets project timeline template<\/strong><\/h3>\n\n\n\nGoogle Sheets is an alternative to creating Excel project timelines<\/p>\n\n\n\n
There are several templates available online that make it easy to get started with your project timeline in Google Sheets. <\/p>\n\n\n\n
Google Sheets has the same pros and cons as that of Excel.<\/p>\n\n\n\n![\"A](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image9-copy-1024x500.jpg\")
<\/figure>\n\n\n\nGet this project timeline template:<\/strong> You can find this template in the \u201cProject management\u201d section of Google Sheets templates.<\/p>\n\n\n\nPowerPoint project timeline template<\/strong><\/h3>\n\n\n\nPowerPoint is a popular choice among project managers. <\/p>\n\n\n\n
To create a project timeline, open a blank presentation and select the “SmartArt” option under the “Insert” tab. <\/p>\n\n\n\n
From there, you can choose from various pre-designed templates that suit your project goals. <\/p>\n\n\n\n
Once you’ve selected the appropriate template, input your specific tasks or milestones into each box. <\/p>\n\n\n\n
You can easily adjust time frames by dragging and dropping them to fit within your desired scope of the project.<\/p>\n\n\n\n![\"\"](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/image19-1024x479.png\")
Source: Officetimeline<\/a><\/em><\/figcaption><\/figure>\n\n\n\n
<\/figure>\n\n\n\nProject timeline example<\/strong><\/h2>\n\n\n\nImagine you’re planning a marketing campaign for a new product launch. Let\u2019s say it\u2019s your brand-new dog apparel line. <\/p>\n\n\n\n
Your project timeline includes milestones and tasks like:<\/p>\n\n\n\n
\n- Setting goals\n
\n- Set goals and budget<\/li>\n\n\n\n
- Determine KPIs<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Market research\n
\n- Conduct customer surveys<\/li>\n\n\n\n
- Analyze competitor campaigns<\/li>\n\n\n\n
- Identify target audience<\/li>\n\n\n\n
- Create buyer persona(s)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Campaign design\n
\n- Create ad copy<\/li>\n\n\n\n
- Design ad collaterals<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Launch\n
\n- Run and monitor ads<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
In addition, you\u2019ll also have kickoff and review meetings with stakeholders for approvals and progress reports.<\/p>\n\n\n\n
To launch this campaign on time, you will need to schedule the tasks for specific start and end dates, considering: <\/p>\n\n\n\n
\n- Task dependencies<\/li>\n\n\n\n
- Your team\u2019s availability and capacity<\/li>\n\n\n\n
- Constraints and risks<\/li>\n<\/ul>\n\n\n\n
With so many moving parts, things can quickly get out of hand even for this simple project. In addition, you must ensure that stakeholders are kept up to date and team members know who\u2019s doing what and when.<\/p>\n\n\n\n
That\u2019s where a project timeline helps.<\/p>\n\n\n\n<\/figure>\n\n\n\nTake the above timeline as an example. It was created using Toggl Plan<\/a>, which makes it easy for you to:<\/p>\n\n\n\n\n- Create and edit project schedules by dragging and dropping project timelines<\/li>\n\n\n\n
- Share read-only versions of your project timelines with stakeholders<\/li>\n\n\n\n
- Visualize and manage workloads, availability, and capacity.<\/li>\n\n\n\n
- Keep track of important events by making project milestones visible across other timelines<\/li>\n<\/ul>\n\n\n\n
Types of project management timelines<\/strong><\/h2>\n\n\n\nThere are two major types of timelines \u2014 chronological timelines and Gantt charts. In addition, timelines can also be static or interactive.<\/p>\n\n\n\n<\/figure>\n\n\n\nLet\u2019s take a look at a few examples:<\/p>\n\n\n\n
Chronological project timelines<\/strong><\/h3>\n\n\n\nChronological timelines can be horizontal or vertical. <\/p>\n\n\n\n
They make it easy to visualize sequential activities; i.e., activities that occur one after another. This makes chronological timelines useful for very high-level project roadmaps.<\/p>\n\n\n\nSource<\/em><\/a><\/figcaption><\/figure>\n\n\n\nGantt chart project timelines<\/strong><\/h3>\n\n\n\nUnlike sequential timelines, Gantt charts can also be used for mapping out synchronous activities; i.e., activities that occur in parallel. <\/p>\n\n\n\n
\n- We\u2019ve already seen an example Gantt project timeline in the example above.<\/li>\n<\/ul>\n\n\n\n
Static project timelines<\/strong><\/h3>\n\n\n\nStatic timelines are often read-only timelines. You cannot interact with a static timeline or work collaboratively on it with your team. This makes it difficult to track a project\u2019s progress in real time.<\/p>\n\n\n\n
Static timelines are often designed using graphic design tools and presentation software<\/a>.<\/p>\n\n\n\n<\/figure>\n\n\n\nSource<\/em><\/a><\/p>\n\n\n\nInteractive project timelines<\/strong><\/h3>\n\n\n\nUnlike static timelines, interactive timelines make it easy to collaborate and track a project in real time. Also, you can easily adjust an interactive timeline if the project schedule changes.<\/p>\n\n\n\n
Most modern project management tools<\/a> come with an interactive Gantt chart timeline.<\/p>\n\n\n\n<\/figure>\n\n\n\nHow to create a successful project timeline<\/strong><\/h2>\n\n\n\nCreating a timeline may seem simple.<\/p>\n\n\n\n
But even if you\u2019re a veteran project manager, these 8 steps will help you systematically create a timeline.<\/p>\n\n\n\n<\/figure>\n\n\n\nLet\u2019s go!<\/p>\n\n\n\n
Step #1: Establish project scope<\/strong><\/h3>\n\n\n\nA project scope statement freezes a project\u2019s requirements<\/a>, priorities, and constraints. <\/p>\n\n\n\nEssentially, it documents what\u2019s included and what\u2019s not included in a project.<\/p>\n\n\n\n
If the project\u2019s scope isn\u2019t defined or approved by the client, chances are project owners may request deliverables outside the original requirements.<\/p>\n\n\n\n
This is called scope creep<\/a>.<\/p>\n\n\n\nAs a result, projects fail because of poor delivery and result in unhappy clients and a burnt-out team. <\/p>\n\n\n\n
This is why it\u2019s critical to establish, document, and get the scope approved by the client.<\/p>\n\n\n\n
Here\u2019s a Project Scope template<\/a> that will make that process easier for you.<\/p>\n\n\n\nStep #2: Establish the significant project phases or deliverables<\/strong><\/h3>\n\n\n\nOnce you\u2019ve established a project\u2019s scope, the next step is to establish the significant project phases or deliverables. <\/p>\n\n\n\n
Creating a Work Breakdown Structure<\/a> (WBS) can help you here.<\/p>\n\n\n\nA WBS is a step-by-step, tiered layout detailing all the work necessary to complete a project. The WBS effectively “breaks down” the project into manageable phases or deliverables, like in the image below.<\/p>\n\n\n\n<\/figure>\n\n\n\nFor example, a web design project can be split into phases like:<\/p>\n\n\n\n
\n- Design<\/li>\n\n\n\n
- Development<\/li>\n\n\n\n
- Testing<\/li>\n\n\n\n
- Deployment <\/li>\n<\/ul>\n\n\n\n
However, we can execute some design and development activities simultaneously. So you could split the project deliverables into the following sub-deliverables:<\/p>\n\n\n\n<\/figure>\n\n\n \n Further Reading:<\/span>\n \n \n \n \n Work Breakdown Structure (WBS): Definition, Benefits & Steps<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #3: Build a task list<\/strong><\/h3>\n\n\n\nNext, we split each phase or deliverable into tasks. Tasks are the activities that you need to execute on to complete each phase or deliverable..<\/p>\n\n\n\n
When splitting breaking down phases or deliverables into tasks, ensure the tasks are neither too big nor too small.<\/p>\n\n\n\n
Why?<\/p>\n\n\n\n
Large tasks can make estimation hard and carry significant risks. On the other hand, small tasks require micromanagement and waste a manager’s time.<\/p>\n\n\n\n
At the end of this exercise, you should have a list of tasks needed to complete each phase or deliverable..\u00a0<\/p>\n\n\n\n
Here\u2019s a task list for our example website design project:<\/p>\n\n\n\n<\/figure>\n\n\n\nStep #4: Prioritize tasks by dependencies<\/strong><\/h3>\n\n\n\nA dependent task cannot start until prior tasks, on which it depends, are completed. <\/p>\n\n\n\n
Identifying task dependencies helps you discover tasks that need to be worked on in a sequence.<\/p>\n\n\n\n
Creating a realistic timeline critically depends on prioritizing tasks by dependencies.<\/p>\n\n\n\n
You should start tasks that depend on others after completing the prior ones, as this determines a work sequence.<\/p>\n\n\n\n
On the other hand, you can work on independent tasks in parallel.<\/p>\n\n\n\n
For our web design project, it\u2019s fairly easy to identify dependencies to prioritize work<\/a>. <\/p>\n\n\n\n<\/figure>\n\n\n\nThe task IDs in a WBS essentially create the work sequence.<\/p>\n\n\n\n
Step #5: Estimate the time required for each task<\/strong><\/h3>\n\n\n\nOnce your task list is prioritized by dependencies, the next step is to estimate the time required<\/a> to complete each task.<\/p>\n\n\n\nYou have two options here:<\/p>\n\n\n\n
\n- Use the knowledge and experience of your team<\/li>\n\n\n\n
- Use historical project data for more accurate estimates<\/li>\n<\/ol>\n\n\n\n
You can ask your team to add time estimates to each task on your WBS<\/a>. <\/p>\n\n\n\nHere\u2019s how our website design project task list looks with estimates:<\/p>\n\n\n\n<\/figure>\n\n\n\nOr if you have the data look at past projects to better understand how much time went into each task.<\/p>\n\n\n\n
Using Toggl Track<\/a>, you can view past project data within the Project Dashboard:<\/p>\n\n\n\n<\/figure>\n\n\n\nIf you’re unsure about the granularity of each phase or deliverable, consider using the 8\/80 rule.<\/p>\n\n\n\n
This guideline suggests that a task’s duration should be 8 to 80 hours. When in doubt, apply the “if it makes sense” rule and use your best judgment.<\/p>\n\n\n\n
When estimating the effort required, add a small buffer so that your team has some breathing space before the final deadline. <\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n \n Project Time Estimation: Expert Tips & Methodologies<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #6. Identify & allocate resources<\/strong><\/h3>\n\n\n\nNext, you need to identify what resources are available to complete the project. <\/p>\n\n\n\n
Resource availability and capacity planning<\/a> are often the biggest limiting factors when scheduling tasks. <\/p>\n\n\n\nThis is particularly true for project team members who are shared across multiple projects.<\/p>\n\n\n\n
Toggl Plan\u2019s Team Timeline<\/a> is color-coded with different colors for each project. This helps you quickly visualize your team\u2019s capacity and workload.<\/p>\n\n\n\nWithin your Team Timeline, you can also get a quick look over the availability of team members over a specified period using the Availability overview<\/a>.<\/p>\n\n\n\n<\/figure>\n\n\n\nOnce you know your team’s availability and capacity, you can easily adjust workloads to accommodate other projects by dragging and dropping work.<\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n \n What Is Resource Allocation In Project Management?<\/span>\n <\/a>\n <\/div>\n \n \n \n Resource Planning for Managers: The Complete Guide (2026 Update)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #7: Add milestones<\/strong><\/h3>\n\n\n\nProject milestones<\/a> are critical dates such as the completion of major deliverables, important meetings, or key decision points. Typically, a milestone marks the end of a project phase<\/a> or cycle.<\/p>\n\n\n\nOn the timeline, milestones serve as intermittent checkpoints to monitor progress and get feedback from clients.<\/p>\n\n\n\n
Milestones help you adjust the schedule if estimates go awry. <\/p>\n\n\n\n
Plus, client feedback on milestone deliverables helps your team correct course to meet client expectations. <\/p>\n\n\n\n
Finally, delivery milestones are a reason to celebrate and help your team stay motivated throughout the project\u2019s duration.<\/p>\n\n\n\n
For our web design project, here are some example milestones.<\/p>\n\n\n\n<\/figure>\n\n\n\nStep #8: Make a project timeline<\/strong><\/h3>\n\n\n\nFinally, it\u2019s time to make a project timeline. <\/p>\n\n\n\n
To create a timeline, you can use something as simple as paper and pen or a project timeline software tool to create interactive timelines. <\/p>\n\n\n\n
Here\u2019s a project timeline example for a web design project in Toggl Plan.<\/p>\n\n\n\n<\/figure>\n\n\n\nNow you\u2019re probably wondering if you should go through the trouble of creating a project timeline in the first place. \ud83e\udd14<\/p>\n\n\n\n
Let\u2019s go over the benefits you can harness by leveraging this visual approach. <\/p>\n\n\n\n
You\u2019ll see it\u2019s worth the effort.<\/p>\n\n\n\n
What are the benefits of creating a project timeline?<\/strong><\/h2>\n\n\n\nThere can be no debate that planning better makes work better. Project management research<\/a> has shown that planning and project success are closely related. <\/p>\n\n\n\nHere are a few reasons why you should consider making a timeline:<\/p>\n\n\n\n
\n- Communicates the project plan visually in detail<\/strong>. A project management timeline provides a visual overview of a project. It also provides details about the project\u2019s tasks, resources, milestones, and delivery dates.<\/li>\n\n\n\n
- Tracks and communicates project progress<\/strong>. As tasks get done, you can all see how far the project has come. Also, you can see if the project is on track to meet the milestones and delivery dates.<\/li>\n\n\n\n
- Motivates the team to deliver<\/strong>. Nothing is more motivating than seeing tasks get done, milestones being met, and the project progressing. A timeline motivates the team and helps it stay on track. <\/li>\n\n\n\n
- Helps prioritize project activities<\/strong>. A timeline gives clear visibility into the dependencies within a project. That way your team and all stakeholders can clearly see what needs to be prioritized.<\/li>\n\n\n\n
- Reveals constraints and risks<\/strong>. Finding the right resources at the right time is critical to a project\u2019s success. A timeline helps identify resource availability as well as risks that can derail the project.<\/li>\n<\/ul>\n\n\n\n
Challenges in creating a project management timeline<\/strong><\/h2>\n\n\n\nBased on the steps above, there are 3 major challenges you\u2019ll encounter when creating a timeline for a project.<\/p>\n\n\n\n
\n- Insufficient project information:<\/strong> No project can succeed with insufficient information. That\u2019s why it\u2019s critical to freeze the project scope and get it approved before you begin planning and execution. It also helps to communicate frequently with clients at each stage of the project.<\/li>\n\n\n\n
- Estimation:<\/strong> Timeline planning often stumbles during the estimation step. However, keep in mind that an estimate is just that, an estimate. It\u2019s difficult to estimate how long it\u2019ll take to complete a task. There are a lot of factors involved \u2013 task complexity, resource availability, resource competency, etc.<\/li>\n\n\n\n
- Resource availability:<\/strong> Managing resources is possibly the biggest limiting factor, particularly if teams share resources. A project manager should book a resource, not just for the estimated time, but also for a buffer period before or after the actual scheduled task.<\/li>\n<\/ul>\n\n\n\n
Also, your job isn\u2019t done once you\u2019ve created the timeline. To ensure that the project is completed within budget and on time, you\u2019ll need to avoid these 5 mistakes<\/a>.<\/p>\n\n\n\n3 project timeline templates to help you plan better<\/strong><\/h2>\n\n\n\nIf you’re managing a project, having a solid, detailed timeline<\/a> is crucial to ensure its success. Fortunately, there are many tools available that can help you create one. <\/p>\n\n\n\nLet\u2019s take a look at 3 of them and what they can do for you:<\/p>\n\n\n\n
Excel project timeline template<\/strong><\/h3>\n\n\n\nExcel offers a variety of pre-designed templates that you can customize easily. <\/p>\n\n\n
\n Further Reading:<\/span>\n \n \n \n \n How to Create a Project Timeline In Excel (Free Templates)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nWith Excel, you can create both simple chronological timelines and Gantt charts, which help schedule and track tasks and milestones.<\/p>\n\n\n\n
Excel is generally available to most teams and has almost no learning curve. However, collaboration and keeping it up to date in real time can be challenging.<\/p>\n\n\n\n
Google Sheets project timeline template<\/strong><\/h3>\n\n\n\nGoogle Sheets is an alternative to creating Excel project timelines<\/p>\n\n\n\n
There are several templates available online that make it easy to get started with your project timeline in Google Sheets. <\/p>\n\n\n\n
Google Sheets has the same pros and cons as that of Excel.<\/p>\n\n\n\n<\/figure>\n\n\n\nGet this project timeline template:<\/strong> You can find this template in the \u201cProject management\u201d section of Google Sheets templates.<\/p>\n\n\n\nPowerPoint project timeline template<\/strong><\/h3>\n\n\n\nPowerPoint is a popular choice among project managers. <\/p>\n\n\n\n
To create a project timeline, open a blank presentation and select the “SmartArt” option under the “Insert” tab. <\/p>\n\n\n\n
From there, you can choose from various pre-designed templates that suit your project goals. <\/p>\n\n\n\n
Once you’ve selected the appropriate template, input your specific tasks or milestones into each box. <\/p>\n\n\n\n
You can easily adjust time frames by dragging and dropping them to fit within your desired scope of the project.<\/p>\n\n\n\nSource: Officetimeline<\/a><\/em><\/figcaption><\/figure>\n\n\n\n
- \n
- Set goals and budget<\/li>\n\n\n\n
- Determine KPIs<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Market research\n
- \n
- Conduct customer surveys<\/li>\n\n\n\n
- Analyze competitor campaigns<\/li>\n\n\n\n
- Identify target audience<\/li>\n\n\n\n
- Create buyer persona(s)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Campaign design\n
- \n
- Create ad copy<\/li>\n\n\n\n
- Design ad collaterals<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Launch\n
- \n
- Run and monitor ads<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
In addition, you\u2019ll also have kickoff and review meetings with stakeholders for approvals and progress reports.<\/p>\n\n\n\n
To launch this campaign on time, you will need to schedule the tasks for specific start and end dates, considering: <\/p>\n\n\n\n
- \n
- Task dependencies<\/li>\n\n\n\n
- Your team\u2019s availability and capacity<\/li>\n\n\n\n
- Constraints and risks<\/li>\n<\/ul>\n\n\n\n
With so many moving parts, things can quickly get out of hand even for this simple project. In addition, you must ensure that stakeholders are kept up to date and team members know who\u2019s doing what and when.<\/p>\n\n\n\n
That\u2019s where a project timeline helps.<\/p>\n\n\n\n
<\/figure>\n\n\n\nTake the above timeline as an example. It was created using Toggl Plan<\/a>, which makes it easy for you to:<\/p>\n\n\n\n
- \n
- Create and edit project schedules by dragging and dropping project timelines<\/li>\n\n\n\n
- Share read-only versions of your project timelines with stakeholders<\/li>\n\n\n\n
- Visualize and manage workloads, availability, and capacity.<\/li>\n\n\n\n
- Keep track of important events by making project milestones visible across other timelines<\/li>\n<\/ul>\n\n\n\n
Types of project management timelines<\/strong><\/h2>\n\n\n\n
There are two major types of timelines \u2014 chronological timelines and Gantt charts. In addition, timelines can also be static or interactive.<\/p>\n\n\n\n
<\/figure>\n\n\n\nLet\u2019s take a look at a few examples:<\/p>\n\n\n\n
Chronological project timelines<\/strong><\/h3>\n\n\n\n
Chronological timelines can be horizontal or vertical. <\/p>\n\n\n\n
They make it easy to visualize sequential activities; i.e., activities that occur one after another. This makes chronological timelines useful for very high-level project roadmaps.<\/p>\n\n\n\n
Source<\/em><\/a><\/figcaption><\/figure>\n\n\n\n Gantt chart project timelines<\/strong><\/h3>\n\n\n\n
Unlike sequential timelines, Gantt charts can also be used for mapping out synchronous activities; i.e., activities that occur in parallel. <\/p>\n\n\n\n
- \n
- We\u2019ve already seen an example Gantt project timeline in the example above.<\/li>\n<\/ul>\n\n\n\n
Static project timelines<\/strong><\/h3>\n\n\n\n
Static timelines are often read-only timelines. You cannot interact with a static timeline or work collaboratively on it with your team. This makes it difficult to track a project\u2019s progress in real time.<\/p>\n\n\n\n
Static timelines are often designed using graphic design tools and presentation software<\/a>.<\/p>\n\n\n\n
<\/figure>\n\n\n\nSource<\/em><\/a><\/p>\n\n\n\n
Interactive project timelines<\/strong><\/h3>\n\n\n\n
Unlike static timelines, interactive timelines make it easy to collaborate and track a project in real time. Also, you can easily adjust an interactive timeline if the project schedule changes.<\/p>\n\n\n\n
Most modern project management tools<\/a> come with an interactive Gantt chart timeline.<\/p>\n\n\n\n
<\/figure>\n\n\n\nHow to create a successful project timeline<\/strong><\/h2>\n\n\n\n
Creating a timeline may seem simple.<\/p>\n\n\n\n
But even if you\u2019re a veteran project manager, these 8 steps will help you systematically create a timeline.<\/p>\n\n\n\n
<\/figure>\n\n\n\nLet\u2019s go!<\/p>\n\n\n\n
Step #1: Establish project scope<\/strong><\/h3>\n\n\n\n
A project scope statement freezes a project\u2019s requirements<\/a>, priorities, and constraints. <\/p>\n\n\n\n
Essentially, it documents what\u2019s included and what\u2019s not included in a project.<\/p>\n\n\n\n
If the project\u2019s scope isn\u2019t defined or approved by the client, chances are project owners may request deliverables outside the original requirements.<\/p>\n\n\n\n
This is called scope creep<\/a>.<\/p>\n\n\n\n
As a result, projects fail because of poor delivery and result in unhappy clients and a burnt-out team. <\/p>\n\n\n\n
This is why it\u2019s critical to establish, document, and get the scope approved by the client.<\/p>\n\n\n\n
Here\u2019s a Project Scope template<\/a> that will make that process easier for you.<\/p>\n\n\n\n
Step #2: Establish the significant project phases or deliverables<\/strong><\/h3>\n\n\n\n
Once you\u2019ve established a project\u2019s scope, the next step is to establish the significant project phases or deliverables. <\/p>\n\n\n\n
Creating a Work Breakdown Structure<\/a> (WBS) can help you here.<\/p>\n\n\n\n
A WBS is a step-by-step, tiered layout detailing all the work necessary to complete a project. The WBS effectively “breaks down” the project into manageable phases or deliverables, like in the image below.<\/p>\n\n\n\n
<\/figure>\n\n\n\nFor example, a web design project can be split into phases like:<\/p>\n\n\n\n
- \n
- Design<\/li>\n\n\n\n
- Development<\/li>\n\n\n\n
- Testing<\/li>\n\n\n\n
- Deployment <\/li>\n<\/ul>\n\n\n\n
However, we can execute some design and development activities simultaneously. So you could split the project deliverables into the following sub-deliverables:<\/p>\n\n\n\n
<\/figure>\n\n\n \n Further Reading:<\/span>\n\n\n \n\n Work Breakdown Structure (WBS): Definition, Benefits & Steps<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #3: Build a task list<\/strong><\/h3>\n\n\n\n
Next, we split each phase or deliverable into tasks. Tasks are the activities that you need to execute on to complete each phase or deliverable..<\/p>\n\n\n\n
When splitting breaking down phases or deliverables into tasks, ensure the tasks are neither too big nor too small.<\/p>\n\n\n\n
Why?<\/p>\n\n\n\n
Large tasks can make estimation hard and carry significant risks. On the other hand, small tasks require micromanagement and waste a manager’s time.<\/p>\n\n\n\n
At the end of this exercise, you should have a list of tasks needed to complete each phase or deliverable..\u00a0<\/p>\n\n\n\n
Here\u2019s a task list for our example website design project:<\/p>\n\n\n\n
<\/figure>\n\n\n\nStep #4: Prioritize tasks by dependencies<\/strong><\/h3>\n\n\n\n
A dependent task cannot start until prior tasks, on which it depends, are completed. <\/p>\n\n\n\n
Identifying task dependencies helps you discover tasks that need to be worked on in a sequence.<\/p>\n\n\n\n
Creating a realistic timeline critically depends on prioritizing tasks by dependencies.<\/p>\n\n\n\n
You should start tasks that depend on others after completing the prior ones, as this determines a work sequence.<\/p>\n\n\n\n
On the other hand, you can work on independent tasks in parallel.<\/p>\n\n\n\n
For our web design project, it\u2019s fairly easy to identify dependencies to prioritize work<\/a>. <\/p>\n\n\n\n
<\/figure>\n\n\n\nThe task IDs in a WBS essentially create the work sequence.<\/p>\n\n\n\n
Step #5: Estimate the time required for each task<\/strong><\/h3>\n\n\n\n
Once your task list is prioritized by dependencies, the next step is to estimate the time required<\/a> to complete each task.<\/p>\n\n\n\n
You have two options here:<\/p>\n\n\n\n
- \n
- Use the knowledge and experience of your team<\/li>\n\n\n\n
- Use historical project data for more accurate estimates<\/li>\n<\/ol>\n\n\n\n
You can ask your team to add time estimates to each task on your WBS<\/a>. <\/p>\n\n\n\n
Here\u2019s how our website design project task list looks with estimates:<\/p>\n\n\n\n
<\/figure>\n\n\n\nOr if you have the data look at past projects to better understand how much time went into each task.<\/p>\n\n\n\n
Using Toggl Track<\/a>, you can view past project data within the Project Dashboard:<\/p>\n\n\n\n
<\/figure>\n\n\n\nIf you’re unsure about the granularity of each phase or deliverable, consider using the 8\/80 rule.<\/p>\n\n\n\n
This guideline suggests that a task’s duration should be 8 to 80 hours. When in doubt, apply the “if it makes sense” rule and use your best judgment.<\/p>\n\n\n\n
When estimating the effort required, add a small buffer so that your team has some breathing space before the final deadline. <\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n\n Project Time Estimation: Expert Tips & Methodologies<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #6. Identify & allocate resources<\/strong><\/h3>\n\n\n\n
Next, you need to identify what resources are available to complete the project. <\/p>\n\n\n\n
Resource availability and capacity planning<\/a> are often the biggest limiting factors when scheduling tasks. <\/p>\n\n\n\n
This is particularly true for project team members who are shared across multiple projects.<\/p>\n\n\n\n
Toggl Plan\u2019s Team Timeline<\/a> is color-coded with different colors for each project. This helps you quickly visualize your team\u2019s capacity and workload.<\/p>\n\n\n\n
Within your Team Timeline, you can also get a quick look over the availability of team members over a specified period using the Availability overview<\/a>.<\/p>\n\n\n\n
<\/figure>\n\n\n\nOnce you know your team’s availability and capacity, you can easily adjust workloads to accommodate other projects by dragging and dropping work.<\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n\n What Is Resource Allocation In Project Management?<\/span>\n <\/a>\n <\/div>\n \n \n\n Resource Planning for Managers: The Complete Guide (2026 Update)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nStep #7: Add milestones<\/strong><\/h3>\n\n\n\n
Project milestones<\/a> are critical dates such as the completion of major deliverables, important meetings, or key decision points. Typically, a milestone marks the end of a project phase<\/a> or cycle.<\/p>\n\n\n\n
On the timeline, milestones serve as intermittent checkpoints to monitor progress and get feedback from clients.<\/p>\n\n\n\n
Milestones help you adjust the schedule if estimates go awry. <\/p>\n\n\n\n
Plus, client feedback on milestone deliverables helps your team correct course to meet client expectations. <\/p>\n\n\n\n
Finally, delivery milestones are a reason to celebrate and help your team stay motivated throughout the project\u2019s duration.<\/p>\n\n\n\n
For our web design project, here are some example milestones.<\/p>\n\n\n\n
<\/figure>\n\n\n\nStep #8: Make a project timeline<\/strong><\/h3>\n\n\n\n
Finally, it\u2019s time to make a project timeline. <\/p>\n\n\n\n
To create a timeline, you can use something as simple as paper and pen or a project timeline software tool to create interactive timelines. <\/p>\n\n\n\n
Here\u2019s a project timeline example for a web design project in Toggl Plan.<\/p>\n\n\n\n
<\/figure>\n\n\n\nNow you\u2019re probably wondering if you should go through the trouble of creating a project timeline in the first place. \ud83e\udd14<\/p>\n\n\n\n
Let\u2019s go over the benefits you can harness by leveraging this visual approach. <\/p>\n\n\n\n
You\u2019ll see it\u2019s worth the effort.<\/p>\n\n\n\n
What are the benefits of creating a project timeline?<\/strong><\/h2>\n\n\n\n
There can be no debate that planning better makes work better. Project management research<\/a> has shown that planning and project success are closely related. <\/p>\n\n\n\n
Here are a few reasons why you should consider making a timeline:<\/p>\n\n\n\n
- \n
- Communicates the project plan visually in detail<\/strong>. A project management timeline provides a visual overview of a project. It also provides details about the project\u2019s tasks, resources, milestones, and delivery dates.<\/li>\n\n\n\n
- Tracks and communicates project progress<\/strong>. As tasks get done, you can all see how far the project has come. Also, you can see if the project is on track to meet the milestones and delivery dates.<\/li>\n\n\n\n
- Motivates the team to deliver<\/strong>. Nothing is more motivating than seeing tasks get done, milestones being met, and the project progressing. A timeline motivates the team and helps it stay on track. <\/li>\n\n\n\n
- Helps prioritize project activities<\/strong>. A timeline gives clear visibility into the dependencies within a project. That way your team and all stakeholders can clearly see what needs to be prioritized.<\/li>\n\n\n\n
- Reveals constraints and risks<\/strong>. Finding the right resources at the right time is critical to a project\u2019s success. A timeline helps identify resource availability as well as risks that can derail the project.<\/li>\n<\/ul>\n\n\n\n
Challenges in creating a project management timeline<\/strong><\/h2>\n\n\n\n
Based on the steps above, there are 3 major challenges you\u2019ll encounter when creating a timeline for a project.<\/p>\n\n\n\n
- \n
- Insufficient project information:<\/strong> No project can succeed with insufficient information. That\u2019s why it\u2019s critical to freeze the project scope and get it approved before you begin planning and execution. It also helps to communicate frequently with clients at each stage of the project.<\/li>\n\n\n\n
- Estimation:<\/strong> Timeline planning often stumbles during the estimation step. However, keep in mind that an estimate is just that, an estimate. It\u2019s difficult to estimate how long it\u2019ll take to complete a task. There are a lot of factors involved \u2013 task complexity, resource availability, resource competency, etc.<\/li>\n\n\n\n
- Resource availability:<\/strong> Managing resources is possibly the biggest limiting factor, particularly if teams share resources. A project manager should book a resource, not just for the estimated time, but also for a buffer period before or after the actual scheduled task.<\/li>\n<\/ul>\n\n\n\n
Also, your job isn\u2019t done once you\u2019ve created the timeline. To ensure that the project is completed within budget and on time, you\u2019ll need to avoid these 5 mistakes<\/a>.<\/p>\n\n\n\n
3 project timeline templates to help you plan better<\/strong><\/h2>\n\n\n\n
If you’re managing a project, having a solid, detailed timeline<\/a> is crucial to ensure its success. Fortunately, there are many tools available that can help you create one. <\/p>\n\n\n\n
Let\u2019s take a look at 3 of them and what they can do for you:<\/p>\n\n\n\n
Excel project timeline template<\/strong><\/h3>\n\n\n\n
Excel offers a variety of pre-designed templates that you can customize easily. <\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n\n How to Create a Project Timeline In Excel (Free Templates)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nWith Excel, you can create both simple chronological timelines and Gantt charts, which help schedule and track tasks and milestones.<\/p>\n\n\n\n
Excel is generally available to most teams and has almost no learning curve. However, collaboration and keeping it up to date in real time can be challenging.<\/p>\n\n\n\n
Google Sheets project timeline template<\/strong><\/h3>\n\n\n\n
Google Sheets is an alternative to creating Excel project timelines<\/p>\n\n\n\n
There are several templates available online that make it easy to get started with your project timeline in Google Sheets. <\/p>\n\n\n\n
Google Sheets has the same pros and cons as that of Excel.<\/p>\n\n\n\n
<\/figure>\n\n\n\nGet this project timeline template:<\/strong> You can find this template in the \u201cProject management\u201d section of Google Sheets templates.<\/p>\n\n\n\n
PowerPoint project timeline template<\/strong><\/h3>\n\n\n\n
PowerPoint is a popular choice among project managers. <\/p>\n\n\n\n
To create a project timeline, open a blank presentation and select the “SmartArt” option under the “Insert” tab. <\/p>\n\n\n\n
From there, you can choose from various pre-designed templates that suit your project goals. <\/p>\n\n\n\n
Once you’ve selected the appropriate template, input your specific tasks or milestones into each box. <\/p>\n\n\n\n
You can easily adjust time frames by dragging and dropping them to fit within your desired scope of the project.<\/p>\n\n\n\n
Source: Officetimeline<\/a><\/em><\/figcaption><\/figure>\n\n\n\n - Estimation:<\/strong> Timeline planning often stumbles during the estimation step. However, keep in mind that an estimate is just that, an estimate. It\u2019s difficult to estimate how long it\u2019ll take to complete a task. There are a lot of factors involved \u2013 task complexity, resource availability, resource competency, etc.<\/li>\n\n\n\n
- Tracks and communicates project progress<\/strong>. As tasks get done, you can all see how far the project has come. Also, you can see if the project is on track to meet the milestones and delivery dates.<\/li>\n\n\n\n
- Communicates the project plan visually in detail<\/strong>. A project management timeline provides a visual overview of a project. It also provides details about the project\u2019s tasks, resources, milestones, and delivery dates.<\/li>\n\n\n\n
- We\u2019ve already seen an example Gantt project timeline in the example above.<\/li>\n<\/ul>\n\n\n\n
- Run and monitor ads<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n