{"id":25833,"date":"2021-03-04T10:55:28","date_gmt":"2021-03-04T10:55:28","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=25833"},"modified":"2024-06-15T07:41:27","modified_gmt":"2024-06-15T07:41:27","slug":"project-management-calendar","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/project-management-calendar","title":{"rendered":"How To Create A Project Management Calendar Without Feeling Overwhelmed?"},"content":{"rendered":"\n<p>The bulk of <a href=\"https:\/\/toggl.com\/blog\/project-management-challenges\">project management challenges<\/a> stem from uncertainties that crop up from time to time. In such situations, the project management calendar constantly tells you what\u2019s happening today, this week, month, quarter, or year.<\/p>\n\n\n\n<p>Creating a project calendar can feel overwhelming. To plan a project schedule, you need to consider many factors \u2014 priorities, constraints, and risks.&nbsp;<\/p>\n\n\n\n<p>Plus, it can be frustrating to adjust your calendar as things change.<\/p>\n\n\n\n<p>But it doesn\u2019t end here. Often project teams work with shared resources or other teams. You will also have to consider the other team&#8217;s schedule.<\/p>\n\n\n\n<p>If this sounds familiar, this article is for you. It\u2019ll help you overcome the chaos and show you 3 ways to build a project calendar.<\/p>\n\n\n\n<p>In this article, you\u2019ll learn:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#definition\">What is a project calendar?<\/a><\/li>\n\n\n\n<li><a href=\"#types\">Types of project management calendars<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#project-calendar\">Project calendar<\/a><\/li>\n\n\n\n<li><a href=\"#resource-calendar\">Resource calendar<\/a><\/li>\n\n\n\n<li><a href=\"#task-calendar\">Task calendar<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#how-to\">Three ways to plan a project calendar<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#excel-project-calendar\">How to use Excel to manage a project management calendar?<\/a><\/li>\n\n\n\n<li><a href=\"#google-project-calendar\">How to create a project calendar in Google Calendar?<\/a><\/li>\n\n\n\n<li><a href=\"#toggl-plan-project-calendar\">How to manage a project calendar in Toggl Plan?<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p>Let\u2019s begin.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"definition\">What is a Project Management Calendar?<\/h2>\n\n\n\n<p>A project management calendar helps you plan, organize, and execute a project\u2019s tasks. Project calendars tell you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What are the tasks to complete?<\/li>\n\n\n\n<li>When are these scheduled to start and end?<\/li>\n\n\n\n<li>Who\u2019s responsible?<\/li>\n\n\n\n<li>What are the critical milestones?<\/li>\n<\/ul>\n\n\n\n<p>Everyone has access to the project calendar. And, everyone knows what needs to be done and by when. As a result, accountability improves across the team.&nbsp;<\/p>\n\n\n\n<p>Project management calendars are straightforward for small, personal projects. As a result, you can get by using a pen and paper schedule. <\/p>\n\n\n\n<p>However, for larger projects with more team members, you\u2019ll need tools that make it easy to create, edit, and share the project calendar.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"types\">Types of Project Management Calendars<\/h2>\n\n\n\n<p>As a project manager, you\u2019ll work with two types of calendars \u2014 project and resource calendars. <\/p>\n\n\n\n<p>In addition, team members may also need a task calendar. Let\u2019s look at what these mean:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"project-calendar\">Project Calendar<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"431\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-timeline.png\" alt=\"\" class=\"wp-image-20328\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-timeline.png 710w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-timeline-300x182.png 300w\" sizes=\"auto, (max-width: 710px) 100vw, 710px\" \/><\/figure>\n\n\n\n<p>As we\u2019ve discussed before, a project calendar provides a schedule for your project. It shows you the project\u2019s tasks, deadlines, and responsible team members.<\/p>\n\n\n\n<p>Project managers must consider the stakeholder\u2019s needs, priorities, and constraints when creating a project calendar. Besides, managers also need to think of the availability and risks related to the project\u2019s resources.&nbsp;<\/p>\n\n\n\n<p>For example, a client may want the project done by a specific date. The client may be willing to prioritize particular needs over others to meet the deadline.<\/p>\n\n\n\n<p>Learn <a href=\"https:\/\/toggl.com\/blog\/create-project-timeline\">how to make a project timeline<\/a> and plan your project calendar in eight actionable steps.<\/p>\n\n\n\n<p>On the team\u2019s side, there\u2019s a risk that a few critical resources are not available. Or that there could be a delay getting local government permits.<\/p>\n\n\n\n<p>All factors that can affect the project&#8217;s schedule need to be considered when creating a project timeline calendar.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"resource-calendar\">Resource Calendar<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"379\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-team-timeline.png\" alt=\"\" class=\"wp-image-20330\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-team-timeline.png 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/05\/toggl-plan-team-timeline-300x158.png 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<p>A resource calendar shows the <a href=\"https:\/\/toggl.com\/blog\/resource-allocation\">availability of resources<\/a>. These resources can be people or material resources.<\/p>\n\n\n\n<p>It shows the dates when a resource is unavailable. Team members may be working on another project or may perhaps be on vacation. Another project may have reserved a material resource, or maybe the resource is down for maintenance.&nbsp;<\/p>\n\n\n\n<p>Experienced project managers often combine resource and project calendars. This way, managers can get a clear overview to create or adjust project plans.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"task-calendar\">Task Calendar<\/h3>\n\n\n\n<p>A task calendar helps team members plan and execute specific tasks such as audits and other recurring tasks.&nbsp;<\/p>\n\n\n\n<p>This calendar captures the subtasks and resources required to complete a task. This level of detail is often outside the scope of the project calendar.<\/p>\n\n\n\n<p>A task calendar helps you manage such tasks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"how-to\">How to Create a Project Calendar?<\/h2>\n\n\n\n<p>Before creating a project timeline, ensure that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The project scope is approved.<\/li>\n\n\n\n<li>Work phases are determined.<\/li>\n\n\n\n<li>And a task list is created.<\/li>\n<\/ul>\n\n\n\n<p>Once your task list is ready, you have everything you need to create a project calendar. With modern software tools at your command, there are three ways to make one.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"excel-project-calendar\">#1. How to use Excel to create a project calendar?<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"327\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/project-calendar.jpg\" alt=\"\" class=\"wp-image-25835\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/project-calendar.jpg 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/project-calendar-300x136.jpg 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<p>Microsoft Excel is a powerful tool. Plus, it\u2019s already available to most project managers. And even if you don\u2019t, other spreadsheet software programs (Google Sheets or Numbers on Mac) are equally useful.<\/p>\n\n\n\n<p>In addition to calendars, you can also <a href=\"https:\/\/toggl.com\/blog\/gantt-chart-excel\">create Gantt charts in Excel<\/a> and <a href=\"https:\/\/toggl.com\/blog\/gantt-chart-google-sheets\">Google Sheets<\/a>.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Project Calendar Templates<\/h4>\n\n\n\n<p>Excel\u2019s grid design makes it easy to create your calendar. And if you\u2019re in a hurry, there are a lot of project calendar template options available online.<\/p>\n\n\n\n<p>Here are some project calendar templates for MS Excel:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/templates.office.com\/en-us\/12-month-calendar-tm16390962\" target=\"_blank\">12-Month calendar template<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/templates.office.com\/en-us\/blank-monthly-calendar-tm16400639\" target=\"_blank\">Blank monthly calendar template<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/templates.office.com\/en-us\/calendar-any-year-horizontal-tm16400898\" target=\"_blank\">Horizontal project calendar template<\/a><\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Pros &amp; cons of Excel Project Calendars<\/h4>\n\n\n\n<p>Familiarity, low learning curve, and templates make Excel a natural choice for most project managers. Also, since MS Office is available to most office goers, you don\u2019t have to pay anything extra.<\/p>\n\n\n\n<p>However, there are a few cases where Excel fails.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Lack of access control:<\/strong> Once you\u2019ve sent an Excel spreadsheet to someone, you cannot control who can access it.<\/li>\n\n\n\n<li><strong>Poor collaboration:<\/strong> If multiple people work together on an Excel sheet, they\u2019ll need to consolidate the changes often with others.<\/li>\n\n\n\n<li><strong>No update notifications:<\/strong> With Excel, there\u2019s no way to get notifications or know who\u2019s changed what. That makes it very difficult to keep track of changes.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"google-project-calendar\">#2.&nbsp; How to create a project calendar using Google Calendar?<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"440\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/google-project-calendar.jpg\" alt=\"\" class=\"wp-image-25836\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/google-project-calendar.jpg 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/google-project-calendar-300x183.jpg 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<p>Google Calendar is a popular calendar application. Most of us use it every day to manage our schedule. Others use alternatives like Outlook Calendar and iCal, which provide very similar features.<\/p>\n\n\n\n<p>Google Calendar is <strong>available for free<\/strong> with Gmail. And a better and secure version is also available via Google Workspace.&nbsp;<\/p>\n\n\n\n<p>With Google Calendar, you can <strong>create a separate calendar<\/strong> for each team member, resource, or an entire project. Calendars are <strong>color-coded,<\/strong> and it\u2019s possible to combine them with other calendars. These features help <strong>visualize resource availability<\/strong>.<\/p>\n\n\n\n<p>Also, you can <strong>zoom in on a week or zoom out to a year<\/strong>. Plus, you can <strong>view the calendar as a timeline<\/strong> from the <em>Agenda<\/em> tab. Plus, calendar events are <strong>searchable<\/strong>, and you get <strong>email notifications<\/strong> if anything changes.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Pros and cons of Google Calendar<\/h4>\n\n\n\n<p>Google Calendar is available for free. Besides, it has all the features and integrations you\u2019ll need to create a project calendar. Yet, most people use it only to schedule meetings.<\/p>\n\n\n\n<p>Here\u2019s why:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Can\u2019t manage complex projects:<\/strong> Google Calendar is a shared team calendar. It cannot handle complex projects. And if your team is large, things can quickly become disorganized.<\/li>\n\n\n\n<li><strong>Too much work:<\/strong> Creating multiple calendars for each project and resource can become overwhelming.<\/li>\n\n\n\n<li><strong>Can\u2019t capture project information:<\/strong> With Google Calendar, there is no easy way to capture project data or track task status.<\/li>\n\n\n\n<li><strong>Lack of collaboration:<\/strong> Again, you cannot add comments or attach files and documents to calendar events.<\/li>\n<\/ul>\n\n\n\n<p>Here&#8217;s a useful article about <a href=\"https:\/\/lifehacker.com\/how-to-use-google-calendar-as-a-project-management-tool-5918676\" target=\"_blank\">how to use Google Calendar for project management<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"toggl-plan-project-calendar\">#3. How to create a project calendar in Toggl Plan?<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"470\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggle-plan-timeline.png\" alt=\"Toggl Plan's Plan Timeline is a perfect project calendar\" class=\"wp-image-21573\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggle-plan-timeline.png 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggle-plan-timeline-300x196.png 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<p>Finally, let\u2019s look at using a project management app to create a project schedule. While there are many <a href=\"https:\/\/toggl.com\/blog\/project-management-software\">project management tools<\/a>, we\u2019ll look at using Toggl Plan to create a project calendar in this section.<\/p>\n\n\n\n<p><a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/plan\/index\" title=\"Toggl Plan\" data-wpil-keyword-link=\"linked\">Toggl Plan<\/a> is a beautifully simple timeline management tool for project teams.&nbsp;<\/p>\n\n\n\n<p>Creating or updating a project management calendar with Toggl Plan is as <strong>simple as dragging and dropping tasks<\/strong> on the <strong>Project Timeline<\/strong>. And, you can even <strong>drag the task endpoints to change schedule dates<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"442\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2021\/03\/timeline-drag-task-endpoints.gif\" alt=\"Easily create a project calendar with simple drag and drop in Toggl Plan\" class=\"wp-image-25837\"\/><\/figure>\n\n\n\n<p>You can assign tasks to <strong>one or more team members<\/strong>. Then, these team members can then <strong>collaborate using file attachments and comments<\/strong>. Besides, you can also add estimated hours to each task.<\/p>\n\n\n\n<p>Adding <strong>milestones<\/strong> is easy too. Click on the date where you want to add a milestone. Then give it a name and set a color.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Toggl Plan\u2019s Resource Calendar<\/h4>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline.png\" alt=\"Toggl Plan's Team Timeline is a perfect resource calendar \" class=\"wp-image-21576\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline.png 720w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/07\/toggl-plan-team-timeline-300x196.png 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<p>If you need a resource calendar, Toggl Plan\u2019s <strong>Team Timelines<\/strong> are what you need.<\/p>\n\n\n\n<p>Just like Project Timelines, you can create unlimited Team Timelines. And you can add any number of team members from within or outside your organization.<\/p>\n\n\n\n<p>On the Team Timeline, you can <strong>see what projects and tasks each team member is working on<\/strong>. This way, you can quickly find and <strong>allocate available team members<\/strong> to a new project.&nbsp;<\/p>\n\n\n\n<p>Plus, the Team Timeline also helps you <strong>see who\u2019s over or underworked<\/strong>.<\/p>\n\n\n\n<p>The best part is you can make changes to the schedule from both Plan and Team timelines. And <strong>changes are instantly reflected everywhere<\/strong>. Plus, <strong>relevant team members immediately get notifications<\/strong> about the changes.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Which Project Timeline Tool is right for you?<\/h2>\n\n\n\n<p>You can use many different tools \u2014 from spreadsheets to online applications \u2014 to create project management calendars. But which method and tool are the best for you?<\/p>\n\n\n\n<p>The answer depends on what meets your needs and budgets.&nbsp;<\/p>\n\n\n\n<p>Spreadsheets and Calendars are freely available. And most project tools, including Toggl Plan, have a free trial. Try all three methods and tools to see what works best for your team.<\/p>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/plan\/pricing\">Get started for free with Toggl Plan<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Creating a project management calendar can feel overwhelming. Learn about the 3 ways to plan a project calendar \u2014 from using Excel to planning tools.<\/p>\n","protected":false},"author":607,"featured_media":25838,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851,995],"tags":[],"class_list":["post-25833","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-resource-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How To Create A Project Management Calendar Without Feeling Overwhelmed?<\/title>\n<meta name=\"description\" content=\"Creating a project management calendar can feel overwhelming. 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