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Free Task List and Checklist Templates

By Kate Eby | July 19, 2016

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In this article, we’ve gathered the most comprehensive list of downloadable task and checklist templates to keep your personal and professional endeavors on track.

Included on this page, you’ll find a variety of free templates in Word, Excel, and PDF formats, such as a weekly task list template , project task template , event to-do list template , and more. 

Team Task List Template

Use this template to keep your team organized and cut wasted time in status meetings. Create a centralized view of all team member's responsibilities across multiple projects.

We’ve also included pre-built templates from Smartsheet, a work execution platform that empowers you to better manage checklists and deadlines with real-time collaboration and project visibility.

‌  Download Excel Template Try Smartsheet Template   ‌

Gantt Chart Task List Template

Get a visual picture of your scheduled tasks with this Gantt chart template. Often used in project management, a Gantt chart shows the duration of each task as a horizontal bar that spans start and end dates. Thus, it’s easy to see the different phases of a project, identify dependencies, and prioritize tasks. A Gantt chart can be useful for managing any task list that spans a set period of time.

Task Tracker Template

This task tracking template documents the progress of each item on your list, so it’s easy to assess the status of individual tasks or an entire project. There is space to list start and end dates, as well as to mark completed tasks. This template keeps things simple by providing only essential tracking information, but there is also space for notes in case you need to include further details or instructions.

Project Task Template

This template is designed for project management, and it can be used in both a business or personal setting. The template provides sections for project tasks, priority, deadlines, assignees, and deliverables, and it allows you to track project costs and compare estimated to actual hours. This is a detailed template that can easily be edited to match the exact needs of your project.

Weekly Task List Template

This weekly task list schedule includes columns for assigning a category to each item, along with deadlines and completion status. The default weekly calendar runs Sunday to Saturday, but  you can also choose the starting date for the week. If you need a combined calendar and task list, this template offers an easy solution.

Daily Task List Template

You can use this daily task list template to schedule tasks throughout the day while also planning ahead for an entire week. Choose the starting time for each day, as well as the starting date for your weekly calendar view. You can also adjust the time interval of each task, which allows you to break down each hour into incremental tasks, if needed.

To-Do List with Drop-Down Menus Template

This simple to-do list template includes drop-down menus for indicating priority and status on each item. When a task is marked as complete, the row changes color; this enables you to quickly spot which tasks are still in progress or have yet to be started. This task template could be used for a broad range of applications, from organizing homework assignments to planning an event or tracking work projects.

Prioritized Task List Template

This template is a step up from a basic to-do list, as it allows you to rank your tasks with the highest-priority items first. There is also a section for notes where you can elaborate on your tasks or add reminders. This template offers a simple way to stay organized while ensuring that you don’t overlook high-priority tasks.

‌  Download Word Template Try Smartsheet Template   ‌

Yearly Calendar Template (2024)

Use this 12-month calendar for a high-level look at your schedule and upcoming tasks. The template displays a standard January-to-December calendar, so you can view your long-term projects and tasks at a glance.

‌  Download Excel Template

Basic Task Checklist Template

This task checklist offers a basic outline with checkboxes for each item on your to-do list. It also has sections to note the due date and status of each task to assist with planning. After downloading this template, save a blank version so that you have a master copy ready to print and use any time you need to create a new task checklist.

‌  Download Word Template

Task Analysis Template

Use this task analysis template to determine the resources and time required to successfully complete a given task. The template includes sections for delineating the steps involved in a task, the resources (human, mechanical, or monetary) required for each step, and the time spent on each item. This provides a detailed analysis of a task, which can be useful for training purposes or for any situation where you need to evaluate a process.

Action Item List Template

Help your team stay organized and on task with this action item list for Word. The template includes a tracking number for each action item, start and due dates, the assigned owner for each task, and a notes section for adding updates or resolving issues. By defining and scheduling tasks as actionable items, you can track individual and team progress — and in the process, create a useful communication tool for all team members.

‌  Download Template in Word Try Smartsheet Template   ‌

Password Log Template

This template is designed to help you keep track of the passwords to all of your various accounts. List each account, and then fill in the columns for website URL, email address, username and password, security questions and answers, and any additional notes. Save the form to your computer or print a hard copy — remember, though, to store the information in a safe place and and not to share your passwords with anyone.

Download Password Log Template:

Excel  |  Word  |  PDF

Event To-Do List

This template can help you stay organized when planning an event, such as a dinner party, a baby or bridal shower, a wedding, or a birthday party. Simply list each task and the person responsible, and assign a priority level to the task so you and your team can prioritize the many moving pieces. Additionally, note the due date and date completed — any discrepancy between the two dates will help you more accurately plan the timeline for your next event.

Family To-Do List

This template, available in Word and PDF, is ideal for families who want a central resource to organize family tasks. The template provides separate tables for each family member to list their individual tasks, and then register due dates and notes, along with a column to mark completion. Of course, you can add or delete tables as needed.

Download Family To-Do List:

Word  |  PDF

Household Chores Task List Template

This chore list template allows you to create a weekly schedule for all of your household tasks. Create a list of tasks and assign each item to an individual for any day of the week. With a simple format, this template is easy to use, so you can streamline the planning process and start organizing your home. Additionally, you always have the option of saving the template as a PDF and printing a copy to share with others.

Project Punch List Form

In the construction industry, a punch list is a document that you complete toward the end of a project. In it, the contractor or property owner lists any work that has been done incorrectly or does not meet the specifications outlined in the original contract. The construction team then uses this punch list as a reference to complete or repair the work items before the project is officially closed. This punch list form provides a separate table to list each work item that needs repair or attention. Save the PDF form, print it, and fill it out by hand for easy use.

Project Closeout Template

Use this checklist to ensure you have completed all necessary tasks in a project. This template is designed with construction projects in mind, but you can edit the categories to reflect the needs of any multidimensional project, whether it pertains to building, real estate, or business — or even as a termination checklist if you are ending an association, an agreement, or a hiring arrangement. Simply list each task, the quantity requested (if applicable), specific requirements, and any notes. This easy-to-use form serves as a final check so you don’t overlook any requirements as you prepare to officially close a project.

Risk Assessment Matrix

Before you embark on a project, you should perform a risk assessment. While you can’t control or prevent every possible risk, taking the time to assess the possible threats to your project will help you plan for and mitigate some hazards. This matrix allows you to perform a qualitative risk assessment, gauge the probability, and predict how each could affect your project budget, scope, and timeline. The template also provides space for you to list events that could trigger each risk, designate a respondee, and make notes for a response plan.

Download Risk Assessment Matrix:

Excel  |  Word  |  PDF  | Smartsheet

Customer List

This simple form allows you to list contact details for each customer or client. This list includes columns for the company; the name, title, email, and phone number of your contact; and any comments. You can or remove columns as necessary, and highlight or flag certain customers who you need to follow up with.

Inventory and Equipment Checklist

Use this template to keep track of inventory or equipment you either need or have newly acquired for a project. List each item number and name, followed by a description, date of purchase, cost, and other notes. Additionally, you can track initial value, loan details, and depreciation amounts for each piece of equipment in your inventory.

New Hire Checklist

This template is designed for human resources to ensure that a new employee (and other internal teams) complete all necessary onboarding tasks. The Excel spreadsheet includes columns for completing new hire paperwork and sending it to the appropriate parties, but you can edit the form to include any tasks that your organization requires of new hires. In addition, there is space to assign tasks to employees, to set due dates, and to list contact information.

Grocery List

Use this basic template to make a shopping list; you can fill it out on your computer or print and complete it by hand. In addition to providing an easy-to-read table, the template includes a checkbox column where you can mark off each item as you obtain it, as well as a column for individual items and total cost. This template is created with grocery shopping in mind, but you can edit it for retail, gifts, and other consumer needs.

‌Download Grocery List: 

Weekly Staff Meeting Template

Use this template to prepare for a recurring meeting. Note your agenda, attendees, action items, and whether or not the associated tasks have been completed. The template is designed with weekly meetings in mind, but you can edit the dates for a monthly, quarterly, or annual gathering.

Business Trip Checklist Template

Preparing for a business trip may include managing staff adjustments at work, making schedule changes with family members or caregivers at home, and taking on extra work to prepare for the trip — plus, packing everything you’ll need on the road. Use this business trip checklist template to help make the process more manageable and reduce the likelihood of forgetting a vital task or travel item. Edit the template to reflect your agenda, and then mark each item off your checklist as it’s completed. For personal use, you can also edit this template with relevant details for solo, family, or group travel.

‌ Download Excel Template Try Smartsheet Template   ‌

Student Planner Template

Students can plan for the week by using this free template to keep track of classes and assignments. The template includes columns for listing the due date and status of each assignment, which helps students stay organized, prioritize their workload, and meet deadlines with less stress.

Day Planner Template

This detailed day planner template provides multiple sections for planning various aspects of your day, from shopping needs to meals and appointments. There is also room for a general task list and a section to add items to be accomplished on another day. Customize the template by applying new labels to sections to match your daily routines.

Business Plan Checklist

Use this simple business plan template to organize project tasks. The template is divided into phases so you can list tasks chronologically; it also includes columns for start and end dates and duration. Plus, a simple checkbox allows you to clearly mark which steps have been completed so you know your exact progress.

Group Project Task List

This template is ideal for organizing the basics of a group project or any assignment that involves multiple people. Simply list each task, a description, an assignee, a due date, and any notes in the columns provided, and add more columns if needed. This template does not have project management capabilities, but will give you an overview of every individual task and who is responsible for it. For more full-scale project management templates, visit “ Top Project Management Excel Templates .”

Job Task Analysis Template

A job task analysis can be used to determine which actions are critical for a certain job. Identifying tasks in this manner can help determine the scope of a job, appraise employee performance, inform training methods, and improve work processes. On this template, you can list the tasks that are required to complete a job, then rate the importance of each task, along with how frequently the actions are performed. You can also document your source of information for each task.

‌ Download Word Template

Brainstorm and Collaboration Worksheet

Use this form to record information from a brainstorm or collaboration session. The template includes space to list ideas, their pros and cons, and the originator. In addition, there is a column for each team member to rank each idea. While this template doesn’t assist with idea generation, it enables you to keep all brainstorm information in one place so you can more easily compare ideas when it’s time to make a decision.

Download Brainstorm and Collaboration Worksheet:

Internal Audit Checklist

Use this template to prepare for a financial audit. The simple template includes rows for every required document in a standard audit (general ledger, balance and financial statements, tax reports, etc.) and a checkbox to note if an item has been reviewed and is attached. Add or subtract rows to include every document that your audit requires. To learn more about how best to prepare for a financial audit, read this  article .

Contact List

This Excel template can be used as a contact list for a variety of personal use cases, including for classes, group memberships, event attendees, or emergency communications. The template includes columns for phone, email, and address, as well as to note the preferred mode of contact. The form is fully customizable, so add or subtract sections as needed.

Download Contact List:

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WTO / Business / Tracking / Free Task List Templates for Employees (Excel | Word)

Free Task List Templates for Employees (Excel | Word)

Project managers and leaders must assign tasks to the right team members to ensure their teams are organised and productive. It is a comprehensive checklist that helps individuals or teams stay organised, track progress, and manage their workload effectively.  It is a tool that outlines all of the tasks required for a project from start to finish.

By using a task list, project managers can identify, categorise, and assign tasks to employees or team members in a systematic way. Its contents vary depending on the nature of the project. It typically includes details such as the name of the tasks, descriptions, due dates, assigned individuals or teams, and status updates, provides a clear overview of the work that needs to be accomplished, and helps ensure that nothing is overlooked or forgotten.

This article highlights the significance of task lists in ensuring efficient project management and provides practical guidance on customising an Excel template to create a tailored list that meets specific project needs.

What is a Template for a Task List? 

A template for a task list serves as a versatile document that enables efficient organisation, tracking, and management of project activities.

It provides a structured format with various categories of information essential for effective project management. These categories typically include activity descriptions, assigned employees, status updates, priorities, and deadlines. However, the template can be tailored to meet specific task specifications and project requirements by adding or removing relevant entries. 

Using a template is useful as it provides a standardised format for organising and managing the activities of the project. This ensures that consistent information is recorded for each assignment. It also allows managers to formulate their own convenient system of listing activities, assigning duties to team members, setting deadlines, and tracking progress. 

A popular tool for creating templates in Microsoft Excel. It is a convenient program because of its user-friendly interface, which makes it simple to use. You can easily navigate through its features and commands. This allows for easy and quick customization.

Also, it has features to simplify various uses of the template, such as calculating task completion times to track progress. It is also easily accessible and compatible with multiple devices. This allows easy collaboration with team members when utilising the template. 

Free Templates

Benefits of Using a Task List

Project managers can benefit in many ways when using a task list to manage their teams. This is because they are an effective way to launch projects quickly and ensure activities are identified, prioritised, and assigned to the most suitable employees under each step. 

Here are different ways team leaders can benefit from one:

Increase productivity and efficiency

With this list, employee responsibilities can be clearly defined, ensuring the team remains focused as everyone knows what is expected. This increases productivity. Also, duties can be delegated so that capable members or teams can work on different tasks simultaneously. This ensures goals and deadlines are met due to reduced downtime. This results in faster delivery and the optimization of time and resources, thus completing projects efficiently.    

Prioritise tasks

Tasks can be listed in order of importance, priority, or urgency. Additionally, by displaying the dependencies between tasks in this order, the team is better able to prioritise its efforts and avoid bottlenecks. 

Tracks progress and recurring tasks

The document lists the activity’s status, which can be either completed, ongoing, or pending. This information is needed to track the team’s progress over time. It can also be shared with team members, stakeholders, and clients to ensure they are updated on the project’s progress. 

A list of repeating activities can be duplicated and reused for the corresponding period, whether daily, weekly, or monthly, using a premade template. 

Allows delegation

Listing activities simplifies the delegation of work among the team members. You can identify the strengths of each member and assign them to duties they are suitable for. Additionally, you can more effectively and fairly distribute the workload and responsibilities among the employees to prevent overworking some of them at the expense of others. 

Better time management

You can divide large tasks into smaller, manageable activities with a list. Listing activities allows you to manage them effectively and allocate realistic deadlines.   

Reduced stress

Task lists offer a valuable solution to alleviate the mental burden of remembering every task. By providing a clear structure and a sense of control, they effectively reduce stress and create more mental space for focusing on the current task.

Improved communication

A task list informs team members, stakeholders, and clients about activities, the assigned employee, and the completion timeline. This promotes alignment and fosters collaboration among all stakeholders, ensuring that everyone shares a common understanding and can work together efficiently to successfully meet project deadlines.

Greater accountability 

Task lists establish accountability by clearly assigning tasks to specific team members. Each individual knows their responsibilities and can track their progress against the tasks assigned to them.

How to Make a Task List for Your Team

Understanding how to create a functional and effective activity list for your project is important. This is because a well-prepared document is easy to use and eliminates the risk of any errors due to missed or forgotten tasks or steps. 

Below is the detailed process for making such lists for a project:

Consider the scope of the project

It is important to consider the scope of the project, which is determined by its size and nature. Define the specific deliverables, the number of tasks involved, and the expected final product. This information will guide you in identifying the necessary activities that need to be completed. Subsequently, based on that, you can determine the appropriate format and layout for your document, ensuring its effectiveness and organisation.

Determine the priority of each task based on its importance, urgency, and dependencies. Identify critical tasks that need to be completed first or those that may impact the overall project timeline.

Determine the project’s timeline

Then, determine the timeline by identifying when different activities should be completed and the order in which they should be prioritised. Use this information to set realistic and achievable deadlines for each activity. 

Divide the project into sections

The project should be divided into smaller, manageable tasks. Begin by identifying the significant milestones or phases and subsequently dividing them into more specific action items.

Assign responsibilities

Next, assign the activities to the appropriate employees. Assign tasks to specific team members or stakeholders responsible for their completion. Clearly communicate the assignments and ensure everyone understands their roles and responsibilities.

Organise and structure

Determine the most suitable format for your list. It could be a simple checklist, a spreadsheet, project management software, or any other tool that works best for you and your team.

Regularly review and update

Continuously review and update the list as the project progresses. Add new tasks, modify deadlines if needed, and ensure that completed tasks are checked off or marked as complete.

Communicate and collaborate

Share the list with the relevant team members and stakeholders. Encourage open communication and collaboration to address any questions, provide support, and ensure everyone is aligned.This infographic is about tips for using task list templates.

How to Customise a Task List Template in Excel

A template is simply a pre-made outline to guide you on what information to include in your list and the appropriate format and layout to use. Therefore, templates will normally offer you a customization option that allows you to create a document that is specific to your project and fulfils your requirements.

Below is a complete procedure on how to create one using Excel:

Launch excel

Launch Microsoft Excel on your computer by clicking on the Excel icon or finding it in your applications folder. Once Excel is open, you will see a blank workbook. This is where you will create your list. If you have a specific project file, you can open it instead.

Select a task list template

Choose a pre-designed task list template from the available options. You can find templates by selecting “File” > “New” and searching for “task list” in the template search bar. Alternatively, you can also browse online for templates compatible with Excel and download them.

Review the template structure

Take a moment to review the structure and layout of the template. Familiarise yourself with the columns, headers, and data fields already included.

Create column headers 

Then, modify the headers and sections of the template in Excel to match the project steps or workflow. Determine the categories or information you want to have. Common column headers may include task name, description, assigned to, status, deadline, priority, and notes. Enter these column headers in the first row of your worksheet. 

Enter details of the tasks

Starting from the second row, enter the relevant details for each task in the corresponding columns. For example, under “Task Name,” enter the name or title of the task. Add appropriate information for each activity in the other columns, such as descriptions, assigned individuals, due dates, status updates, and any additional notes. 

Add or remove columns

Add or remove columns based on the information you want to track for your tasks. Right-click on the column header and select “Insert” or “Delete” to add or remove columns, respectively.

Adjust column widths

Resize the column widths to accommodate the content in each column. Hover your cursor between the column letters, click, and drag to expand or shrink the width as needed.

Format the cells

Apply formatting options such as font style, size, and colour to enhance the visual appeal and readability of the list. You can also add borders, shading, or cell highlighting to draw attention to important information.

Customise data validation

If your list template includes data validation, customise it to fit your specific needs. Data validation can help ensure that entered data meets certain criteria, such as selecting options from a drop-down list for task status or priority.

Add formulas or conditional formatting

Utilize Excel’s formulas and conditional formatting features to automate calculations and visually highlight specific data based on certain conditions. For example, you can create a formula to calculate task completion percentages or use conditional formatting to highlight overdue tasks.

Save and use the customized template

Once you have made the desired changes and customizations, save the file as a template for future use. Select “File” > “Save As” and choose the file format “.xltx” or “.xlsx” to save it as an Excel template.

By following these steps, you can effectively customise a task list template in Excel to align with your project or personal task management requirements. This flexibility allows you to create a task list that suits your specific needs and enhances your productivity and organisation.

Types of Task List Templates 

You can access different types of templates for listing your project tasks. Below are examples of common types of such templates. They vary in complexity and application:

Simple task list 

This blank template outlines tasks in a straightforward format. It has sections for recording a brief task description, due date, and status. It is meant for small projects with a few team members that do not require extensive planning. This template is simple in design and easy to use when creating lists and managing employees.

Project task list 

It is a generic template designed to organise, track, and manage activities in different projects. The template has sections to indicate the project tasks, deadlines, assignees, priority, and deliverables. It is more detailed and can be used for personal and business projects. This template can also outline potential issues and risks that ought to be mitigated throughout the project.

Daily task list 

The tasks that must be accomplished each day in order to advance the project toward its objectives are recorded on a daily task list. It indicates the starting time for each day and task interval and, as such, can be segmented into hours. It should be flexible to accommodate changes or unforeseen circumstances that may arise during the project. Regularly update and communicate the list with relevant team members to ensure everyone is aligned and working towards the project’s objectives.

Weekly task list 

It helps individuals or teams plan and organise their tasks for the entire week. It typically includes tasks that need to be accomplished within that specific week. It has sections for the day, date, task description, due date, status, and keynotes. It can be synced with the calendar to optimise scheduling. This document is an effective time management instrument that helps plan and prioritise weekly activities to ensure they are completed before the deadline at the end of the week.

In conclusion, task lists are indispensable tools for effective task management and productivity. Individuals and teams can stay organised, prioritise their work, and monitor progress toward their objectives by using them. To make task management even easier, there are various free templates available on this website that can be customised to fit specific needs and preferences. Thus, project managers and team leaders must use them to increase employee productivity and manage time and resources effectively. This leads to easier and faster delivery of project goals.  Templates can be significantly helpful in making effective and professional task lists. They record information such as activity description, deadline, and status to organise and manage project activities accurately. Also, they are reusable and can be customised using tools like Excel to ensure they align with your management style and specific project needs.     

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Task List Templates

The Excel task list templates on this page demonstrate some of the many ways that you can track tasks using a spreadsheet, from simple to do lists to more advanced Gantt charts. These templates demonstrate using icon sets to display priorities, using conditional formatting to display a progress bar, creating a gantt using using a stacked bar chart, and using a check mark to cross out tasks when they've been completed.

Tell me what you think about these templates: Leave a comment on the related blog article " Add Cool Features to Your To Do Lists ."

This Page (contents):

• Project Task List
• Simple Task Tracker
• Task List with Gantt Chart

Task Checklist Template

Printable task list templates, project task list template.

License : Private Use (not for distribution or resale)

Description

This spreadsheet demonstrates the use of conditional formatting to highlight the Priority column, to add a progress bar to the % Complete column, and to create a functioning check box via data validation. It also includes columns for entering budget and hours spent on each task.

Update 9/23/2019: Added the Google Sheets version - replaced the icon sets with in-cell checkboxes. Google Sheets does not yet have in-cell data bars (for the % Complete column).

Simple Task Tracker Template

This task tracker template demonstrates the use of custom icon sets via conditional formatting to show a priority rating of 1-4 with different color circles. It uses a similar technique for the checkbox in the Done column.

Project Task List with Gantt Chart

A gantt chart can be created from a task list using a stacked bar chart in Excel. This is a functional template that can be used for real project management tasks, but the primary purpose is to demonstrate how the data table is set up to create the gantt chart.

This task list template demonstrates how to create a checkbox using a data validation drop-down and how to use simple conditional formatting conditions to display HIGH, MEDIUM and LOW priority values. It also uses conditional formatting to change fonts to a gray strike-through when the checkbox is checked.

► How to Insert a Check Mark in Excel (on youtube)!

More Templates For Tracking Tasks

• How to Use Conditional Formatting in Excel at vertex42.com
• Create a Drop Down List in Excel at vertex42.com

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Top 10 Free Task List Templates in Excel & ClickUp to Unlock Efficiency

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

If you often struggle to stay on top of work tasks, personal responsibilities, and the never-ending to-do lists life keeps throwing at you, don’t worry—you’re not alone. While excelling at work while maintaining a fulfilling personal life is a major puzzle for many professionals, it can be pieced together if you equip yourself with the right tools.

The humble task list is a simple yet remarkably useful tool to boost productivity and regain control of your personal and professional commitments. It provides a clear roadmap of what and when needs to be accomplished, helping you manage time wisely and prioritize tasks effectively. 📑

To be practical, a task list needs a well-structured format, but making one from scratch can be yet another responsibility.

Fortunately, there’s a wealth of outstanding blueprints available for free. In this article, we’ll introduce you to 10 of the finest task list templates to revolutionize how you manage your daily responsibilities.

What Is a Task List Template?

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A task list template is a pre-designed framework for efficiently listing, prioritizing, organizing, and tracking tasks or activities. It comes in various forms, from simple to complex, and can be used for professional and personal purposes.

These templates typically include essential components such as task names, descriptions, due dates, and status indicators. Some may offer additional attributes like priority levels , task dependencies, and categories to further improve task management and prioritization.

Task list templates provide a systematic approach to managing your daily schedule , coordinating complex projects, or organizing team assignments. They help you track responsibilities and ensure crucial tasks are completed on time, promoting accountability and transparency.

What makes them even more valuable is their flexibility —they can be tailored to fit your specific requirements, whether you’re managing a client project or throwing a birthday party. ⏳

When it comes to task organization, there is no one-size-fits-all solution. However, you should ensure that your task list template has the following qualities:

• Clarity : Task names and descriptions should be concise and unambiguous, ensuring that users can quickly understand what needs to be done
• Organization : The template provides a logical structure for listing tasks, often in a sequential or prioritized manner
• Flexibility : Users should be able to customize it to suit their specific personal or professional requirements 
• Due date management : It allows for setting due dates or deadlines, helping users track time-sensitive responsibilities and prioritize work accordingly
• Status tracking : Good templates include status indicators or checkboxes that allow users to mark tasks as incomplete, in progress, or completed
• Reminders and notifications : To help users stay on top of upcoming tasks or overdue items

10 Must-Have Free Task List Templates in 2024

In this curated collection, we’ve handpicked the top 10 task and to-do list templates in Excel and ClickUp .

Each is expertly designed to address specific needs and elevate your task management experience. They’re also easy to use, customizable, and completely free. 🆓 

The ClickUp Daily Task List Template is your partner in organizing everyday tasks , from the most routine to critical. It empowers you to take charge of your day by setting goals, assigning deadlines, categorizing tasks, setting up reminders, and prioritizing work.

The best part? It’s highly customizable , allowing you to tailor it to your needs and preferences. 

With this template, you have the power to take your task organization to the next level through Custom Fields. You can organize tasks according to particular categories such as type, location, or any other relevant criteria, which makes it simpler to visualize and arrange your workload.

Easily track and maintain streaks with customizable attributes for effective daily task management. ✅

Use the template’s List view for a detailed display of your to-do items, switch to the Kanban view to easily manage task statuses, or pick the Table view if you prefer a spreadsheet-like format. You can also integrate this template with your existing task management tools , ensuring it harmonizes effortlessly with your daily workflow.

If you’re looking to master your work hours, expectations, and goals with precision, the ClickUp Calendar To Do List Template has your back. It’s not just a calendar; it’s a powerful organizational tool offering a holistic view of your weekly, bi-weekly, or monthly duties.

Use it as a clear roadmap to plan and prioritize all your tasks based on your role and responsibilities or as your go-to weekly task list template for multiple projects. 🗓️

What makes this template extra convenient and functional are its custom views. Imagine having an entire week ahead filled with meetings. The Meeting Request view gives you a quick overview of all your upcoming appointments, the associated tasks, and their deadlines. This ensures you’re always well-prepared and firmly in control of your commitments.

Now, picture working in a team where tasks are assigned based on roles. The By Role view helps you sort tasks according to who’s responsible for them. It makes task delegation a breeze and promotes accountability by ensuring everyone knows what they need to do and when.

Lastly, there’s the Schedules view . It’s like a visual map of your day or week, laying out tasks chronologically. This helps you plan your time effectively by allocating slots for tasks, meetings, and even short breaks. It’s all about staying on top of things and making the most of your precious time.

You can also track task progress with Custom Statuses like Open and Complete and categorize tasks using Custom Fields such as Category, Resources, Productivity Level, and Role.

With the ClickUp Work To Do Template , you can effortlessly prioritize tasks by importance, effort, or urgency, ensuring you stay focused on what matters most. Organize projects into lists, complete with their related tasks, subtasks, and associated due dates, so you’re always on top of deadlines. Plus, you can visually track your progress through intuitive Kanban boards or Gantt charts. 

This template offers three distinct views tailored to your needs:

• Weekly Calendar
• Monthly Calendar

In the Task List view, you’ll find a comprehensive list of activities organized by their completion timeframes, be it daily, weekly, or monthly. You can track additional details on the right side of the template, such as task status, due dates, and priority. Plus, the Task Type field allows you to specify the department responsible, adding a touch of accountability to your task management. 💼

The Calendar views are where the magic happens. Use the simple drag-and-drop editor to schedule or reschedule tasks , creating a visual roadmap for your work.

The ClickUp Task Management Template is your ultimate solution for staying organized and efficiently tackling tasks, no matter the project’s goals. This template takes the information you enter and automatically groups it by priority, department, or task status. With pre-built Custom Fields , you’ll have a quick snapshot of task ownership and expected completion dates, ensuring transparency and clarity. 🌞

Your team can use the template’s List view to meticulously organize task details, such as ownership and deadlines, akin to an advanced to-do list . Project tasks are sorted into three main Lists —Action Items, Ideas, and Backlog—allowing you to find the information you need effortlessly. 

Meanwhile, the Board view empowers you to plan and prioritize tasks by arranging sticky notes on a Kanban board. The Box view offers insights into work distribution, aiding intelligent task assignment, while the Calendar view simplifies scheduling with a user-friendly drag-and-drop interface.

Introducing the ClickUp Simple To-Dos Template , where effectiveness meets simplicity. This template offers a straightforward approach to task management without unnecessary complications or distractions. 🎯

Start with the List view as your master task list, where columns display essential details like assignees, due dates, priority tags, and comments. The status column provides a dropdown menu with customizable categories, such as Blocked, Complete, In Progress, and To Do.

Want an overview of all your tasks? Turn to the All Tasks view.

Need to prioritize? The Prioritized Tasks view has you covered.

Make your tasks more informative by including subtasks, checklists, and attachments. Experiment with various views like Board and Gantt, and refine your task display using filters to find the best fit for your workflow.

Tired of struggling to remember your daily tasks and appointments? The ClickUp Simple Task Management Template is designed to simplify not only work-related activities but also everyday responsibilities like cleaning, vacuuming, or going to the gym.

The to-do list template includes a basic list format for visualizing personal or professional tasks categorized as To Do or Complete. 

This task management template provides a clear structure for adding your daily tasks , complete with labels for due dates, priorities, and task statuses. It’s your key to structuring your day and staying on top of tasks, no matter their size or significance.

You’ll find a range of views, including List , Board, and Doc , allowing you to approach your tasks in a way that best suits your workflow. Its powerful customization options set this template apart—add fields, prioritize tasks, and easily set up reminders.

The ClickUp Activity List Template can transform the chaos of your to-dos into a well-organized and efficient system. It’s a versatile template that covers everything from creating to-do lists and checklists to managing project timelines and sprints. With this template, you can organize all your activities in one place, making it easy to prioritize and plan them with precision. 🙌

Use the template’s Custom Fields to: 

• Specify project name
• Assign a project manager
• Track completion progress

What’s even more convenient is that this template structures activities as subtasks , allowing you to provide in-depth details for each one, including dependencies between activities. It’s a comprehensive solution for effective activity management and project planning, simplifying complex tasks and ensuring your projects run smoothly.

Excel enthusiasts, here’s a handy tool for your task management needs: the Excel Prioritized To Do List Template by Vertex42. This template simplifies the collection, evaluation, and tracking of your day-to-day tasks. It features a printable , hand-fillable design with a dedicated space for your top three priorities. 🖨️

In the first column, list your tasks or projects. Use the subsequent columns to set due dates, update statuses, specify priorities, and add notes. You have the flexibility to prioritize tasks using various methods, like symbols, numbers, or formatting.

The Excel Task List Template by TeamGantt is your ticket to task management success. This template simplifies scheduling, assignment, and tracking of tasks for various projects, making it a valuable addition to your task list template Excel collection. It offers adaptability, whether you’re handling critical work tasks or personal projects.

The template simplifies task management by allowing you to create a comprehensive to-do list . You can easily add tasks, assign owners, set due dates, and track task status. Its clear status options make progress monitoring a visual breeze, and you can prioritize tasks effortlessly by assigning due dates.

You can track your progress on work assignments, ensuring you never miss a deadline or manage your household projects more efficiently, keeping costs in check and tasks on schedule.

The Excel Daily Task Tracker Template is a versatile tool for efficiently managing multiple tasks. Its user-friendly, visually attractive design incorporates built-in filtering controls , allowing you to sort and filter projects based on their due dates, priority, and status. Whether you prefer a digital or hard copy, this template suits both options.

With complete customization options , you have the freedom to adjust text, images, and other elements to suit your unique requirements. You can tap into a world of creativity with access to a diverse range of photos, graphics, fonts, and dynamic features like animations, transitions, and videos. 🎨

This template offers a straightforward and efficient solution for task tracking, helping you prevent oversights and boosting your productivity.

Task List Templates: Overview

Here’s a brief overview of what you can expect from each template:

Checkmate Your Tasks with the Best Task and To Do List Templates

If tasks were your soldiers, task list templates would be the strategies and tactics you apply to take control of them and lead them to victory. So, don’t just try to manage tasks—command them with the right template! 💂

From simple to-do lists to detailed project tracking tools, these 10 templates combine simplicity, flexibility, and effectiveness to match your specific needs. If you need more ready-made frameworks to streamline all kinds of professional and personal activities, we encourage you to check out  ClickUp’s extensive library of templates and supercharge your productivity.

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• Task Management
• Task Management Templates

Free Task Management Templates

Use free task tracker templates for Excel and PowerPoint to simplify your work and manage project tasks more efficiently.

Using templates for task management and tracking

Project managers and team leaders working on small to mid-size projects can use pre-built templates to manage their team's tasks manage their team's tasks more easily. Task management templates provide a starting point that can be used again and again, saving you from having to reinvent the wheel every time you need to create a plan, track task progress, or report status to clients and execs.

On this page, we have collected a series of free task tracker templates for Excel and PowerPoint to help professionals get started faster. Browse through all of them or use the links below to jump straight to the template category that suits your needs best.

• A) Free task management templates for Excel
• B) Free task management templates for PowerPoint

Free task management templates for Excel

With its handy grid format, formulas, and data filters, Excel is commonly used for making schedules, analyzing data, and tracking task status. Although not ideal for advanced project management, task management spreadsheets provide a good framework for planning and monitoring small projects. They're compatible with other applications outside the Microsoft Office suite, which makes them easy to share and synchronize across task manager apps .

Below you can find a few Excel task tracker templates, from simple list-type spreadsheets to more complex visual tracking frameworks.

Project Management Task List Template

With so many variables in a project, a simple task list such as the one below can help professionals organize their work, prioritize it, and see at a glance when each individual task is due. The free project management task list template allows users to assign a status to each task, sort assignments into multiple categories, and see exactly who's responsible for what. It also calculates the tasks' planned and actual durations automatically, enabling teams to easily make comparisons and see if work is progressing as scheduled.

Excel Task Tracker Template

This Excel task tracker template was designed for project or task managers who wish to apply Scrum principles when planning and monitoring their team's tasks. The free task tracker spreadsheet splits tasks into short sprints for easier management and allows users to define priorities, see task status at a glance, and track assignments as they are completed. It also includes a simple  Gantt chart  that auto-updates whenever the data in the task list changes.

Task Management Spreadsheet Template

Effective task management requires precise knowledge of all assignments and the time remaining for completing them. A task management spreadsheet like the one below can help teams track their tasks by the hour and organize their work more efficiently. The template automatically calculates the hours left for finishing each task, shows the percentage of work already completed, and highlights the tasks that are overdue. In addition, this task tracker spreadsheet also estimates the assignments' start and end dates and displays them on a Gantt chart, providing an overview of the whole project.

Free task management templates for PowerPoint

Excel task tracker spreadsheets are good for ensuring clarity and alignment within the team, but, when communicating to high-level audiences such as clients or upper management, professionals may find that they need something more graphical. In such cases, PowerPoint task management templates might prove more efficient, as they can show summarized data on a single visual slide, in a manner that's easy to digest. Below you can find a few such templates to get you started.

Free Task Planner Template

This free task planner was built for professionals who need create an executive-level view of their project tasks for client meetings or project proposals. Designed as a simple Plan-on-a-Page, it is a  Gantt chart   that uses color codes to group tasks by categories or departments, making it easy to see key data at a glance. Download the free task planner template file and edit it manually in PowerPoint or use the Office Timeline PowerPoint add-in to automate the process and update it effortlessly.

PowerPoint Task Tracker Template

Clients and execs usually don't have the time to read lengthy documents or untangle complicated task management spreadsheets to see how a project is progressing. To efficiently communicate task status to high-level audiences, project managers and team leaders can use a more familiar PowerPoint slide such as the one below. This task tracker template keeps things simple by providing only essential tracking information such as the due dates of key tasks, percentage complete, or important events along the way. The free task tracker can be downloaded and edited in PowerPoint and updated easily as plans change.

Agile Task Management Template

Agile task management is an iterative, incremental approach to managing projects, often used in software development. The methodology focuses on delivering work fast and in small increments, while incorporating feedback from customers in each iteration. This allows the team to easily adapt to changing requirements and ultimately deliver higher quality products that satisfy customers’ needs better. This agile task management template is ideal for team and client communications, allowing you to effortlessly keep track of your project’s tasks. Built directly in Microsoft PowerPoint, the template can be edited and shared easily with anyone who has the popular presentation tool installed.

PowerPoint Task Manager App

For client and executive communications, managers and team leaders can use a free task tracker to manage their plans and schedules as PowerPoint visuals. The Office Timeline PowerPoint add-in integrates with Excel to import existing task data and convert it into easy-to-understand timeline and Gantt chart slides.

• Agile project management
• Gantt chart examples

5 Gantt chart examples for better project management

Browse topics.

Gantt charts are indispensable tools in project management that visually represent project timelines, tasks, and dependencies. Gantt charts simplify task management, foster team collaboration, and enhance project visibility.  We'll explore several Gantt chart examples and their diverse applications across various project types, from dependency mapping to date shifting and resource allocation. You'll discover how Gantt charts streamline every project phase, from project planning to execution, and adaptation, making them invaluable for both simple and complex projects. 

Whether you're a project manager, team lead, or collaborator, understanding how to leverage Gantt charts effectively can elevate your project management capabilities.

What is a Gantt chart?

A Gantt chart is a visual project management tool that illustrates tasks and their timelines within a project workflow . It has three parts: a list of tasks on the left and a timeline on the right, with schedule bars representing the duration of each task. 

A Gantt chart example can include additional details, such as task start and end dates, milestones, task dependencies, and the individuals or teams responsible for each task. It offers a comprehensive view of a project's tasks and their sequencing, making it a valuable resource for effective project management.

5 examples of Gantt charts for project management

Gantt charts aid in planning, scheduling, and tracking projects. While versatile, their core purpose is consistent: enhancing project visibility and aiding decision-making. 

Let's explore several Gantt chart examples and how they aid in managing simple and complex projects.

1. Dependency mapping

Dependency mapping is a cornerstone in project management, not only for identifying, analyzing, and documenting task interdependencies but also for prioritizing them effectively. 

Gantt charts are often the go-to visual tool for this purpose, with horizontal bars indicating the duration of each task and connecting lines specifying the dependencies among them. They offer dynamic benefits like enhancing sequencing and scheduling, particularly in projects with multifaceted dependencies.

Modern Gantt chart software further elevates the practice by providing real-time updates, allowing for Agile adaptability. These charts foster team collaboration by presenting a centralized, coherent view of the project, thereby minimizing misunderstandings and closing knowledge gaps.

Example : Imagine orchestrating a large-scale cybersecurity update across multiple teams. You need to complete some tasks, such as coding the software before rolling out the update. But other tasks, like employee training, can occur in parallel. Gantt charts illustrate these complex interdependencies, empowering project managers to allocate resources optimally and proceed with a well-timed execution.

2. Task management

Gantt charts offer a structured and visual approach to planning, scheduling, and resource allocation, making them invaluable in project management. 

Here are some reasons why Gantt charts excel in task management:

• Task planning provides a clear project task overview regardless of complexity.
• Task allocation allows effortless assignment to team members, promoting collaboration.
• Timelines offer precise scheduling with defined start and end dates, preventing overwork.
• Task dependencies highlight interdependencies for correct task sequencing.

Progress tracking helps every stakeholder keep a tab on a project’s lifecycle through a chart.

Gantt charts streamline complex task information, facilitating decision-making, promoting organization, clarifying roles, and ensuring smoother project execution.

Example : A software development sprint includes coding, testing, and debugging. Gantt charts allow developers to assign tasks precisely, setting clear timelines for each sprint. Maintaining alignment, reducing overwork risks, and tracking progress visually helps teams meet release deadlines.

3. Project planning

Gantt charts provide an all-encompassing perspective on project scope, going beyond task enumeration to deliver strategic insight. These charts act as strategic roadmaps, meticulously aligning with overarching objectives. 

They serve the dual purpose of guiding immediate action and facilitating long-term planning. Their high-level timelines are tailored for diverse project scales, from short-term bursts of activity to long-term strategic initiatives, offering stakeholders a robust framework for decision-making and resource allocation.

Beyond this, Gantt charts break down tasks into manageable steps, assigning ownership and establishing logical sequences. This task breakdown enhances resource optimization and accountability, while identifying dependencies ensures smooth project progress. 

Gantt charts empower project planners to plan, visualize, and execute projects, making them invaluable for comprehensive project views, roadmap creation, and efficient task management.

Example : Marketing campaigns require the project team to juggle multiple tasks, such as market research, content creation, and campaign execution. Gantt charts serve as a visual roadmap for breaking down these tasks, assigning them to team members, and setting clear deadlines.

4. Date shifting

Gantt charts are versatile tools for managing project timelines and adapting to dynamic situations. They excel in date shifting, allowing you to add specific due dates for task alignment and clarity. 

When adjustments are necessary, Gantt charts simplify the process with a user-friendly drag-and-drop feature, ensuring task flexibility. They also help manage scheduling delays by visualizing their impacts and enabling resource reallocation and schedule modifications. 

During resource conflicts or unexpected emergencies, Gantt charts facilitate swift responses, providing the tools for task reassignment or deadline extensions. These capabilities make Gantt charts a reliable compass for navigating unexpected changes while keeping your project on course.

Example : Supply chain issues may delay a product launch. Using a Gantt chart, project managers can easily adjust the dates for dependent tasks, such as marketing and distribution. Adaptability minimizes the impact of delays and keeps the project on schedule.

5. Resource allocation

Resource allocation is a cornerstone of effective project management, and Gantt charts are instrumental in this process. Here's how to use Gantt charts for resource allocation:

• Identifying resource needs : Gantt charts document resource requirements, associating them with tasks or milestones for clarity.
• Checking availability : Gantt charts align resource timelines with project schedules, identifying conflicts and enabling adjustments.
• Managing constraints : Gantt charts accommodate limitations, such as working hours, allowing parameter definition for adherence.
• Optimizing usage : The visual representation of Gantt charts helps identify underutilization or overallocation, enabling task adjustments.

Example : Academic research projects use various resources, such as research assistants, lab equipment, and computing power. Gantt charts can determine when a project needs each resource, identify their availability, and optimize resource usage by avoiding bottlenecks.

A good Gantt chart example serves as a professional framework for resource allocation, ensuring judicious resource deployment, reducing bottlenecks, enhancing productivity, and achieving project goals within set timelines and budgets. Try out our Gantt Chart Template and get started managing your next project today!

Jira for software teams

Trusted by millions of high-performing agile teams, Jira is the leading project management tool for software development. It serves as a central hub throughout the development cycle, enabling effective planning, tracking, and release management. 

Jira emphasizes the product backlog , prioritizing tasks from the project roadmap. This ensures high-priority items are at the forefront, enhancing development efficiency. 

As an alternative to Gantt charts, teams can select tasks based on capacity using continuous flow ( Kanban ) or structured iterations ( Scrum ), aligning work with capabilities and improving responsiveness. While Gantt charts provide a visual representation of a project timeline with dependencies, Jira’s backlogs and timelines offer dynamic adaptability, accommodating change swiftly.

Jira for business teams

Jira is a valuable solution for diverse business teams, promoting seamless collaboration and efficient project delivery. Tailored for business teams such as marketing, operations, sales, and HR, Jira offers a user-friendly interface. For project planning, Jira uses dynamic calendars instead of traditional Gantt charts. Gantt charts show tasks in a fixed line, making it difficult to change plans. Dynamic calendars make it easy to move tasks around, so teams can adapt more quickly.

With integrations such as Slack, HubSpot, and Google Workspace, Jira is highly customizable, giving business teams flexibility and control in managing their work efficiently.

Plans, available in the Premium edition of Jira , is a powerful tool for planning, tracking, and gaining insights into complex projects, especially for distributed teams. 

Unlike traditional Gantt charts, it handles intricate scenarios with multiple teams, projects, and dependencies, offering a high-level view of work across teams. 

Custom fields and labels categorize work, enhancing visibility and tracking. It simplifies dynamic planning, adapting to reorganizations or shifting priorities without manual adjustments. Integration with multiple Jira boards, projects, and filters allows customized planning. 

It's a versatile and more robust alternative to Gantt charts, providing teams with efficient project management tools and clear progress visibility.

Create Gantt charts with Jira

Jira has a robust selection of agile project management features that support the needs of any team, such as dealing with complex timelines. More dynamic and robust than a Gantt chart, Jira makes it easy for teams to organize work, stay aligned, and build better products.  Jira Plans , available in the Premium edition of Jira, enhances your planning with data-driven outcome forecasts. For teams seeking further diversification, Jira offers tailored solutions to meet specialized project management needs of business and product teams.

Gantt chart examples: Frequently asked questions

What types of projects are suitable for gantt charts.

Gantt charts are well-suited for various projects, including business plans, product management, and design projects. They offer a visual and organized way to outline tasks, allocate resources, and establish timelines, making them valuable tools for managing various project types effectively. 

Can you use Gantt charts for team collaboration?

Yes, Gantt charts are a valuable tool for team collaboration. They provide a clear visual representation of project timelines, tasks, and dependencies, making it easier for team members and stakeholders to coordinate efforts, track progress, and communicate effectively throughout the project's lifecycle.

What software can I use to create Gantt charts?

If you're aiming to create Gantt charts, consider using Jira as your go-to platform. Jira excels in offering features for dependency mapping, team collaboration, and real-time project tracking, making it ideal for handling complex projects.  Get started for free with Jira and explore Gantt chart functionalities as well as other planning tools.

Gantt Charts

A Gantt chart is a project management tool that illustrates a project plan. Learn how they can help and see an example of Gantt charts

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Top 10 Task Assignment Templates with Samples and Examples

Simran Shekhawat

A leader’s task is to get his people from where they are to where they have not been.   - Former US secretary of Henry Kissinger

Kissinger’s vision of leadership has stood the test of time, and human endeavors. His thoughts on leadership reflect the importance of delegating or task assignment in a group setting, be it politics or business.

The importance of task allocation, management, and delegation of work to reach a pre-defined role cannot be overstated.

If you are large-scale business or a firm, it is tedious or troublesome to conduct meetings, design project outcomes, comprehend the project progress, and manage the nitty gritty of business. To ensure the owner or the management use their energies wisely, it is a better strategy to have a structured plan in place for task assignments across each level of your business establishment.

We, at SlideTeam, present to you our contemporary model of managing and delegating tasks that resolves this major pain point of businesses. It also helps you make efficient use of your time by following a schedule. Use our must-have business task templates to keep track of your business cycles.

Determine the schedule of your day with some of the daily task templates check out now!

The PPT Templates from SlideTeam comprehend your needs and give you both the outcome and the answer. Creating and adhering to a daily routine is essential for all aspects of life. Use these 100% editable and customizable templates with samples and examples to understand the significance of these. We promise to make your professional life easier, as they offer to organize, manage, and track down your project progress and streamline your business processes.

You must keep a record of updates on due dates and status. Check out some of weekly task templates. Click here !

Let’s dive into the task of work management with task assignment templates

Template 1 task assignment powerpoint ppt template bundles.

Delegating and accounting tasks is essential for proper functioning of an organization. To enable that, we have created one of our best task assignment PowerPoint Slides to help businesses distribute their work, use resources optimally, and enhance the working of their team members such that their contribution and expertise help the firm achieve their objectives. Bring in the power of this template to feature quality output, facilitate clear communication, strategic project planning, task budgeting monitoring, and evaluation of team and task performance against the milestones.

Download Now!

Template 2 Project Task Assignment Management Sheet with Related Issues 

Use this template as a primary project management document that summarizes work assignments and related problems. Use the slide to reflect changes in task status, issues resolved, and real-time project progress. Encourage team members to contribute to the issue log to foster a collaborative environment that facilitates open communication and efficient problem-solving. Through the integration of linked issues, this template seeks to facilitate the administration of project task assignments and promote a proactive approach to resolution of the issue and project success.

Template 3 Employee Onboarding Process Task Assignment Chart 

To ensure that every stage of the onboarding process is planned correctly and allocated, we welcome you with the PPT Template that lists employee onboarding process with task assignments. This slide is attractive as it visually represents tasks assigned and their status and a column for additional notes. With this, businesses can streamline their onboarding process by establishing project managing techniques of tracking and collaborations. Use the content in this template to help you finish your assignment on time or ahead of schedule. Download it to know more!

Template 4 Employee Weekly Task Assignment Schedule with Workload Status 

Creating a schedule demands foresight in that one needs to be prepared for unforeseen events. Make sure your work tasks and processes align with the necessary tasks to be completed. Use our professionally-designed employee task schedule template to facilitate task management. Determine the status of your work schedule, while listing it in workload categories to ensure timely project progress. Use this pre-made employee workload status template to help employees understand the gist of the work needed to be done to reach their goals and to help them provide suggestions on how to lighten their burden for the upcoming week.

Template 5 Task Assignment and Evaluation Matrix PPT PowerPoint Presentation Summary

Establish control over your project by making every team member or firm aware of the roles and responsibilities when performing activities. Ensure that everyone on a project team knows their function and how it fits into the larger picture; this task and assessment template aims to identify the roles and responsibilities of each member. This PowerPoint Template contains information you need. You can implement your daily tasks and present your data in a way that engages and informs.

Template 6 Weekly Task Assignment List with Status and Hours Budgeted 

This weekly job assignment PowerPoint Slide balances the action and budget hour and the relevant workload status. This comprehensive solution offers a one-stop shop for all your needs related to recording weekly activities. Use this slide to create easily navigable graphics that enhance staff productivity. Lay out your weekly and daily tasks along with those with features to explain project progress.

Template 7 – Task Assignment Tracker with Due Date and Budget Allocation 

This task assignment tracker facilitates the management and monitoring of project tasks by combining task assignment data, deadlines, and budget allocations in an organized manner. Construct an adequate representation of tasks assigned to employees and the time and budget required for completion. To maintain financial control, check the budget summary. Give every task its unique identification. Give a brief description of the assignment. Use this slide to depict how to set aside money for the project’s budget. Arrange the projected  cost and the actual cost incurred in a tabular format to learn the deviations and get better at budgeting. Change the task's state (Not Started, In Progress, or Completed). Tailor it to the listed requirements and match it to the intricacy of your undertaking.

Template 8 – Project Task Assignment Management Sheet with Related Issues

This template offers a thorough overview of project tasks, their assignments, and any associated problems hindering the project's advancement. Modify the template to fit requirements and the scope of your project. List out the task details with due date priority, last check-in, status, related issues, and additional notes if any. This template provides a comprehensive list of task assignments as well.

Template 9 – Task Assignment Schedule with Course Details

For instructional programs, training sessions, or any learning-related projects, arrange your course in a manageable way with this PPT Template. The assignment schedule provides a layout for project details that encompass listing out course details from the day of starting till the progress to date. Adapt the template based on the difficulty of the course. Update the schedule frequently to account for modifications to the dates, subjects, or assignments. Use this timetable to help you plan and monitor the course's progress.

Template 10 One-Pager Format of Project Task Assignment Sheet Infographic

Use this PPT Template to assess a software application's functionality. Consequently, determine if the generated program satisfies the requirements. This slide depicts project objectives, progress, and challenges. Provide space to include the project's name and basic details. Enlist to segregate tasks with phases, task details, and due dates. Illustrate phases in the project along with project closure. Use this PowerPoint Presentation to highlight the four-week project timetable and current accomplishments. This will enable you to run the programs to help identify software issues.

Create your task with us!

Design and create your business task with SlideTeam’s task assignment PPT Templates. These templates are created professionally to let your business organise and structure their assignments. Provide a comprehensive guide for individuals and team while helping them to track, prioritize, track project progress and manage activities and processes.

Do check out some of your best business task list templates. Click here to know more!

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What is a RACI Chart? Process, Template, & Examples

Struggling to keep track of who is in charge of what on a project? Learn how to create a RACI chart for your project and reduce confusion and increase accountability. Plus, get our template to start right away!

RACI charts are used to identify exactly who is responsible for what on your project. Without it, you and your team will run into confusion about task assignments, who to ask questions to or consult with, and who will give final approval.

In this article, I’ll unpack RACI use cases and share tips and tricks for using it effectively. Plus, find out how to access our RACI chart template .

What Is A RACI Chart?

A RACI chart is a project management tool that identifies roles and responsibilities for tasks within a project. It's used to plan roles and responsibilities in advance, so everyone knows who is responsible for what.

Use your RACI throughout the project to keep track of which team members are responsible, accountable, consulting, and informed on tasks and deliverables. Store it in your project management software for easy access.

What does the acronym RACI stand for?

• Responsible
• Accountable

The RACI maps tasks and deliverables against roles on your project, and decision making and responsibilities are allocated to each role using the above terms. So let’s look a little further at what each of these terms mean.

But first, a quick interlude:

Responsible: Doing The Task 

This person actions the task or deliverable. They are responsible for getting the work done or they are the decision-maker.

Try to have only one person responsible for a particular task or deliverable in your responsibility assignment matrix. Sometimes, the responsible party will need support from another person to complete the task, or they may need someone to delegate to. In this case, you can mark more than one person as responsible. 

If you have a lot of support personnel involved in different tasks, consider using an adapted version of the RACI chart called the RASCI chart, where the S indicates who is supporting the task or project.

If you have a lot of support people working together, collaboration tools keep everyone on the same page and working towards a common goal.

Accountable: Owning The Task

This role is accountable for the completion of the task or deliverable. They probably won’t do the work themselves, but they're responsible for making sure it’s finalized. Ideally, there should be one accountable person rather than a group to avoid confusion in terms of who actually owns the task. 

A great example of the accountable role is the manager of the team assigned to the work. If the team doesn’t complete the tasks assigned, the manager is accountable. 

Consulted: Assisting with Information & Knowledge

This person, role, or group will provide useful information for completing the task or deliverable. There will be two-way communication between those responsible and those consulted. This person is often a subject matter expert.

Informed: Keeping Aware

These people or groups will be kept up to date on project progress or snags the team hits along the way. The informed party won’t be asked to give feedback or review specific items, but they will be informed as appropriate. There is typically one-way communication to these roles or groups.

Watch more coverage of RACI charts here!

When To Use A RACI Chart

Is a RACI chart useful across all projects? The short answer is no. Throwing in too much complexity and process to some small and fast-moving projects can actually slow things down and create blockers. 

Here are some scenarios where RACI charts are useful:

• Larger projects with multiple stakeholders : Without a RACI on larger projects, you risk situations where people ask why they weren’t involved or you find there’s another layer of approval needed. On smaller projects, people are clearer on assignments and a RACI slows the project down.
• Projects with uncertainty about responsibilities : When you're not sure about responsibilities, create a RACI and make educated guesses about assignments. Get approval from your stakeholders, or use it as a starting point for a discussion.
• Waterfall projects : Agile methodologies are clear about responsibility and accountability: the project team is responsible and the product owner is accountable. Waterfall projects tend to have more stakeholders and complexity, making a RACI chart more useful.

RACI Chart Example: Real Life Case Study

Here's an example RACI chart I created for a project involving the set up of a loyalty program for a fashion brand.

As you can see, there are a fair few tasks and deliverables, as well as stakeholders. As I was creating this RACI, I came across a few conflicts:

• There were a lot of stakeholders client-side and internally. I kept this chart to mainly client-side stakeholders with the agency holding one role , as we had a small team on our side. The RACI was mainly for the benefit of managing the external stakeholders.
• For the senior stakeholders, I grouped them instead of naming them individually . We identified the core team of senior stakeholders and then the wider team so they weren’t all merged together, but I still kept them in groups to keep things simpler.
• I assigned accountability beyond the client-side produce owner this to avoid creating a single point of failure and a silo . I discussed this with them to ensure they agreed to the approach, but there was still a tendency for the product owner to be accountable for quite a few tasks.

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Pros and Cons of RACI Charts

Here are a few of the benefits and drawbacks of using a RACI chart on your project.

RACI Chart Benefits

RACI charts can help with the following:

1. Clearer Expectations

RACI charts set expectations for who is managing or responsible for work. It can help eliminate confusion by clarifying who is accountable, and it's useful for setting expectations with senior stakeholders who are informed about what type of information they will receive.

2. Streamlined Communication

You can refer back to the RACI throughout the life cycle of a project , which will help avoid involving every single person in every single decision. The RACI tells you when to involve the right people at the right time, which speeds up sign-offs and decision making.

3. Reduced People Overload

You know what when you get opinions from everyone and it becomes a nightmare trying to incorporate it all? This is where a RACI is useful. By having the distinction between consulted and informed, you can separate those involved in feedback, and those that are only updated on task progress.

4. Reduced Work Overload And Silos

A RACI chart is a useful tool to help project managers delegate and avoid taking on a lot of responsibility or covering multiple roles, thereby reducing burnout . It also mitigates against having a single point of failure, where all knowledge and responsibility for a specific task rests on one person, creating silos.

Common RACI Pitfalls And How To Avoid Them

There are many pitfalls to be careful of when creating a responsibilities matrix, and they are time-consuming and are often ignored after approval. Here are a few things to watch out for and ways to mitigate them:

1. Project Manager As The Catch All

Often the default can be to think the project manager (or product owner) is the person or role responsible for everything. Since they are delivering the project they are ultimately delivering everything within it. 

Think about where the producers of work should be responsible (ex. designers, developers, heads of departments), and assign the work accordingly.

2. Confusing Responsible And Accountable

The terms responsible and accountable are quite close in definition which can lead to confusion. Here's the main difference:

• You are responsible for a task if it is your job to complete the task. It's on you to get it done. 
• You are accountable for a task if it is your job to ensure the task is completed. You might not do it yourself, but you are accountable for it getting done. 

Here's an example: You are staying at a nice hotel on a business trip. The housekeeping manager is accountable for ensuring your room is clean and prepared for your arrival, but they likely won't clean your room themselves. A member of their staff is likely responsible for actually doing the cleaning.

3. Tension Between Consulted and Informed

Consulted has positive connotations, and people assigned this role will feel more included and trust that their feedback will be incorporated. This can cause tension for people that are informed, as they might feel out of the loop.

Consider if the people that you are planning to inform actually need to be consulted. If this isn’t the case, ensure they know the role of informed is typically a one-way information share; they should not be giving feedback.

How To Create A RACI Chart In 6 Steps

In the graphic below, I’ve summed up the six steps to make a RACI chart:

The lovely Meghan McInerny gave a talk at Digital PM Summit 2017 , and made the genius suggestion that the Lord of the Rings is actually a successful project, and the Fellowship is a team. So to make this a little easier to get, let’s use that project as an example. What’s the project? To get the ring to Mordor and Mt Doom.

Step 1: Identify Project Roles

Create a table listing out the names of everyone involved in the project at the top. Traditionally, RACI charts list the functional roles along the top. However, I think there are cases when using names is better, and that’s often my preference.

Reasons to specify by role:

• If a single person is fulfilling multiple roles
• It avoids the need to update with a change in personnel
• It avoids having a mix of names and broader groups ex. ‘customer’ or ‘department X’

Reasons to specify by name:

• It’s simpler to define who is involved in the project
• It's easier when multiple people are fulfilling similar roles

Step 2: Identify Project Tasks Or Deliverables

Break the project down into clear tasks and deliverables. Put these down the left hand column of your chart. Try not to go too granular or else the chart could become too complex. If you’re following a clear list of deliverables for the project, consider listing these.

Step 3: Assign The RACI To Each Role And Task

Work through each task and decide what each role should be responsible for. Every task should have someone responsible and accountable (only one person should be accountable). Think about who should be consulted whilst the task is ongoing, and who should be informed once it's complete.

In our LOTR RACI example, Frodo is responsible for getting the ring to Mordor. Gandalf, as leader of the Fellowship, is accountable. However, Sam helps Frodo along the way—he is consulted, i.e. actively involved.

Step 4: Agree on This With Your Team

Align on any assumptions you have made with your team members, and do not do this in a silo. Have a quick chat through how you’ve set up the RACI, and make sure everyone is happy with their roles and responsibilities on the project.

Step 5: Agree on This With The Core Project Stakeholders

Set up a call or meeting to agree on this with the key stakeholders. Try to keep this as lean as possible to avoid unwieldy feedback and time-consuming discussions. Think about who this also needs to be communicated with once it’s agreed to.

Step 6: Make It Useful Throughout The Life Of The Project

Now I can put my RACI aside and focus on getting on with my project, right? Well, no. This is one of the biggest issues with documents like a RACI: once created they are often forgotten So how do you make this a useful, working document?

• When you action a task or deliverable, refer back to the RACI and align on who is responsible for what.
• Make sure that what was set out at the beginning of a project, and the roles and responsibilities against tasks, are still accurate.
• Host a version online, using Google Docs or Confluence , or the project management software used in your organization. If you're using a Microsoft Excel spreadsheet, save it in a place that everyone has access to.
• At the end of a project, use the RACI to see how the assigned roles and responsibilities worked. Did you need as many people involved? Did the people responsible do the task, or did more people need to be involved? Were people consulted and informed at the right times?

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RACI Matrix Template & Sample

I’ve developed a RACI matrix template for you to download. You’ll also find a sample, checklist, and a cheat sheet. The template automatically populates the colors based on your entries. Feel free to adjust the colors to your liking!

This template is available through DPM membership. Become a member and get access to the RACI chart template , as well as 100+ other templates, samples, and examples for project documentation. You'll also be able to join the conversation about RACI charts (and more) in Slack with 100+ other digital project managers.

RACI Chart Best Practices

• Make sure having a RACI is going to be beneficial for the project, and think about how the RACI will be used and why. Avoid creating a RACI chart just for the sake of it .
• Make sure you understand the terms, and take time to educate others . Whether you choose RACI or one of it's alternatives (more below), spend time educating the team on each term and what it means. It's a helpful reminder for those already in the know and anyone new to the project will be thankful you clarified.
• Make sure that only one role is marked as accountable . A group is not accountable, a person is. Assigning multiple people causes confusion and slows down the slow decision-making process, project workflows, and approval processes.
• You don’t have to inform everyone . Informed includes those that the task or deliverable will have an impact on, or those with a vested interest. The project likely has a set of high-level stakeholders that need to be informed, but you don’t need to capture those details in a RACI (leave that to the stakeholder management plan ).
• Don’t create the RACI chart in isolation . Get core project stakeholders and project team members to provide input. Draft it yourself and then let your stakeholder review.

What Are The Alternatives To A RACI?

Here are a few other types of RACI charts and why they might be used.

Probably the most used alternative to the RACI, the RASCI chart stands for: responsible, accountable, supportive, consulted, and informed. Team members in the supportive role help the one responsible. The differentiation between supportive and consulted is that consulted will give information, whilst supportive will actively participate in the task.

CARS is specific to actions, and like the RASCI, adds in the support role when tasks aren’t completed by one role or person. Advocates of the CARS model say it eliminates unnecessary information from the RACI. It stands for:

• Communicate : both consulting and informing
• Approve : the approver who makes the decisions
• Responsible : the person doing the work (same as RACI)
• Support : the people helping the responsible person with the work

Some think the RACI model assigns terms which are pretty obvious—i.e. accountable is often the project manager or product owner—and inform generally includes a wider range of stakeholders in the project?

I like the simplification of this one, as it keeps the terms to responsible, approve, and support. However, it doesn’t account for the owner of the task which could create confusion.

Relatively similar to the RACI diagram, but swaps responsible for drivers and accountable for approvers, making the descriptions more action-oriented. This serves to clarify what those roles will do, clearing up confusion that might come with the RACI matrix.

A variation on the DACI which also focuses more on the actions involved rather than team roles. CLAM stands for contributes, leads, approves, and monitors.

Overall, a lot of the variations on the RACI define the terms with more clarity, or specifying actions to remove ambiguity between roles. There isn’t a huge amount of difference between the models in terms of what they are trying to achieve. If you're interested in other flavors of RACI, you can find out about RACI 2.0 here .

What's Next?

For more help managing projects and leading teams, take our Mastering Digital Project Management course . It covers the entire project life cycle from initiation to closure, and also covers a wide range of project methodologies that help achieve project success.

How To Improve Workflow Efficiency & Tips To Boost Productivity

How to create an effective workflow in 7 simple steps, how to manage a project team: 9 tips for every team member.

What Is a RACI Chart? How to Use RACI to Assign Project Roles

It’s a fact: Complex projects make it easy for teams to lose track of tasks.

You might have an air-tight project plan and a stellar team to back it up. But if you’re not crystal clear about assignments—or even involvement—on a task level, confusion, crankiness, and even demotivation will creep into your project team.

Lucky for you, avoiding those issues is as simple as creating a RACI chart. 

In this article, we’ll explain what RACI stands for and how it’s used in project management. We’ll also share a few practical examples so you can see how to apply the RACI model to different types of projects.

What is a RACI chart?

Raci definitions explained, benefits of the raci model in project management, how to make a raci chart, raci rules and best practices.

• RACI chart examples

When to use or skip a RACI chart for your project

Common raci pitfalls and how to avoid them.

A RACI chart—also known as a responsibility assignment matrix —is a diagram used in project management to define team roles across 4 categories: Responsible , Accountable , Consulted , and Informed . It helps clarify who does the work, who calls the shots, whose opinion matters, and who needs to stay in the loop for each task, milestone, or decision.

A RACI chart enables you to visualize roles and responsibilities at a more granular level than simple resource assignments. That way team members and stakeholders know what’s expected of them so confusion doesn’t get in the way of project success.

RACI stands for Responsible , Accountable , Consulted , and Informed . Each letter in the acronym represents the level of ownership each person involved in a project will have on an individual deliverable. 

This simple chart gives you an at-a-glance view of RACI meanings and how many people to assign to each role in your RACI matrix .

R = Responsible

This team member does the work to complete the task. Every task needs at least one Responsible party, but it’s okay to assign more.

Examples of people you might assign to the Responsible role:

• Content writer
• Graphic designer
• UI/UX designer
• Software developer
• Business analyst
• QA specialist

A = Accountable

This person delegates work and is the last one to review the task or deliverable before it’s deemed complete. On some tasks, the Responsible party may also serve as the Accountable one. Just be sure you only have one Accountable person assigned to each task or deliverable. (Note: It might not be your project manager!)

Examples of people you might assign to the Accountable role:

• Project manager
• Product manager
• Department head

C = Consulted

Every deliverable is strengthened by review and consultation from more than one team member. Consulted parties are typically the people who provide input based on either how it will impact their future project work or their domain of expertise on the deliverable itself.‍

Examples of people you might assign to the Consulted role:

• Software architect
• Content editor
• Creative director
• Compliance officer
• Security specialist
• Legal counsel

I = Informed

Informed stakeholders simply need to be kept in the loop on project progress, rather than roped into the details of every deliverable.

Examples of people you might assign to the Informed role:

• Executive leadership
• External clients
• Team members assigned to dependent tasks
• Customer support team
• Administrative staff

Responsible vs Accountable meanings in RACI

The same person can be both Responsible and Accountable for a task in RACI—including a project manager. But they’re not one and the same. So what’s the difference?

• Responsible is a task-oriented designation that applies to the person (or people) actually completing the work. A whole team can be responsible for the execution of one task. ‍
• Accountable is an outcome-oriented designation that applies to a single person who reports on the work, whether in status updates or upon delivery. Being Accountable means you must answer for and/or sign off on the deliverable and deal with the consequences if it falls short of goals.

At its core, the RACI model helps you set clear expectations about project roles and responsibilities. That way you don’t have multiple people working on the same task or against one another because tasks weren’t clearly defined on the front end.

A RACI chart also encourages team members to take responsibility for their work—or defer to someone else when needed. Essentially, you’ll remove personal judgment and politics from your process and focus on your team’s ability to act responsibly within a framework you’ve created. Sounds pretty sweet, huh?

Building a RACI chart for your project is a relatively simple task. The hardest part is thinking through all the people involved in your project and what role makes the most sense for individuals at each stage of work.

You’ll want to map out a RACI chart for your project during the planning stage. This ensures responsibilities are clearly defined before work begins and gives you time to adjust to avoid any gaps or overlaps in assignments.

Here are the basic steps for making a RACI chart:

• List key project phases, tasks, and/or milestones in a column down the left side of your chart. You can get as detailed as you want, depending on the complexity of your project (and attention-span of your project team and stakeholders). 
• Enter the people involved in your project across the top row of your chart. Each individual should serve as the header of a single column. You can use names or job roles—whatever makes sense for your team and project.
• Go line by line down the chart, and assign each person across the row an R, A, C, or I to indicate the role they’ll play on that particular task.

Once your RACI chart is good to go, you can create a communication plan that aligns with the roles you’ve outlined for project teams and stakeholders.

Want to save time? Download our free RACI Excel template , or see how TeamGantt's built-in RACI feature works.

Using a RACI chart is a whole lot easier when you follow a few simple rules. Once your RACI chart is complete, review it to be sure it meets these criteria:

• Every task has at least one Responsible person.
• There’s one (and only one!) Accountable party assigned to each task to allow for clear decision-making.
• No team members are overloaded with too many Responsible tasks. You can use TeamGantt’s Workloads report to check availability across all your active projects.
• Every team member has a role on each task. (It’s not uncommon for some folks to be Informed on most tasks.)

These best practices can help you get the most out of RACI:

• Focus on project tasks, milestones, and decisions in the RACI chart. Avoid generic or administrative to-dos like team meetings or status reports .
• Align the tasks in your RACI chart with your project plan so there’s no confusion about details and due dates. (TeamGantt does this work for you by tying your RACI chart directly to your plan!)
• Keep RACI definitions close by because they can be tough to remember sometimes! ‍
• Assign the Responsible team members to tasks in TeamGantt .

Lay a clear path to success with a visual plan that’s easy to understand, and keep everyone in sync with flexible workflows and team collaboration.

RACI chart examples: Practical application in the real world

Let’s take a closer look at how you might put the RACI model to work on real-life projects. 

Producing a marketing handout

We’ll start with a simple example. Imagine you’re creating a RACI chart for a handout your marketing manager will distribute at an industry conference. 

Basic tasks for this project might include:

• Write project brief
• Create content
• Design handout
• Review first draft
• Update handout
• Approve final
• Send to printer

In this project example, we’ve assigned RACI roles to 7 key team members:

• Marketing manager
• Editorial director

Let’s zoom in on the RACI roles we mapped out for the Create content task example so you understand the why behind these assignments. 

• Responsible : The content writer is listed as Responsible for this task, so that’s who will actively work on content creation.
• Accountable : The editorial director is listed as Accountable for this task because that’s who is ultimately on the line for content quality and accuracy. Once the content is written, she’s the one who will review it to ensure it meets their company’s editorial standards.
• Consulted : The marketing manager is listed as Consulted . Since the marketing manager is the subject matter expert for the presentation, the writer can go to them for input or help filling in content gaps along the way.
• Informed : Several people have been assigned to the Informed role, though for different reasons. Since the Design handout task depends on this one, we want to make sure the writer keeps the creative director and designer informed on the status of content creation. The project manager and CMO are listed as Informed simply because they want to be kept in the loop about how work is progressing.

Developing a new software product

Now let’s look at a more complex project example. 

Developers who use an Agile workflow to tackle the job likely know what they need to do because there’s a constant stream of communication. But cross-functional departments and senior leaders might need more clarity. 

Here’s how you might map RACI roles to major tasks in a software development project , broken down by key tasks and RACI roles. (For the Informed assignments, we only listed people who need detailed progress updates to keep our example easier to read.)

Market Research

• Responsible : Business Analyst, Marketing Manager
• Accountable : Product Manager
• Consulted : Sales Representative, Customer Support
• Informed : Project Manager, Software Developers

Requirement Gathering

• Responsible : Business analyst
• Accountable : Product manager
• Consulted : UI/UX Designer, Software Architect
• Informed : Project manager, QA analysts

Design and Prototyping

• Responsible : UI/UX Designer
• Consulted : Business analyst, software developers
• Informed : Marketing manager, QA analysts

Software Development

• Responsible : Software Developers/Engineers
• Accountable : Software Architect
• Consulted : Product Manager, QA Analysts
• Informed : Project Manager, Technical Writer
• Responsible : QA Analysts/Engineers
• Accountable : Project manager
• Consulted : Software Developers, DevOps Engineer
• Informed : Product Manager, Technical Writer
• Responsible : DevOps Engineer
• Accountable : Project Manager
• Consulted : Software Developers, QA Analysts
• Informed : Product Manager, Customer Support

Maintenance

• Responsible : DevOps Engineer, Software Developers
• Consulted : QA Analysts, Technical Writer
• Responsible : DevOps Engineer, QA Analysts
• Consulted : Software Developers, Technical Writer

Marketing and Sales

• Responsible : Marketing Manager, Sales Representative
• Accountable : Marketing Manager
• Consulted : Product Manager, Customer Support

User Training

• Responsible : Customer Support Specialist
• Consulted : Technical Writer, UI/UX Designer
• Informed : All project team members

A RACI chart serves just about every project well. But it’s especially helpful when tasks require multiple resources, run concurrently, or depend on other tasks.

Here are a few scenarios when the RACI model is useful:

• The decision-making or approval process could hold up the project.
• There’s conflict about task ownership or decision-making.
• The project workload feels like it’s not distributed evenly.
• You experience turnover on a team and need to onboard someone quickly to a new role.

Of course, not all teams and projects are created equally. You might work with a team who just happens to communicate really well and stays on top of their own work. (Lucky you!) Or maybe your project is small enough that it would be silly to take the time to go through this exercise. 

In cases like these, don’t worry about taking the extra step of creating a RACI chart. Just be sure you have a clear plan in place to guide your team and project.

Further reading : How to Create a Realistic Project Plan: Templates & Examples

Now let’s walk through a few common mistakes that could hinder your RACI chart’s effectiveness.

Failing to get buy-in from your team and stakeholders

Creating a RACI chart in a vacuum is never a good idea. In a best-case scenario, you’d sit down with your team and stakeholders to walk through the role assignments on each task. But let’s be real: That’s not always possible.

Just be sure everyone represented has acknowledged and agreed to the roles and responsibilities you’ve laid out. More importantly, you want to check that your chart eliminates any further project confusion.

Setting it and forgetting it

It’s easy to build a RACI chart at the start of a project, then let it collect dust once the real work begins. But remember: This chart will defend you against mishaps that arise when you have too many cooks in the kitchen or a team member who thinks someone else is handling the work.

That’s why it’s important to keep these roles top of mind throughout a project’s life cycle. You can do this by reviewing RACI assignments for upcoming tasks in weekly status update meetings and making sure everyone involved in a project has easy access to the RACI chart. 

In TeamGantt, you can assign RACI roles directly in your project plan so they’re clearly visible as team members work their way to the finish line.

Overcomplicating stakeholder communication

If you have a lot of Consulted and Informed roles on your chart, make sure you have an easy and lightweight way to keep them informed. It could be as simple as making sure department heads and senior leaders have access to your project plan so they can follow progress along the way. 

Managing a project with external clients or stakeholders? Sharing a view-only link to your project in TeamGantt is a great option for looping in folks outside your organization.

Further reading: A Project Manager’s Guide to Effective Stakeholder Management

Keep teams in sync—and accountable—with TeamGantt

A RACI chart is a simple tool that makes projects easier to manage by creating less confusion and more accountability. But you’ve got more than roles and responsibilities to keep straight.

TeamGantt makes it easy to build a project plan your whole team can contribute to and collaborate on. Everything happens online, so you can stay on top of deadlines and monitor progress in real time.

Use our built-in RACI chart to assign roles and keep them visible from project start to finish, so everyone knows how they contribute to success.

Try TeamGantt’s Pro Manager plan free for 30 days!

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The Ultimate Guide to Gantt Charts: Everything about the Tool You Can’t Ignore for Project Planning

Audio version:

A Gantt chart is a great tool for task management, project planning, scheduling, and progress tracking.

In case you have questions about these diagrams, here is the complete guide to Gantt charts that covers most of them.

• What is a Gantt chart?
• The history of a Gantt chart.

What is a Gantt chart used for?

What information is included in a gantt chart.

• Example of a Gantt chart .

How to create a Gantt chart?

• Advantages and disadvantages of a Gantt chart.

Where to use a Gantt chart?

• What is a Gantt chart template?

What is a Gantt chart and why is it important?

A Gantt chart is a bar chart with two axes – a horizontal one and a vertical one. The first one is used to define start and end dates while the latter is used to present tasks.

This diagram shows all your assignments and their dates along a timeline. In other words, it is a clear visually appealing schedule of your and your team tasks and dates that can be connected to each other.

As you see, with a Gantt chart, you will know what work has to be done, current work as well as what has already been accomplished. It also helps keep track of the progress of your plan or project and be aware of all the deadlines in advance.

By the way, Forbes named a Gantt chart among the seven most important project management techniques in 2024.

The history of a Gantt chart

The “Gantt” in this expression stands for the last name of its creator – Henry Gantt, an American mechanical engineer , and management consultant. He designed a diagram and further published articles about his invention in 1910 and 1915. At that time, those charts were completely novel.

Surprisingly, but a diagram itself was introduced even earlier, in 1896, by Karol Adamiecki, a Polish economist , engineer, and management researcher. However, he only managed to publish his first work in 1909. Later on, in 1931, he published a more widely known article where he described the harmonogram – he called the chart like this.

The reason why the Gantt chart is named after the American engineer and not the Polish one is quite obvious. Henry Gantt spoke and wrote in English, while Karol Adamiecki published his articles in Polish and Russian.

The history of a Gantt chart in a few dates:

• 1896: Karol Adamiecki designs a means of displaying interdependent processes. He calls it a harmonogram.
• 1903: Henry Gantt defines a chart to increase the visibility of production schedules.
• 1903: Adamiecki’s invention causes a stir in technical circles in Russia.
• 1909: Adamiecki publishes some articles in Polish describing the diagram.
• 1910-1915: Henry Gantt further develops the diagram, publishes articles describing them, and popularizes them.
• 1931: Adamiecki publishes his more known article about the harmonogram in Polish and Russian.
• Today: a Gantt chart is one of the most popular tools in project management.

A Gantt chart is used to cover several project management issues. However, one of them is fundamental.

The purpose of a Gantt chart is scheduling.

With its help, you can easily schedule every phase of a plan regardless of its duration with clearly defined start and end dates.

In addition, a Gantt chart helps identify milestones – significant events in your projects with no duration – and deadlines. Don’t want to miss a date? The Gantt diagram is your solution!

With the advance of online Gantt chart tool, the chart becomes a handler in other situations. In particular, it helps manage resources, cost, and collaborate between team members.

Put it shortly, a Gantt chart is used for :

• Task scheduling.
• Identifying milestones.
• Keeping track of deadlines.
• Keeping track of progress.
• Connecting tasks with dependencies.
• Collaboration.
• Resource management.
• Cost management.

A typical Gantt chart should include the following information:

• Tasks, their duration, status, and priority.
• Start and end dates.
• Timeline with the time scale.
• Milestones.
• Dependencies between tasks.
• Critical path.

A robust Gantt chart tool that is able to cover most of the needs of project managers will also include:

• Estimations.
• Resource workload: who works on what tasks, who is overloaded, who can be given more tasks.
• Options that allow customizing plans.
• Comments, attachments, notifications for teamwork.
• Auto scheduling.

So,  if you need an answer to the question “ What are the main features of a Gantt chart? ”, just look above – these features help build solid projects and organize all the teamwork.

Example of a Gantt chart

Here is how GanttPRO  online Gantt chart maker  – one of the most robust and intuitive tools in the market and a perfect example of the diagram – looks like.

In GanttPRO as well as in some other tools you will find lots of Gantt chart examples for different spheres.

Here is what Adam Hirsk, the head of product and R&D at Pacvac, a manufacturer of backpack vacuum cleaners (Australia) thinks about the software:

Fortunately, this is not even a point to consider when you build a project because modern solutions make this process easy and enjoyable.

Of course, applications differ and range from hard-to-manage solutions to intuitive software with easy-to-understand UX/UI design.

Creating a Gantt chart is simple.

It is simple unless you take not designed for Gantt chart building solutions. Like Excel. Or powerful but not modern like MS Project.

In general, you need to follow four simple steps in order to create a Gantt chart:

• Define dates for tasks and the whole calendar.
• Connect tasks with dependencies.
• Assign tasks.

Can I make a Gantt chart in Excel?

Unfortunately, you can. Why unfortunately? Because Excel was not designed for creating Gantt charts, especially dynamic ones.

In case you have time and desire to do it, here is a guide on how to make a Gantt chart in Excel .

How to create a Gantt chart in MS Project

MS Project allows working with Gantt charts and offers hundreds of features. However, this tool is too complicated and requires too much time to learn it.

From this MS Project tutorial , you can learn basic instructions, particularly, on how to make a Gantt chart in MS Project .

How to create a Gantt chart in PowerPoint

Moreover, you can make a diagram even in some unexpected tools. One more Microsoft product can do that too.

So, if you are up to it, you can discover how to create a Gantt chart in PowerPoint .

How to use a Gantt chart?

It is very easy to use a Gantt chart as a diagram itself is simple to read yet it is very powerful. Do not be surprised but:

You will be able to create and manage your chart with no specific knowledge.

In case you decided to create one in online software (it is 21-st century and I won’t expect anyone to make it in any other way), it largely depends on a tool you’ve chosen. Anyway, it is as simple as ABC.

Why is it simple to use a Gantt chart?

This bar chart is the perfect way to visualize tasks, milestones, and dates, as well as connect tasks with dependencies. Also, it easily allows following deadlines of your project . 

You see: a Gantt chart shows the most crucial elements of a project. And it is very easy to use it in project management.

When to use a Gantt chart

Use it when you need to plan any event both personal and team: preparation for an exam, apartment renovation, wedding preparation, house building, in marketing campaign and software development, and much more. If you have tasks with certain timeframes and goals to achieve – meet a Gantt chart.

Advantages and disadvantages of a Gantt chart

It is highly likely that now you think something like “Wow, what a great tool it is! Aren’t there any disadvantages?”

As anything in our world, a Gantt chart is reviewed from different perspectives.

What are the advantages of a Gantt chart?

It is transparent, clear, and structured.

Imagine that you need to promote your brand to increase sales volume. You will probably be scared from the very beginning as it is difficult to define where to start and how to measure deliverables.

A Gantt chart allows breaking down projects into smaller pieces that can take from a few hours to a few days. The more you chunk, the higher the chances are to complete a project as each task is clearly defined. This is a critical advantage of a Gantt chart in project management .

It allows connecting tasks

You hardly find a project where tasks exist separately from each other. Usually, they are presented in certain orders. For example, a finish date of one task gives a start to the other.

In a Gantt chart tool, you can easily connect tasks with dependencies to show the relationship between them.

Let’s take an example.

You need to plant a tree. With the help of the diagram, you will be able to connect interdependent phases.

Dig a hole → place a tree → straighten it if needed → fill the hole → carefully handle it if needed.

This consequence of events shows that you can’t start with the last action as it is dependent on the previous ones.

Here’s the  feedback  from Anika Albrecht, a project manager and consultant at design for human nature GmbH:

It can be shared for presentation

Robust Gantt chart solutions provide with the Sharing and Export features as one of the benefits. They allow showcasing plans, current or any other states of a project to anyone outside your team: stakeholders, clients, customers, etc.

It keeps motivation and focus

Once a project plan is ready, this becomes a point of reference for you and your team in case you manage a team project. This is like the single source of truth that helps to avoid a project scope creep .

Also, some people work more efficiently when they have everything structured in one place and where the progress, goals, and results are shown with a clear focus and no ambiguity. And remember about resource allocation: it will keep project participants motivated as the tasks assigned to them are clearly defined.

It is good for collaboration

Team projects can’t exist without collaboration. Forget about success if there is no collaboration in your schedule.

A cutting-edge Gantt chart generator is no longer a place for tasks and dates. It is far more than that. Tasks always need to be commented and attached with necessary documents as well as project participants need to be constantly notified about assignments, deadlines, and other updates.

A Gantt diagram can become a hub for all project-related information and communication.

It allows allocating resources properly

Without resources, one can hardly imagine a project. Those resources can be real or virtual and they need to be properly managed.

The resource workload feature helps managers avoid situations when some resources are overloaded and some are free for performing tasks.

Proper allocation leads to proper budget management.

It shows a critical path

A critical path is a feature that shows the connection of the most important tasks needed for a project to be timely completed. If one task from the critical path on a Gantt chart is delayed, the whole project will be delayed too.

Disadvantages of using Gantt charts

No place for uncertainty.

One of the core limitations of a Gantt chart is that it perfectly serves for projects where all the tasks, milestones, deliverables, and dates are known from the start – all in all, this is how the Work Breakdown structure works.

However, this is not the dead end. Efficient Gantt chart creators allow making adjustments at any moment of project development. The Auto scheduling function will change the dates of interdependent tasks automatically.

May not be suitable for too large projects

This is an arguable point. However, some managers find it challenging to work on long-term projects of two and more years with the help of a Gantt chart. They say that adding new tasks and resources to a plan will force you to constantly scroll up and down your chart to find the item you are looking for.

However, breaking down a large project into smaller ones can turn this disadvantage into a benefit. Also, search options are at your service.

It needs to be constantly updated (doubtful)

Yes, projects will require time on management and updates. But what does not require it to do work?

All the work you do will take your time. However, you can make these processes shorter turning yourself into a rockstar of a certain application where you are like a duck to water.

Thanks to timeline and tasks oriented nature, Gantt charts find their application in dozens of spheres with few limitations.

Gantt chart for IT development :

• Website development.
• Software development.
• Game development.
• Program development.
• Agile software development.
• App development.
• Android application development.
• Mobile app development, etc.

Gantt chart for construction :

• Construction project schedule.
• House construction, renovation, remodeling, etc.
• New home construction.
• Construction management, etc.

Gantt chart for event planning :

• Performance planning.
• Conference planning.
• Fundraising event planning.
• Exhibition planning.
• Workshop planning, etc.

Gantt chart for marketing campaigns :

• Product marketing.
• Content marketing.
• Digital or online marketing.
• Offline marketing, etc.

Gantt chart for design :

• Architectural design.
• Web design, etc.

And many more!

To conclude this thought, let’s see what Elizabeth Harrin, a project manager and mentor, admits :

If you manage projects, you will have come across a Gantt chart. Even if you don’t manage projects but are involved in project teams – Gantt charts are everywhere. I’ve spent many hours working with project managers and helping them build better Gantt charts. This is the document you will use most of all. Poor planning really can kill your project.

What is a Gantt chart template? 

A  Gantt chart template  is the ready-made chart with typical tasks and dates that you can use in a certain industry.

Powerful solutions offer Gantt chart templates for a variety of industries:

• Construction.
• Marketing and marketing project management .
• Professional services or maintenance.
• Manufacturing .
• Event planning.
• Consulting, etc.

Advanced project management with a Gantt chart

Plan and manage projects effectively. All in one place.

Gantt diagrams are tools for robust task management, project planning and scheduling, resource and cost management as well as for communication and collaboration on a project.

What’s your attitude to Gantt charts? Do you use any software? Please share your experience with us in the comments below.

Frequently asked questions about Gantt charts

What does gantt stand for.

The term “Gantt” in a Gantt chart refers to Henry Gantt who designed this type of diagram around 1910-1915. A Gantt chart is a popular project management tool used to illustrate project timelines and demonstrate start and finish dates of project activities. It also helps in scheduling and monitoring tasks against time constraints.

Why is it called a Gantt chart?

A Gantt chart is named after Henry Gantt, an American mechanical engineer and management consultant. He designed this tool to visualize scheduled and completed work as well as track all planned tasks and their progress.

What does a Gantt chart look like?

A Gantt chart is a horizontal bar chart used in project management to visually represent a project schedule. It includes a timeline and tasks displayed as bars that show the duration of each activity. Dependencies between tasks, progress completion, and key milestones are also typically indicated on this chart.

What does a Gantt chart show?

A Gantt chart demonstrates a project schedule, representing start and finish dates of project tasks. It helps project managers and teams understand and visualize task durations, dependencies, and progress for effective planning and time management.

What four items are shown on a Gantt chart?

A Gantt chart typically shows tasks, timeframes, dependencies, and progress. These elements help track all schedules and control project advancement.

How does a Gantt chart work?

A Gantt chart visually represents the timeline and duration of project tasks on a horizontal time axis. Each task is listed vertically with a corresponding horizontal bar that indicates the start and end dates. This setup allows project managers to see overlaps, dependencies between tasks, and the overall progress of their project at a glance.

What are the 3 main benefits of using a Gantt chart?

A Gantt chart benefits project managers in the following ways: provides a clear visualization of all projects, tasks, and resources, facilitates team collaboration, and ensures smart progress tracking.

What type of chart can you create to communicate the project schedule to your team effectively?

A Gantt chart is a great option. This type of online diagram communicates a project schedule to your team, as it visually outlines tasks, timelines, and dependencies, allowing for clear understanding and efficient project management.

How does a Gantt chart help you track a project?

A Gantt chart helps in tracking a project by providing a visual timeline of tasks, showing dependencies between activities, highlighting resource allocation, and enabling easy tracking of progress. This visual tool enhances communication among stakeholders and helps identify critical paths to prioritize resources and efforts effectively.

Does Microsoft Office have a Gantt chart?

Yes, Microsoft Office allows for creating a Gantt chart, which can be particularly useful for project management and tracking tasks over time. You can make such a diagram in Microsoft Excel using the built-in bar chart feature. Excel doesn’t have a predefined Gantt chart type, but you can simulate one by customizing the stacked bar chart to show the start dates, durations, and completion status of various tasks.

Andrew Stepanov

Andrew fell in love with the Gantt chart from the moment he discovered this great project management tool. Implementing his experience in marketing, he does his best to promote it to professionals from different spheres.

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Gantt charts  are useful for planning and scheduling projects. They  help  you assess how long a project should take, determine the resources needed, and plan the order in which you’ll complete tasks.

Awesome guide to Gantt charts! This is so informative and comprehensive! Thanks for sharing this!

Great article!

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What Is A RACI Chart? How This Project Management Tool Can Boost Your Productivity

Updated: Jun 4, 2024, 2:46pm

The RACI chart has long been a popular tool amongst project managers around the world. Also referred to as the RACI matrix, it’s used to clarify employee roles and responsibilities for each task, milestone and decision that takes place throughout a project.

The chart is designed to ensure clear communication and smooth workflows across all parts of a team. RACI charts can help prevent that sinking feeling when a major decision-maker comes at the end of a project and complicates things with a large number of changes because they weren’t consulted throughout the project.

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What Is a RACI Chart?

A RACI chart, also called a RACI matrix, is a type of responsibility assignment matrix (RAM) in project management. In practice, it’s a simple spreadsheet or table that lists all stakeholders on a project and their level involvement in each task, denoted with the letters R, A, C or I. Once these roles are defined, assignments can be attributed to the roles and work can begin.

R, A, C, I stands for:

Responsible

Accountable.

Here’s what each designation means:

Responsible designates the task as assigned directly to this person (or group of people). The responsible person is the one who does the work to complete the task or create the deliverable. Every task should have at least one responsible person and could have several.

Responsible parties are typically on the project team and are usually developers or other creators.

The accountable person in the RACI equation delegates and reviews the work involved in a project. Their job is to make sure the responsible person or team knows the expectations of the project and completes work on time. Every task should have only one accountable person and no more.

Accountable parties are typically on the project team, usually in a leadership or management role.

Consulted people provide input and feedback on the work being done in a project. They have a stake in the outcomes of a project because it could affect their current or future work.

Project managers and teams should consult these stakeholders ahead of starting a task to get input on their needs, and again throughout the work and at the completion of a task to get feedback on the outcome.

Not every task or milestone needs a consulted party, but the project manager should consider all possible stakeholders when creating the RACI chart and include as many consulted parties as is appropriate. You should limit this to only necessary input, however. For example, one consulted party per affected team is generally considered best practice to avoid clogging the process with too much input.

Consulted parties may be individuals on the project team who aren’t working on a given task but whose work will be affected by the outcome. They’re also often teammates outside of the project team—even in different departments—whose work will be affected by the outcomes of the project.

Informed folks need to be looped into the progress of a project but not consulted or overwhelmed with the details of every task. They need to know what’s going on because it could affect their work, but they’re not decision makers in the process.

Informed parties are usually outside of the project team and often in different departments. They might include heads or directors of affected teams and senior leadership in a company.

When Should You Use a RACI Matrix?

The framework of a RACI chart is useful for almost any project, although some teams might find it more useful than others

For example, I know in creating this article that I’m the responsible party, because I’m doing the work of writing. My editor is accountable for assigning and reviewing the work. And they likely have consulted and informed others around them, such as a managing editor and an SEO specialist.

But this project is fairly simple. It only takes a few steps and includes a handful of stakeholders. A formal RACI chart comes in handy for complex and long-lasting projects that include lots of stakeholders, tasks and milestones, especially if work is overlapping.

For example, a company’s website redesign would require design, copy and development teams to work on tasks concurrently. Each task would affect work in sales, marketing, finance and business development. Structural changes, timelines and major costs would require input and approval from senior management.

Needs are easily overlooked and requirements dropped in such complex projects.

A project manager typically creates a RACI chart to avoid missing those important details and ensure clear communication throughout the project.

Using RACI with Other Project Management Methodologies

Agile is a very popular type of project management, especially for tech workers. While RACI is applicable to agile project management, schools of thought vary on whether it is necessary for an agile context.

Additionally, the Scrum and Scrumban project management methodologies build project ownership (accountability) into their framework and are designed to facilitate regular communication among project teams and outside stakeholders. That makes a RACI chart seem redundant for this method and possibly a poor use of a project manager’s time.

However, additional communication and clarification—in a systematic fashion—tend to be more of a benefit than a drawback for any project, so some SCRUM project managers find RACI useful for clarifying roles for individual projects or their overall process.

Example RACI Chart (and How To Use It)

To create a RACI chart, list all of a project’s tasks down the left-hand column and stakeholders across the top row. For each task, enter an R, A, C or I to assign a level of involvement for each stakeholder in each task.

For example, in the matrix above:

• The senior analyst is responsible for completing the work in the econometric model.
• The SVP finance is accountable for that task—they assign it to the senior analyst and review the work.
• The team will consult the SEO lead for input before and feedback after the task.
• The team will inform the project manager, head of design, sales director and senior management of the project’s progress.

Color coding tasks can be useful to see at a glance whether any team member is responsible for too many tasks within a project and to make sure you’ve assigned at least one Responsible and one Accountable party for each task.

Breaking the chart down by project phases also lets you see how many tasks anyone is responsible for within a certain timeframe, which can help distribute work evenly and avoid overwhelm.

Pros and Cons of RACI

From a project management perspective, things like more organization and clearer communication are generally better, so the benefits of using a RACI chart on a project far outweigh the drawbacks in most cases. With that in mind, teams should be cognizant of the initial time investment of creating a RACI chart and the rigidity of the roles.

• Maintain clear and open communication with all stakeholders.
• Avoid overwhelming team members with tasks or unnecessary information.
• Avoid “too many cooks” offering input on any task.
• Help stakeholders prepare for a project’s future impact on their work.
• You might spend time unnecessarily creating the chart for simple projects.
• Roles are rigid and might not fully illustrate a team member’s stake in a project.

You might see additional drawbacks using a RACI chart for your project if your team succumbs to some common pitfalls, including:

• Stakeholders will be confused if they don’t understand the differences among the terms, especially Responsible versus Accountable and Consulted versus Informed.
• It’s a formality and a waste of time if no one references it after approval.

RACI Matrix Alternatives

Some teams find the roles designated through the RACI model aren’t the right fit for their projects. You might find better options in these less common alternatives—all use a chart with tasks and stakeholders like RACI, but they use different terms in an attempt to more clearly define roles.

This alternative to RACI uses the RACI model plus S for Supportive. This is someone who participates in doing the work of a task by supporting the responsible parties.

This model designates stakeholders as:

• Communicate: These are the consulted and informed parties.
• Approve: This is the decision maker.
• Responsible: This person does the work.
• Support: These parties support the responsible person in doing the work.

This model simplifies CARS with just the Responsible, Approve and Support roles. It eliminates communication outside the project team, which would need to be accounted for another way in the project management method.

This model includes these roles similar to RACI:

• Drivers: The people who do the work.
• Approvers: The decision makers.
• Contributor: People who are consulted on the task.
• Informed: People who are informed of the project’s progress.

In this model, stakeholders are assigned these actions:

• Contribute: People who are consulted and who do the work.
• Lead: People who delegate work and manage a task.
• Approve: Decision makers.
• Monitor: People who are kept in the loop on a project’s progress.

Bottom Line

Projects can be complex, confusing and chaotic. That’s why we rely on team members with the project management skills necessary to reign in the disparate pieces of a project and focus directly on keeping them organized as a project progresses.

A RACI chart is one tool that helps project managers keep a project on track.

By listing all stakeholders and assigning a level of involvement for each task, the chart helps teams communicate clearly and keep the right people in the loop.

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Free Employee Task List Template and Actionable Guide for 2024

What is an employee task list?

• 28 minutes per day on their phones
• 20 minutes daydreaming
• 18 minutes gossiping

Why should HR recommend employee task lists?

The advantages of employee task lists for managers

• Clear objective setting: A well-crafted task list allows managers to set clear, actionable objectives for team members. This aligns individual roles with organizational goals and offers a concrete method for evaluating employee performance.
• Efficient resource allocation: Task lists are an excellent tool for determining how to best utilize resources, including staff time. Managers can quickly identify bottlenecks, reallocate tasks, and ensure that no employee is either overburdened or underutilized.
• Accountability: The task list encourages a culture of accountability. When tasks, deadlines, and responsibilities are clearly outlined, there’s no room for ambiguity, making it easier for managers to hold team members accountable for their performance.
• Performance metrics: Managers have a built-in performance measurement tool that provides insights into employee efficiency and efficacy, streamlining the evaluation process.
• Dynamic adjustments: One of the best things about using an employee task list template is that the task lists are not static documents; they can be updated to reflect job or project scopes, timelines, or objectives changes. This allows managers to adapt swiftly to internal and external organizational changes.

The advantages of employee task lists for employees

• Clear expectations: An employee task list eliminates the guesswork. Team members understand what is expected of them, how their contributions align with team objectives, and what timelines they need to meet.
• Enhanced productivity: Individuals who work with a task list are more likely to prioritize effectively, increasing their productivity levels.
• Work-life balance: Well-structured task lists can help employees manage their time more efficiently, allowing for a healthier work-life balance. They can plan their work schedules better and avoid unnecessary stress.
• Career development: When used correctly, task lists can help identify areas where an employee excels or needs improvement. This insight can be crucial for career development plans, mentorship programs, and training initiatives.
• Increased autonomy: When expectations are clearly laid out, employees feel more empowered to manage their tasks autonomously, which often leads to increased job satisfaction.

HR’s role in designing and implementing employee task lists

How to implement employee task lists in the performance management process.

• Planning and goal setting: At this stage, HR professionals can collaborate with managers to create comprehensive employee task lists that align with team and organizational objectives. The task list serves as a tactical implementation of strategic goals.
• Monitoring and tracking: Task lists, particularly those enabled with real-time tracking, can offer invaluable metrics for performance monitoring. This data can also be useful for HR analytics and future resource planning.
• Evaluation and feedback: The task list can act as a baseline for performance reviews, offering concrete evidence of tasks completed, deadlines met, and areas where improvement is needed.
• Development and improvement: At this stage, employee task lists can help identify skill gaps or areas where further training is needed, facilitating targeted development efforts.

Getting started: Top tips for HR professionals when creating employee task lists

• Ensure that the tasks on the list are aligned with broader organizational goals. This alignment is crucial for maintaining the task list’s relevance and effectiveness.
• Create a standardized method for prioritizing tasks, such as categorizing them as urgent, important, or optional. This method aids both managers and employees in focusing their efforts effectively.
• Invest in task management software that integrates seamlessly with existing HR and performance management systems. This allows for more effective tracking and analytics.
• Roll out a comprehensive training program to educate managers and employees on how to use task lists effectively. This can include workshops, webinars, and easy-to-access online resources.
• Provide the option for customization to accommodate the unique requirements of different departments or job roles.
• Ensure that the task lists and any monitoring procedures comply with relevant laws and ethical standards, including privacy regulations and data protection policies.

Top tips for getting started with employee task lists Tasks should be SMART, that is, Specific, Measurable, Achievable, Relevant, and Time-bound. Adhering to these criteria ensures that each task is actionable and results-oriented. Managers should review task lists with employees regularly. Employees, too, should proactively update their lists to reflect completed tasks and any new assignments. Maintain open lines of communication to discuss challenges or adjustments that may need to be made to the task list. Utilize the task list as a time management tool. Employees can allocate specific blocks of time to different tasks, helping them to manage their workday more efficiently.

Employee task list examples

1. employee task list template.

• It can be customized to fit each employee’s needs and job roles.
• Easy to update and adjust as tasks are completed, or new tasks arise.
• Generally straightforward, requiring minimal training for effective utilization.

Disadvantages

• Geared toward individual work, potentially neglecting team-oriented tasks.
• It may not offer comprehensive analytics features for performance tracking.
• It requires consistent attention and manual updating, which can be time-consuming.

2. Team task list template

• Facilitates team communication and collaborative efforts.
• Clearly designates roles and responsibilities within the team.
• Makes it easier for managers to identify bottlenecks and hold team members accountable.
• Can become cluttered or complicated with too many tasks or team members.
• May not give adequate attention to individual tasks or contributions.

3. Gantt chart task list

• Offers a visual timeline that makes understanding project flow and dependencies easier.
• Enables advanced tracking and analytics, offering deeper insights into task and project status.
• Helps in effective resource allocation by visualizing task timelines.
• May require some time to learn how to read and update effectively.
• Difficult to make quick adjustments or modifications.

4. Daily task list template

• Encourages concentrated focus on immediate tasks.
• Facilitates effective time management for busy days.
• Allows for rapid completion and the psychological benefits of checking off tasks frequently.
• May neglect long-term goals or projects in favor of immediate tasks.
• Risks become overwhelming if too many tasks are listed.

5. Project task list template

• Allows for a full, end-to-end view of project tasks.
• Makes it easy to track progress toward key milestones.
• Helps in aligning the entire team towards project goals.
• Can be daunting due to its comprehensive nature.
• Initial setup and ongoing updates can be time-consuming.

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12 Best Project Management Charts for Project Planning

Project management charts greatly help project managers plan, schedule and track progress on projects of all sizes. There are many types of project management charts and there’s one for each stage of the project life cycle such as project initiation or project closing charts, for example.

There are also planning charts, diagrams and matrices for each of the key 10 project management areas such as cost, schedule, resource or stakeholder management.

Luckily for project managers, there are many alternatives when it comes to choosing a project management chart to facilitate project planning efforts. In fact, using those charts is often a need for project managers. You’ll need to use a Gantt chart or a work breakdown structure to build your project plan, which is the foundation of your project.

What Are Project Management Charts?

Project management charts are visual representations of data that turn difficult project management concepts into easily digestible assets. They’re mostly used for project planning and take many shapes such as flowcharts, network diagrams or bar charts. Gantt charts, PERT charts, CPM diagrams and WBS diagrams are great examples.

Project management charts are especially useful when you’re communicating complex project planning information. They visualize data and turn complex concepts such as your project schedule or scope into digestible data for the project management team and stakeholders.

Data from project planning charts are even more useful when it’s tied to real-time project management software like ProjectManager . The software can take a static chart and turn it into a dynamic tool for planning, execution and reporting. Get started with ProjectManager today for free.

Top 10 Project Management Charts

Before considering which project management chart is best for you, it’s important that you first decide which project management methodology you’ll use as there are differences between waterfall and agile project planning. It’s also important to note that you’ll need a variety of project management charts as each serves different project planning purposes such as creating a project timeline, allocating project resources, planning project work and more.

Below, we’ve selected the best project management charts for project planning so you can decide which are best for your project.

1. Gantt Charts

Experienced project managers are familiar with the Gantt chart . It’s a dynamic bar chart that shows the project schedule on a timeline. Although Gantt charts started out as a basic tool, they’ve matured and include enticing features such as task dependencies that note when one task is related to another.

Gantt charts are essential for modern project planning and scheduling because they allow project managers to visualize all of the activities that make up the project on a timeline. They’re also useful to monitor progress once the execution phase begins.

With new computing power, Gantt charts evolved from a basic bar chart to an essential project management tool that allows project managers to identify the critical path, assign tasks, establish task dependencies, generate a project timeline and much more. This is why most modern project planning software now includes Gantt charts.

Online Gantt Charts for More Flexibility

All Gantt charts aren’t equal; other project management software programs have Gantt charts, but they’re basic in functionality. ProjectManager offers Gantt chart features that the competition hasn’t yet considered.

To start, ProjectManager can import your task list and schedule from a static spreadsheet. If your plan was developed in Microsoft Project but you want to move that plan online to share with your team, know that ProjectManager facilitates the import of Microsoft Project files.

Once you have your project plan in ProjectManager, our online Gantt chart is a project management chart on steroids. You can link task dependencies to prevent team members from getting blocked. You can also assign tasks directly from the Gantt view which is an interactive project timeline that you can adjust in real time. Comment at the task level and all status updates are instantly reflected on the Gantt chart, which feeds into a real-time dashboard with project metrics that can be filtered and shared.

For more information on Gantt charts, watch the short video below. It outlines all the ways that Gantt charts can help you make a thorough and effective project plan.

2. Work Breakdown Structure (WBS) Diagram

One aspect of project planning is organizing project activities, deliverables and timelines. That’s where a work breakdown structure (WBS) comes in handy. It’s a way to take the tasks a team must accomplish and split them into manageable sections.

The WBS is a deliverable-oriented hierarchical decomposition of the work to be executed by the project team. In other words, it’s a great way to visualize the tasks that need to be done in order to complete the project. It acts as a slightly higher-level view than a Gantt chart, which is useful for complex projects. A WBS can be represented as a list, a tree diagram, a spreadsheet or a column on a Gantt chart.

Once you have that information collected in our WBS diagram template, if you want a more dynamic tool that has more options, connect it to ProjectManager’s work breakdown structure software.

Upon moving the WBS diagram to ProjectManager, content is reflected over the different views in the software including the Gantt, task list and kanban board , a visual workflow tool. The online Gantt chart turns the WBS diagram into a powerhouse for project planning.

3. Flow Chart

Flow charts are another tool project managers should have in their toolbox when project planning. These charts help visualize processes as a way to improve project efficiency. The flow chart is a graphic display of the project’s objective and helps create a logical order of the work required to reach that goal. Planning a project is all about control, and a flow chart gives a project manager a tool to exercise control over tasks, resources and time. This means all processes, including planning and monitoring, refer to the flow chart to increase efficiency.

This flowchart template has the basic symbols you need to represent a process.

• An oval means the start or finish of the process
• A rectangle represents an activity, or step in the process
• An arrow represents the direction from one step to another
• A diamond represents a decision

The example below shows the process of creating a project plan, and getting it approved.

4. Critical Path Diagram (CPM)

Another visual planning tool is the critical path diagram (based on the critical path method, or CPM). It’s used to show the activities that are required to complete the project. The diagram illustrates the duration of each activity and the preceding activity, how the two are related and lag (the amount of time between two activities).

A critical path diagram helps project managers break down a more extensive project into necessary activities in order to deliver a successful project. These activities are represented on the diagram as boxes. Between these activities or boxes are lines that represent the flow to show how each activity is connected and interconnected.

The purpose of using a critical path diagram is to allow project managers to calculate the total duration of a project. The critical path is made up of critical activities but non-critical activities are also shown. Non-critical activities allow for more flexibility as they don’t have a major impact on the project.

5. RACI Matrix

RACI is an acronym that stands for responsible, accountable, consulted and informed. A RACI matrix is a chart that helps assign responsibilities in project management . This table helps project managers identify stakeholders in their projects and gauge each level of involvement. This is done by noting next to each the initial R, A, C or I to categorize engagement.

For example, a responsible stakeholder means they’re directly responsible for the task. Accountable defines someone who delegates and reviews the work. Consulted means you’ll want this person’s input and feedback on the work being done, and informed are individuals who need to be updated on the progress of the work.

This is useful for assigning the responsibilities of team members on a project. But it can also be used to manage stakeholders. The RACI matrix helps a project manager to figure out which stakeholders need to know what and the frequency by which they should be updated on the progress of the project.

6. PERT Chart

This visual project management tool is great when you’re mapping out tasks and project timelines. PERT is another acronym that stands for project (or program) evaluation and review technique. It provides a graphical view of the project’s tasks, schedule and timelines.

A PERT chart is not a Gantt chart, though similar. Gantt charts are bar graphs while a PERT is freeform. PERT charts are made of nodes, boxes or circles that represent milestones. Connecting arrows show what must be completed between nodes and they represent the duration of each task.

Some Gantt charts don’t show task dependencies, but all PERT charts do. They use directional, concurrent arrows to indicate a series of tasks that must be completed in a specific sequence. Diverging arrows indicate work that can be done in parallel.

7. Workflow Diagram

Workflow diagrams visually show the layout of a process, project or job. This is done as a flow chart. Workflow diagrams are commonly used to show the full business process and information flows, help employees understand their roles and responsibilities, expose redundancies and bottlenecks and avoid risks.

This project management chart can be made with software or drawn manually. Whichever route you take, you’ll get significant value from the workflow diagram. They help with operations and create greater efficiency by streamlining work. They also provide documentation for legal, compliance and audit requirements.

They’re a great tool for clear communication across the organization. Visual tools are often easier to digest no matter which department is looking at them. The workflow diagram is also a way to strengthen security. Workflow diagrams track information securely and make sure your organization is on top of any security gaps.

8. Risk Matrix

Risks can be good and bad, and project managers want to either take advantage of these unexpected opportunities or mitigate the impact of problems on the project. A risk matrix is used in project planning to identify and plan to resolve risks as they arise as issues in a project.

The risk matrix lists risks that could occur based on experience and historical data. The matrix represents the likelihood of the risk appearing in the project and the impact it will have if it does show up. Risks are categorized based on probability and severity.

This tool helps project managers with their risk management on a project. It also communicates the risks that might become issues in the project to the project team and stakeholders. This allows teams to quickly capture these issues and resolve them.

9. Milestone Chart

The milestone chart is a visual timeline that helps project managers plan for significant events in their project schedule. Milestones are important events in a project, such as delivering the project plan or the end of one project phase and the beginning of the next one.

Each vertical line of the milestone chart shows one milestone. There’s a description of the milestone on the left-hand side of the milestone and a horizontal time scale that charts the entire project. The milestone chart helps keep your team, stakeholders and customers updated on major project events.

Making milestones in your schedule and tracking them throughout the project is one way to stay on schedule. Sharing the milestone chart communicates the major events in the project and ensures that everyone is aware of them. It’s like having advance notice for big deadlines that must be met.

10. Burndown Chart

In agile project management, a burndown chart is used to visually represent how quickly the project team is going through the customer’s user stories and it shows the description of the features being worked on. These descriptions are from the perspective of the end-user. The burndown chart shows the team’s effort against the full sprint.

The work that’s still to be done is shown on a vertical axis. The time passed from the beginning of the project is shown horizontally. This presents both the past and the future so everyone can see where they are. The burndown chart is updated regularly to make sure it’s accurate.

There are two types of burndown charts: one is used for sprints, or short iterations when their agile team works on user stories, while the other is a product burndown chart. The latter shows the work that remains for the entire project, while the former is only what’s left to accomplish.

11. Decision Matrix

A decision matrix is a project management chart that helps project managers evaluate different choices by assigning a numeric value to them based on a set of decision-making criteria.

Let’s imagine a construction project manager is using a decision matrix to decide what’s the best type of flooring for a residential project. He has three alternatives to choose from, hardwood, cement or carpet. To make the best decision, he should consider criteria, such as the quality, cost, value to customer and safety that each of these options offer. Depending on how each alternative is scored, the decision matrix helps the construction project manager to logically determine which is the best choice.

The image below shows how the decision matrix would look for this particular scenario. Download our free decision matrix template for Excel to create one for your projects.

12. Eisenhower Matrix

An Eisenhower matrix is a table with four quadrants that’s used to prioritize tasks by their level of importance and urgency. To understand how this project management chart works, it’s necessary to define what importance and urgency means when creating one. In an Eisenhower matrix , importance refers to how impactful a task is for the success of a project, while its urgency defines how soon it should be completed.

By placing tasks in the four quadrants of the Eisenhower matrix, project managers can understand the relationship between these two variables. Depending on how important and urgent a task is, there are four possible courses of action, which are completing the task immediately, delaying its completion, delegating or eliminating it.

ProjectManager vs. Project Management Charts

Project management charts are great visual aids and are helpful tools to set up the procedures for your project, but static documents can only do so much. When you start to plan and execute the project, you need project management software to connect teams and streamline work. ProjectManager is project management software that automatically updates with real-time data to help you better manage your project.

Track Time and Costs with Real-Time Dashboards

With static documents, you have to input the data and manually update your project management charts, but our software does that busywork for you. Real-time dashboards automatically collect live data from the project, crunch the numbers and display the results in project charts. These six project metrics include time, cost, workload and more, all updated in real time to give you an overview of your project whenever you want it. There’s no setup involved, either.

Use Kanban Boards for Task Management

Once you’re executing the project, you need a window into the process and a tool that gives your team the autonomy to manage their work. Our kanban boards visualize workflow, allowing project managers to see where their teams are in terms of production and catch any potential roadblocks. Then they can reallocate resources to keep teams working at capacity. Meanwhile, teams can manage their backlog and collaborate when planning sprints.

Unlike project management charts, our software is flexible enough to give you the tools you want to use. Our multiple project views mean managers can plan on Gantt charts, teams can use list views to check off their tasks, stakeholders can view calendars to make sure milestones are met and all views share the same real-time data. There’s one source of truth that keeps everyone working better together, collaborating, sharing files and commenting at the task level.

Related Content

Check out our guides, blogs and templates where you can get in-depth information on more project planning charts and diagrams, so you can use them in all of your projects for better results.

• What Is SIPOC? How to Use a SIPOC Diagram
• Project Prioritization Matrix Template
• How to Make a Responsibility Assignment Matrix
• How to Make a Project Network Diagram
• An Intro to Precedence Diagrams
• Arrow Diagrams for Projects
• Gantt vs. PERT vs. Network Diagram
• PERT and CPM: Their Differences and How to Use Them Together

Planning can make or break a project, so you want to have the best tools at your disposal when going through the process. ProjectManager is online project management software that helps you plan, execute, monitor and report on all of your projects. It works seamlessly with the project planning charts described above and has a robust set of project management tools to manage resources, time and cost. See how it can help you plan your project by taking this free 30-day trial today.

Deliver your projects on time and on budget

Start planning your projects.

Assign and track tasks

In addition to creating your own tasks, you can create tasks to assign to others.

Tasks help track things you need to do. You can assign tasks to other people as well.

On the navigation bar, click Tasks , and then click New Task , or open an existing task.

Keyboard shortcut     To create a task, press Ctrl+Shift+K.

Click Assign Task .

In the To box, enter a name or an email address.

Enter Subject , Start date , and Due date .

If you want the task to repeat, click Recurrence , select the options you want, and then click OK .

Click Send .

Note:  If you assign a recurring task, a copy of the task remains in your task list, but it never updates. If you check the Send me a status report when this task is complete box, you receive status reports for each completed occurrence of the task.

When you open a task you assigned, you can review the progress of assigned tasks with the % Complete box which either you or the recipient can update when they send you an assigned task status report.

Note:  Tasks assigned from Outlook for Windows must be accepted or declined using the Outlook for Windows application. This experience is not supported in Outlook on the web. 

Assigning tasks to multiple people

Outlook can track the progress of a task assigned to one person. If you want to multiple people to work on a task, it’s a good idea to divide the task into smaller pieces or assign each task individually. For example, to track a report to be written by three writers, create three separate tasks named Write Report: Anne , Write Report: Carlos , and Write Report: Michiyo , and assign each individual task to the appropriate writer.

Track tasks you've assigned to someone else

On the navigation bar, click Tasks .

Click View > Change View > Assigned .

Assigned tasks are missing

If you’re not seeing tasks you’ve assigned, Outlook might not be set up to keep copies of tasks you assign.

Click File > Options > Tasks .

Under Task options , check the Keep my task list updated with copies of tasks I assign to other people box.

Turning on this option doesn’t track the tasks you’ve already assigned, but it will track any new ones you assign.

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Vartika Kashyap

How to create a task tracker in Excel to manage tasks?

Introduction

Excel seems like old-school magic.

You can do almost anything in Excel if you know how. You need to remember a few formulas (probably 50 minimum) and along with a little knowledge of creating tables, graphs, charts, and formatting data- you are all set to manage your work with Excel.

Nowadays, with the integration of AI functions such as AI.ASK, AI.TABLE, and AI.FORMAT in Excel, your life is a bit easier. You do not even have to remember all the formulas. AI can do that for you.

Despite all this, Excel is still an old-school magic that takes time and extensive manual effort, is prone to errors, and is the most basic option for managing tasks.

There is much better and more powerful project management software available today to manage complex projects with multiple dependencies and constraints.

In this post, we will look at how to create a task tracker in Excel to manage tasks for simple projects and explore how you can manage complex projects with ease using advanced project management software like ProofHub.

What is a task tracker in Excel?

A task tracker in Excel is a to-do list of tasks in an Excel spreadsheet or workbook with all the key details you need to track a task.

It includes details or information about a task like task name, task ID, start and due dates, priority, project name, task owner, percentage completion, and budget, to name a few.

Creating a to-do list of tasks with all the details helps you keep track of tasks at work in Excel. This helps you keep the team on track and complete the project on time.

How to create a task tracker in Excel?

Creating a task tracker in Excel is easy. A few key elements should be present in a task-tracking spreadsheet. I have provided a step-by-step guide on how to create a task tracker in Excel based on those elements.

Learn how to make a task list in Excel to track project progress, manage resources, and complete projects on time in easy and simple steps.

Step 1: Open the Excel app and create a new workbook

Click the Excel app or access Excel over the internet in your browser. It will take you to the Excel home page. Click on the Blank Workbook to create a new workbook.

Step 2: Add column headers

Add the column headers in the first row of the Excel workbook. You can right-click on the first cell in ‘Row 1’ and under ‘Column A’ to select a cell and start adding column headers across the first row horizontally in the Excel spreadsheet.

Column headers will include the items you want to track for your tasks. It can include task name, task ID, task priority, task start date, task due date, task owner, task status, and notes.

Step 3: Add the task details

Add the information under each column header. It provides you with task details and allows you to organize information.

Here is what the above-mentioned column headers include:

• Task name: It includes the name of the task to make it easy to remember.
• Task ID: It includes assigning the task ID to make it easy to share and track the tasks.
• Task start date and due date: Enter a task start date and due date to track task progress and complete tasks on time.
• Task priority: It includes assigning a priority level to the task to prioritize tasks based on urgency.
• Task owner: It includes the details of to whom a task is assigned.
• Task status: It tells you about the progress status of a task.
• Notes: In this field, you add any additional remarks you want to share about a task.

Step 4: Use conditional formatting to highlight the priority

Conditional formatting in Excel makes it easy to identify and highlight certain cells. It is generally used in task management to highlight the priority of tasks.

To do this, select the “Priority” column and click on the Conditional formatting.

Conditional formatting is placed in the Ribbon under the “Home” tab or you can search “Conditional formatting” in the Excel search toolbar.

Click on the “Conditional Formatting” > Highlight Cell Rules > Text that contains > Type “High”, and keep red as the fill color.

Select ‘Done’ to apply the rule.

Similarly, you can assign yellow as the fill color to tasks with “Normal” priority and green as the fill color to tasks with “Low” priority.

Now, every entry in the “priority” column will automatically be assigned color and get highlighted based on the rule.

Step 5: Apply filters

You can apply filters to the columns in the Excel workbook to filter the information you want to view.

To do so, simply search the filter in the search bar and click on it. You will see a drop-down list appearing in the header of each column.

Click on the drop-down menu at the extreme right of the column header if you want to apply a filter and uncheck the boxes next to the information you don’t want to view.

For example, in the image below, we have selected the “priority” column and unchecked the boxes “low” and “normal”.

Click “Apply” to apply filters.

Step 6: Sort data

You can sort data in Excel to gain a better understanding of your work.

To sort information, you can click in the drop-down on the column header and sort the information.

You can sort the information in various ways based on the column header selected.

Some examples of sort include:

• Oldest to Newest or Newest to Oldest
• A to Z or Z to A
• Sort by color

You can also Custom sort. Here you need to add three things:

• The column you want to sort
• Sort on cell values
• Order you want to sort

Step 7: Customize

We have created a basic Excel spreadsheet or workbook. You can add as many tasks as you want, edit fields, and add custom colors and fonts to make your workbook customized to your needs.

Keep in mind these are just the basic elements of a task tracker. You can add pivot tables, tables, pictures, shapes, graphs, comments, links, and task timelines in Excel to create a workbook for complete task management.

Want to go one step ahead and learn how to create a Gantt chart in Excel?

Effortlessly visualize project timelines with ProofHub’s Gantt chart tool. Plan, adjust, and track project progress with ease

Tips for using Excel as a task manager

There is no one standard way to use an Excel task manager. Each individual has their way of using Excel.

Here are some tips to effectively use Excel as a task manager:

1. Create multiple sheets in a workbook

Do not try to manage all the aspects of your tasks in one sheet. Create multiple sheets in a workbook to easily organize and analyze data. You can even create one master sheet and create others sheets for easy data and task management in Excel. It provides you with the capability to consolidate data from each sheet and summarize and report results from separate worksheets into a master worksheet.

2. Use conditional formatting

Conditional formatting is the best way to highlight certain aspects of your tasks that are important to track. Use conditional formatting to highlight tasks based on their status, priority, or deadlines.

3. Use data validation  

Data validation is the best way to prevent errors in data entry in Excel spreadsheets. It restricts data entry to certain cells. When a user enters invalid data, data validation displays an error message and prompts users to enter valid data.

4. Use task tracker templates

There are hundreds of task tracker templates available out there. If you need help getting started with Excel, you can use pre-made templates. Microsoft itself provides a range of templates to create a task tracker. You can click here to download Excel task management templates .

5. Customize your spreadsheet

Templates are good for getting started quickly. But to make most of the Excel for task management, you need to customize your spreadsheet based on your business needs. The best way to create an effective Excel task tracker customized to your business needs is to do it yourself from scratch.

Read more: 13 best Microsoft Excel alternatives & competitors for your teams

Benefits of using Excel for task tracking

There are many benefits of using Excel for task tracking. Have a look at some of them.

1. Easy to use

First of all, Excel is super easy to use. People even use Excel for their personal assignments in school and universities. Thus, most are familiar with Excel. To use it in the professional world, you need to learn a few advanced formulas and functions, and that too is not difficult. This is because a huge number of free learning resources are available due to the popularity of Excel.

2. Free software

The biggest benefit of using Excel is that it is free software. There are paid plans available to access premium features, but you do not need them when you have a small team or you are working individually. Excel offers a great free alternative to project management software.

3. Cloud-based software

Excel is now available on the cloud just like Google Sheets. You can create a workbook and multiple team members can co-edit the workbook at the same time from their laptops. Thus, you can easily share and access files from any location.

4. Powerful task management capabilities

Excel provides you with a vast range of task management capabilities. You can create as many tasks as you want, store data in multiple workbooks, add filters to view desired data, sort data for easy understanding, create reports, track progress, collaborate with team members, analyze data, and much more.

5. Customizable software

You can customize Excel to a great extent to suit your needs. You can use different colors for each column, create additional columns to add information, and apply rules and filters to visualize data. This helps you design and modify your spreadsheet to meet your specific needs.

Read more: Best email and Excel alternative for project management

Downsides of using Excel as a task tracker

Excel is an amazing free tool to create a task tracker, but it comes with some serious shortcomings. Have a look at them.

1. Prone to errors

Excel is prone to human error. You can easily make errors in making entries or copying and pasting data. In 2012, a trader for JPMorgan Chase & Co. lost at least $6.2 billion for the company after errors in copying and pasting data across multiple spreadsheets.

2. Manual efforts

Excel is not a time-efficient method for task management. You have to carefully add task data, add information in each column header, and update and track the changes made by team members manually. This can eat up your hours in administrative work and you are not able to focus on the core tasks.

3. Need additional tools for communication and collaboration

Excel does not come with amazing built-in communication and collaboration capabilities. You can add comments and share links to files in the Excel sheet but it gets too clumsy if you have to be involved in discussions with team members. You either have to rely on email or chat apps for team communication and cloud-based storage apps for document collaboration.  

4. Issues with version control

You can track changes in Excel with version history but when more than 10 people are using the sheet at the same time, it gets difficult to track changes. Also, when a massive amount of data is involved in the spreadsheet, Excel gets slow.

5. UI gets messy for complex projects

Last but not least, Excel gets messy when a large amount of data is inserted into the workbook. You will crave the white space on the sheet as from tasks to reports and comments all are on the same spreadsheet.

Read more: 5 Reasons why it’s time to ditch Excel for project management

What’s the solution? Track and manage tasks with project management software

Project management software allows you to perform every function you perform in Excel but with much more ease and efficiency. It provides you with a comprehensive range of features to create and manage tasks, share information and documents with the team, plan projects and create workflow, track progress with reports, and communicate with the team.

ProofHub is all-in-one project management and team collaboration software that brings all your tasks, teamwork, and team communication to one place.

For those who are using project management software for the first time, the interface may look unfamiliar, but it is worth investing time in learning it.

• Defined hierarchy to organize data: ProofHub follows a clear and well-defined hierarchy for easy organization of data : Project > Task lists > Task > Subtasks. You can create a project, break a project into tasks, and create subtasks required to complete an individual task.
• Create and delegate tasks without emails: You can create tasks and delegate tasks to the team members from your dashboard . Every team member can log in to their account and access the details of the tasks. There is no need to rely on emails and chat apps to share details of the task.
• Easily identify your tasks with a unique ID: You can easily organize all the tasks in a project in one place. Each task has a unique task ID and space under the project. Thus, it significantly reduces the chances of errors due to misunderstanding.
• Share and organize documents for each task: You can directly attach the files to a task . This makes it easy to share files with team members and find the files quickly when needed; resulting in saved time.
• Real-time notifications for every change in a task: ProofHub automatically sends notifications to the task assignees for any change in a task. This ensures every change is noticed and tracked.
• Ensure every step in task completion is followed: You can create a workflow for a series of tasks. This allows you to streamline the company’s operations.
• Communicate with a team from the same app: You can communicate with team members in real-time with built-in chat . There is no need to switch apps. It also avoids the clumsiness of spreadsheets by keeping the team communication separate from the task details.
• Create project reports automatically: This is probably the biggest time saver. ProofHub automatically creates project reports from the data in the project. You can overview and analyze the progress by various filters.
• Take control of productivity with a time tracker: You can track the time spent on tasks of every team member with a built-in time tracker . ProofHub automatically creates timesheets that can be customized.

All of these features are designed to improve productivity, enhance work efficiency, ensure accountability, and make task management easy.

The offering of the day for you is that you can try all the features of ProofHub for free with a free trial and find out whether ProofHub works for you or not!

Organize, manage, and collaborate seamlessly with ProofHub – All-in-one solution for projects, tasks, and teams

Conclusion: choose the right option

Excel is one of the earliest options to create a to-do list of tasks digitally and convert them into a task tracker in Excel. It was an evolution from physical whiteboards and sticky notes, but project management software is an evolution from Excel. No doubt Excel is good for basic task tracking and management, but for complex projects and easy organization of data, you need more competent and advanced technology of project management software. With the right tool like ProofHub , you can save time and manage tasks with ease.

Is Task Tracker in Excel suitable for team collaboration?

Task tracker in Excel is suitable for basic team collaboration teams. If you want team discussions and frequent sharing of files related to a project, you need dedicated platforms that can help you communicate and share files for easy and organized team collaboration.

Is it possible to track task dependencies in Task Tracker in Excel?

Yes, you can track task dependencies in a task tracker in Excel. You have to create a Gantt chart in Excel from scratch to track the task dependencies. Whereas, project management software comes with a built-in Gantt chart. You just have to add the details.

Can you automate tasks in Excel?

Yes, you can automate repetitive tasks in Excel. You have to create and apply the rules to automate tasks in Excel.

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What is a Gantt chart? A guide to mapping your project timelines

A Gantt chart is a horizontal bar chart used to illustrate a project’s schedule and related tasks or events during the project lifecycle. Find out how this type of chart can help you map tasks and keep deliverables on track.

While these charts can get quite complex, the basics aren’t hard to nail. In our guide, you’ll get a clear breakdown of what Gantt charts are, when to use them, tips for creating one, and more.

What is a Gantt chart?

A Gantt chart is a horizontal bar chart used to illustrate the timeline of a project and its tasks. This gives your team a visual overview of project information like your project schedule, upcoming milestones, and overall project timeline.

Each horizontal bar within the chart represents a task, and the length of each bar represents the amount of time that step or task will take. When you zoom out to look at the full picture, these charts give project managers and project teams an overview of what work needs to get done, who’s doing it, and when.

Gantt charts typically include the following components:

Task start date

Task duration

Task end date

Most Gantt charts also offer additional context about how project tasks connect to each other, who they’re assigned to, and what important deadlines and milestones are coming up. With a dynamic timeline, team members have at-a-glance insight into what they’re responsible for and how their work impacts the project as a whole.

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History of the Gantt chart

Polish engineer Karol Adamiecki created the first iteration of a Gantt chart in 1896, which he called the harmonogram. Adamiecki published his findings in Russian and Poli

sh, which made them difficult to access in English-speaking countries. In 1910, American mechanical engineer Henry Gantt independently popularized a similar chart in the United States, which he devised in order to represent how long factory workers spent on a given task. These two systems have since been merged to create what we know today as the modern-day Gantt chart.

After tracking factory employees’ tasks, these charts became a popular way to track project schedules . Originally, these charts were drawn on paper, which meant that whenever the schedule changed, the charts had to be redrawn. Later, project managers used pieces of paper or blocks to represent the task bars, so they could move them around as needed.

Gantt chart example

Studying this example of a Gantt chart is helpful for understanding how to map out a project lifecycle effectively. 

Initial steps: The project starts with the "Identify key stakeholders" activity, which lays the groundwork for all other tasks that follow.

Planning phase and project launch: Tasks like "Map out dependencies" are scheduled alongside "Define project goals," due by December 15 to indicate tasks that can occur simultaneously. While the "Kick off project" action establishes a key milestone and planning deadline.

Task management: Tasks such as "Measure performance against goals" and "Assign action items" suggest a cycle of continuous evaluation and task distribution.

Finalizing and reporting: Activities that help team members and stakeholders recognize the steps needed as the project culminates to a conclusion include "Prepare presentation" and "Present to leadership." While the final phases of the project are represented by tasks like "Communicate results" and "Complete project," which concentrate on project wrap-up and outcome communication.

While every chart will look different, this example will help you grasp the fundamentals of task sequencing and time management critical for any successful project.

What is a Gantt chart used for?

While you can use a timeline view for a variety of projects and programs, it’s helpful to understand what these charts are commonly used for and why:

Build and manage complex projects: The bigger the project, the more tasks there are to manage. Gantt charts can help project managers when scheduling projects by allowing them to easily visualize a project and break it down into smaller tasks.

Monitor task dependencies: Project delays happen. Visualizing work in a timeline helps project managers automate task dependencies, which ensures that the next phase or task doesn’t start until the previous one has finished.

Keep track of project progress: Track progress and milestones, so you can quickly adjust your project plan if needed.

1. Mapping out a marketing campaign

Larger marketing campaigns require a lot of team collaboration and coordination—and it’s easy to lose track of all the moving pieces. That's why it's so important to visualize all of your work as a sequence of tasks with assignees and details about how long each initiative will take. This way, teams don’t just know who’s responsible for what, but also how their work impacts others or the larger goal.

2. Outlining deliverables for a client

When you show clients a timeline of all of your deliverables , you can clearly set expectations around how long each will take. By outlining plans this way, you can give stakeholders and clients a clear idea of the scope of your deliverables, and how long each one will take to accomplish—so they won’t just know when you’re delivering an item, but also the timeframe in which you’ll be working on it.

3. Planning a product launch

For product launches, you might use a timeline to map out the entire plan, from ideation to launch and beyond. By visualizing this in a timeline, you’re then able to more easily spot conflicts before you begin, see dependencies between steps, and get a clear overview of everything that’s happening leading up to the launch and when.

Parts of a gantt chart

Have you ever wondered what makes up a Gantt chart and how each component contributes to effective project management? Understanding the anatomy of a Gantt chart can help you leverage its full potential in organizing and visualizing your project timelines. Here are the essential components of a Gantt chart, each with an example:

Task list: A vertical list of project tasks on the left side of the chart, serving as the foundation for plotting the project timeline. For example, a project to develop a new website might include tasks like "design homepage," "write content," and "code website."

Task bars: Horizontal bars that represent the duration of each task, showing the start and end dates. For instance, the task bar for "design homepage" might span two weeks in April, visually indicating its planned duration.

Milestones: Markers that signify key dates or achievements within the project timeline. An example is marking the completion of the website prototype as a milestone, which indicates a significant achievement in the project's progress.

Dependencies: Lines or arrows that connect tasks to indicate the sequence in which tasks must occur. If "write content" cannot start until "design homepage" is complete, a dependency arrow would connect these tasks.

Critical path: Highlights the longest sequence of dependent tasks that determine the project's duration. In our website project, the critical path might include tasks such as "code website," directly impacting the project's end date.

Resource allocation: Information on which resources are assigned to specific tasks is often included alongside the task bars. An example would be assigning a specific web designer to the "design homepage" task.

Dates and time scale: The top of the chart features a calendar or time scale that tasks and milestones are plotted against to provide a temporal context. For example, the entire project might be set against a six-month time scale from April to September. This helps stakeholders visualize the project timeline at a glance.

Each of these components plays an important role in providing a comprehensive overview of the project's scope, duration, and dependencies.

How to make a Gantt chart

While no two Gantt charts look exactly alike, there are some basic steps you’ll need to take to get you off the ground, no matter what project management software you use. 

1. Define the time range

Your Gantt chart should be a project with a start and end date. Think of this chart as a way to represent your project over a timeline—your timeline needs a beginning and end point.

Tip: While all projects should have a clear end point, it’s likely that you’ll have some additional follow-up tasks with your client after crossing the finish line, so you may need to add in some dates after the fact for these items.

2. Add tasks with start and end dates

In order to effectively visualize your to-dos, make sure each individual task has a specified beginning and end date—this way they can be easily visualized on a bar chart. If you don’t add task start dates, then your tasks will show up as moments in time, which might be harder to visualize within the bigger picture.

Tip: Clear start and end dates also make it easy for your team to understand when they should begin working on a task. By doing this, they won't be unprepared for a big project that is due tomorrow.

3. Clarify dependencies

With large projects, it’s natural to have some tasks that can’t get started until other tasks are complete. To keep the project running smoothly and every team on the same page, you can visualize dependencies between tasks in your Gantt chart.

In the example below, the ability to publish the product blog post is dependent on reviewing the blog post, which in itself is dependent on drafting the blog post. Similarly, the team can’t launch the email campaign until it’s been drafted. Drawing dependencies between these tasks will help the next team stay up-to-date on what they’re able to start working on in their phase of the project.

4. Pinpoint milestones

Unlike most tasks in a Gantt chart, milestones are fixed points in time. Think of them as checkpoints to signify that large pieces of work are complete. They help your team know what to prioritize and can be great moments of celebration when they’re completed.

Tip: Milestones often take place at the end of project phases, but there’s no one single way to create milestones for your team, especially since every team and project looks different. Examples of milestones might look like:

Project approvals

Task starting points

Mid-phase check ins

Phase completion points

5. Modify work as plans change

Plans will inevitably change, which is why your Gantt chart software should be able to adapt to your needs. Look for a tool that allows you to easily drag and drop tasks, and that automatically updates dependencies in real time. That way, you can always keep your project on track, even as plans shift.

Gantt chart best practices

When teams first start using Gantt charts, they often encounter a few common hurdles. These challenges can lead to miscommunication, resource misallocation, and ultimately, project delays.

However, with the right best practices in place, Gantt charts become powerful tools for improving project visibility and team coordination. The following Gantt chart best practices are designed not just as tips but as solutions to these common initial stumbling blocks.

Determine the critical path

Establishing the critical path of a project timeline is key to understanding the sequence of tasks that directly affect the project's completion date. This practice involves identifying which tasks are critical (i.e., any delay in these tasks will delay the project) and which tasks have float (i.e., can be delayed without affecting the project timeline).

By focusing on the critical path, project managers can allocate resources more effectively and prioritize tasks that are essential for on-time project completion.

In a software development project, tasks such as requirement gathering, design, coding, testing, and deployment are mapped on a Gantt chart to identify the critical path. It reveals that delays in the coding phase directly affect testing and deployment timelines. However, tasks like documentation might have some float and can be adjusted if coding needs more time. This insight enables project managers to prioritize coding and allocate extra resources if necessary, ensuring the project remains on schedule despite potential bottlenecks.

Use a work breakdown structure

A work breakdown structure (WBS) is a fundamental step in project planning that involves dividing a project into manageable tasks and subtasks. When applied to a Gantt chart, a WBS helps organize tasks visually, making it easier to monitor progress and allocate resources efficiently.

Consider a project to develop a new website. By using a WBS, you would break down the project into smaller tasks such as design, content creation, and coding. Each task would then be represented on the Gantt chart timeline, giving team members a clear overview of the project scope that helps them understand their responsibilities and deadlines.

Identify task dependencies

Understanding task dependencies is crucial for creating an accurate Gantt chart. Task dependencies indicate the relationship between tasks and subtasks, showing which tasks must be completed before others can begin. This ensures that the project flows logically and resources are allocated appropriately.

For a construction project involving the building of a structure, it's essential to complete foundational subtasks before advancing to subsequent phases, such as erecting walls. The Gantt chart efficiently maps out these work dependencies to ensure contractors realize the importance of completing the foundation to avoid scheduling conflicts and inefficient resource use.

Allocate resources wisely

Resource allocation involves assigning the appropriate resources, including team members, equipment, and budget, to specific tasks. A Gantt chart with integrated resource allocation allows project managers to see not only when tasks are scheduled but also how resources are distributed across the project.

For an event planning project, a Gantt chart can show that while one team works on venue setup, another is arranging catering. Task visualization ensures that resources are not overstretched and that tasks are adequately staffed. This helps prevent burnout and ensures that all project aspects are covered.

Monitor progress regularly

A Gantt chart is not a set-and-forget tool; it requires regular updates to reflect the project's current status. Incorporating dashboards into this practice provides a centralized, real-time view of project progress, task completion, and resource allocation. Dashboards complement Gantt charts by offering an at-a-glance summary of key project metrics, enabling project managers and team members to quickly assess project health and make informed decisions.

During a software development sprint in an agile project , if a sprint is behind, a dashboard updated alongside the Gantt chart quickly highlights delays and resource issues. This allows for immediate adjustments to make certain the project stays on track without extensive meetings or email updates. This streamlined approach keeps everyone aligned and responsive to changes.

Pros and cons of Gantt charts

While these charts can be helpful, they aren’t always the best for every project. To better understand if this type of project chart is right for you and your project vs. a timeline, here are a few considerations before you leap into creating one.

Get a bird’s-eye view of your project timeline: A Gantt chart is a roadmap of your project . This tool helps you track when you should reach each milestone—and whether or not you’re on track to do so. This type of timeline view offers a bird’s-eye perspective on your work, making it a particularly useful tool to present to senior management or clients for a quick overview.

See how tasks relate to each other: By adding start and finish dates to each task and drawing dependencies, you can visualize how each piece of work affects another. This helps you identify problems and fix dependency conflicts before you start.

Improve team resource management : Adding an owner to each piece of work can help you see who’s doing what and when to better manage individual workloads. Since everything is plotted out sequentially, you’ll be able to see if an individual teammate or team has too much to do at one time, then reassign or reschedule tasks as needed.

More time consuming to set up: Setting up a Gantt chart can be time consuming, especially if you’re using a Microsoft Excel spreadsheet. Even if you use a template, you might still have to make adjustments to customize it to your team’s specific needs.

Difficult to manage the project in the same place you planned it: Traditional Gantt charts are most useful in the planning phase of a project. Once you’ve mapped out your work, you’ll likely need to use a different tool or platform to manage day-to-day activities, making it hard to know where your team’s single source of truth is.

Adding more details gets messy: Adding context around deadlines and collaborators to your project plan on a Gantt chart can turn it from easy-to-view map to overwhelming sheet of chaos.

Alternatives to traditional Gantt charts

Fortunately, there are alternatives to clunky charts that still give you a bird’s-eye view of how all your work fits together—without the typical limitations of a traditional, spreadsheet-based chart.

A work project management tool like Asana can help you manage, coordinate, and add details to your work in the same place you plan it—while also spending less time setting everything up.

For example, you could set up your project plan using Asana’s Timeline , a view that lets you map out how all the pieces of your project fit together. Like a Gantt chart, Timeline shows you when each step will happen, how long it will take, and who’s responsible. Unlike a Gantt chart, Timeline is easy to set up and maintain and lets your team collaborate on work in the same place you planned it.

Other types of visual project management

Depending on the type of work you’re managing, a calendar or a Kanban board could work as a more lightweight and quicker-to-setup alternative to visualizing your project plan in a timeline . With Asana, you can also switch between project views. View any project in either Timeline, List, Boards, or Calendar View, so your team can see their work in the way they prefer. You can test out all of these views with a free Premium trial .

Plan projects like a pro with Asana

Whether you end up using a Gantt chart or a similar alternative, visualizing your project plan is a key step for every team—whether you’re a project manager or not. It allows you to show how all the pieces of your project fit together, share it with your team, and adapt your plan as work progresses to keep everything on track.

Map out your project plan and watch the pieces come together with Asana.

Gantt Chart FAQ

What types of teams commonly use Gantt charts? Any team that needs to keep track of task progress can use Gantt charts. Typically, Gantt charts are used by project managers and team leads, but they’re also useful for business owners and C-level executives. Common industries that employ Gantt charts include marketing, software engineering, construction, graphic design, and event planning.

What are the typical components of a Gantt chart? At its most basic, a simple Gantt chart is composed of a vertical axis, which contains a list of tasks, and a horizontal axis, which maps out the project’s timeline. By visually displaying your project plan in a constrained timeframe, Gantt charts help you see at a glance the step-by-step actions you need to take to ensure project success.

What should I look for in a Gantt chart tool? When setting up an online Gantt chart, you should look for a tool with a user-friendly interface and features that make planning and coordinating your work easy, like start and end dates, dependencies, and milestones. Additionally, tools that utilize integrations to connect the chart with apps, like Google Sheets and OneDrive , help streamline workflows.

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