How do you share your project Gantt chart with stakeholders?

A project Gantt chart is a visual tool that shows the tasks, dependencies, durations, and progress of your project in a timeline format. It can help you plan, monitor, and communicate your project status and milestones with your team and stakeholders. But how do you share your project Gantt chart with stakeholders effectively and efficiently? Here are some tips and best practices to consider.

1 Choose the right format

Depending on your project management software, you may have different options to export or share your project Gantt chart with stakeholders. Some common formats are PDF, PNG, Excel, PowerPoint, or online links. Each format has its pros and cons, so you need to consider the purpose, audience, and frequency of your sharing. For example, PDF and PNG are good for static and high-quality reports, Excel and PowerPoint are good for dynamic and interactive presentations, and online links are good for real-time and collaborative updates.

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Samuel Howard

Sr Program Manager at Dendreon
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I agree; I use all three methods. For my LT updates, I use either a PPT with a snapshot of a PNG/PDF version focused on just parent records. For my updates with the project teams; we will review with the actual plans so that updates and notes can be captured.

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2 Customize the content

Your project Gantt chart may contain a lot of information, but not all of it may be relevant or useful for your stakeholders. To avoid overwhelming or confusing them, you need to customize the content of your project Gantt chart according to their needs and expectations. For example, you can filter, group, sort, or highlight the tasks, resources, or dates that are most important for them. You can also add or remove details, such as task names, durations, dependencies, progress, or comments. You can also use colors, icons, or labels to make your project Gantt chart more appealing and clear.

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Andrea Gatti

General Manager | Procurement Thought Leader | ERA Group - Europe
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There is one critically important aspect to consider, when sharing such documents with decision makers, and busy executives/Ops Directors. This is "make sure they understand what is required THEY DO, and what is the timeline. In other words, if they are the specific stakeholder of a given project step / decision / milestone, make sure they understand the fact they're sitting on the critical path. These people are busy, they need to just understand the key aspects and information. Don't let your timelines and milestones slip, because you've not properly communicated.

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3 Add context and insights

Your project Gantt chart is not just a collection of data, but a story of your project. To make it more meaningful and engaging for your stakeholders, you need to add context and insights to your project Gantt chart. For example, you can use a summary or an introduction to explain the scope, objectives, and status of your project. You can also use annotations, notes, or charts to highlight the key achievements, challenges, or risks of your project. You can also use metrics, indicators, or benchmarks to measure the performance, quality, or value of your project.

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Richard Bennett

Grandfather at The Bennett Clan
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The military differentiates between Area of Responsibility (AOR) and Area of Interest (AOI); the Gantt chart describes planning within the AOR and must be annotated to provide the nuances elsewhere in the AOI. One example is gathering information on supply chain performance; the pandemic illuminated the variability in and the performance of outside activities, and it is useful to know the risk and impact of a missed delivery, or alternatively the knock-on effects of early delivery to have a "bird in hand".

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4 Consider the frequency and timing

Your project Gantt chart is not a one-time document, but a dynamic and evolving tool. To keep your stakeholders informed and involved in your project, you need to consider the frequency and timing of sharing your project Gantt chart with them. For example, you can share your project Gantt chart on a regular basis, such as weekly, monthly, or quarterly, depending on the complexity and duration of your project. You can also share your project Gantt chart on specific occasions, such as milestones, deliverables, or changes in your project. You can also align your sharing with the reporting cycles, feedback sessions, or decision-making processes of your stakeholders.

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5 Use the appropriate channels

Your project Gantt chart is not an isolated document, but a part of your communication strategy. To ensure that your stakeholders receive and understand your project Gantt chart, you need to use the appropriate channels to share it with them. For example, you can use email, cloud storage, or online platforms to send or store your project Gantt chart for easy access and reference. You can also use webinars, meetings, or presentations to show or discuss your project Gantt chart with your stakeholders. You can also use social media, newsletters, or blogs to promote or share your project Gantt chart with a wider audience.

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6 Solicit feedback and input

Your project Gantt chart is not a final document, but a flexible and adaptable tool. To improve your project planning and execution, you need to solicit feedback and input from your stakeholders on your project Gantt chart. For example, you can ask them to review, comment, or approve your project Gantt chart before or after you share it with them. You can also ask them to suggest, request, or report any changes, issues, or opportunities related to your project Gantt chart. You can also ask them to share their expectations, concerns, or questions about your project Gantt chart.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you share your project Gantt chart with stakeholders?

1

2

3

4

5

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1 Choose the right format

2 Customize the content

3 Add context and insights

4 Consider the frequency and timing

5 Use the appropriate channels

6 Solicit feedback and input

7 Here’s what else to consider

Operational Planning

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How do you share your project Gantt chart with stakeholders?

1

2

3

4

5

6

7

1 Choose the right format

2 Customize the content

3 Add context and insights

4 Consider the frequency and timing

5 Use the appropriate channels

6 Solicit feedback and input

7 Here’s what else to consider

Operational Planning

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