In this post, you will learn about:
1.1) Gantt Filters
The Gantt chart is a well-known, traditional tool for many managers, primarily because it is a visual and straightforward way to structure project timetables.
Using Runrun.it, in addition to viewing your projects in the Kanban format, you can also view them in the Gantt format, all in an interactive and digital way.
Besides, by combining Gantt with Capacity, you will be able to manage your team’s workload in a balanced way, avoiding conflicts and planning your operations in a considered manner.
As you’ll see in this post, this is because the changes in your Gantt chart will have a direct impact on your team(s) capacity.
To access the Gantt chart, click on the Boards tab and select the Gantt view mode.
Next, select the grouping mode, which is the way you wish to organize your Gantt tasks. There are four available options: Without grouping, Client, Project and Stage.
You can use the filter just to view your open tasks.
As you can see in the image below, in a Gantt grouped by Project, showing only open tasks, the first column will have the task titles, the allocated users, the desired start date and the desired delivery date.
Tasks with no desired start or desired delivery date will not appear in the graph. To add a start or delivery date, click on the calendar icon.
If you want to add a task to the Gantt, click on the “+” icon as you can see below:
To view a task in the Gantt mode, click on the arrow icon. If, for example, a task has a desired start date in the future, you can use the feature to view it more easily.
To minimize or expand a particular project in the Gantt mode, click on the arrow icon next to the project.
Alternatively, click on the title line to open and close it.
Next to it, you’ll have a Gantt chart that you can edit. As mentioned above, you can only add tasks with start and/or delivery dates to the chart.
You can filter the chart by period, of which there are three: Week, Month and Year.
Depending on your choice, you will see the effort bars for each task. To change a task’s position, drag the bars to the right or left, according to your timetable.
As you can see in the image above, you can update your timetable, depending on any circumstances that arise, by dragging the bars to generate an improved forecast of your project delivery times.
You can change the level of effort required for a task by clicking on the number shown.
You can also create new tasks directly on the Gantt chart by clicking + Add task, and then inserting the title and clicking enter. The new task will appear in your Gantt chart with today’s date. You can then reallocate it according to your planning and staff management.
1.1) Gantt filters
As with the Boards, you can apply filters to the Gantt chart to better select the data that is most relevant to your planning.
Note: if you are using a filter when viewing in the Boards mode and then change to the Gantt mode, the selected filter options will be maintained.
You can also view your Gantt chart in full-screen mode by clicking on this icon:
Using this feature, you’ll be able to manage your team’s Capacity in order to organize your planning, improving time management to prevent one team member from receiving too many tasks and getting overloaded compared to the others, for example.
Viewing Capacity on the Gantt mode is optional. Click on the option to enable it.
As you can see in the image below, Capacity appears at the top of the Gantt chart.
In the first column, you will find: User, Week Hours, Occupation and Filter by team.
In the Filter by team option, you can select whether you want to view every team or a specific team.
Note: Week Hours are defined according to each user’s set work schedule. Account administrators can change a user’s weekly schedule by changing the number in the Week Hours column.
A specific color denotes each user’s Capacity.
The color blue shows the number of hours spent on tasks.
Green shows that number of hours available.
Finally, red shows when too many tasks have been allocated to a specific team member, exceeding their available work hours.
This way, changing the Gantt causes Capacity to change as well. Therefore, the Capacity on Runrun.it accounts for the start and/or delivery date, work hours and the task’s estimated effort.
In other words, if a user has red bars, the total level of effort for their allocated tasks exceeds their available work hours. Therefore, that team member would be unable to finish all of their deliverables on time.
As a consequence, you can edit your Gantt chart to avoid any project delays. Changes to the chart will be automatically reflected in the Capacity.
Note: tasks that lack a desired start and/or desired delivery date will not be included in the calculation for Capacity.
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