Top 10 Gantt Chart Makers of 2020


Best 10 Gantt chart software

When it comes to accomplishing your tasks with precision within a given deadline (regardless of the scope and complexity of your project), nothing helps better than a Gantt chart.

What is a Gantt chart and why is it important?

Created by Henry Gantt in the early 1900s, the Gantt chart is a type of visual that illustrates a project schedule and gives an overall view of what needs to be done. Providing a macro perspective of all the aspects of a project, a Gantt chart helps you plan, manage and execute all the important underlying activities.

What is a Gantt chart?

  • A horizontal bar chart illustrating a timeline of a project;
  • A visual representation of scheduled tasks that helps you to plan, coordinate and track specific activities in a project. As these tasks get completed, the team can get an overview of what work needs to get done, who’s doing it and when.

What should a Gantt chart include?

  • Tasks and milestones – different types of work which should be done to reach the goal;
  • Start and end date for each task;
  • Task dependencies - the connection between different deliverables;
  • Task duration and status – showing progress and completion percentage;
  • Assigned resources.

Why use a Gantt chart?

Not limited to project management only, a Gantt chart proves useful in any situation where there’s a coordinated effort of any kind, as it outlines the starting point, progress, and intended destination.

Purposes of a Gantt chart

  • In any working area that requires project management and scheduling tasks & resources, it’s used for visualizing a project plan (what work will happen, when and in what order);
  • To organize complex projects and guide teams throughout the process, showing them each step in advance and giving a common direction;
  • To coordinate multiple team members that work on different parts of a project at the same time and give them perspective of what’s going on;
  • To estimate timelines and workloads so resources are allocated, and due dates scheduled accordingly;
  • To set deadlines more accurately and take better decisions if something unexpected comes up and interferes with the initial schedule.

Benefits of a Gantt chart

  • Visually representing the breakdown of tasks in a project, it makes scheduling, planning and execution easier – integral part of project management and planning;
  • It gives a better understanding of how tasks are connected and thus ensures an optimal workflow;
  • Provides an easy way to communicate the project schedule to the entire team, keeping everyone on the same page;
  • It monitors progress and helps managers redistribute tasks to keep a balanced workload;
  • Laying out the overall timeline of the project, it gives perspective and a more understandable method to maintain deliverables.

Originally written by hand, Gantt charts were expected to be as accurate as possible since every change would have required for the graphic to be redrawn from scratch. This limited their usefulness in an ever-changing area that project management is. Consequently, more and more Gantt chart apps have been developed to help PM professionals easily update their project schedules whenever requirements change.

What are the best Gantt chart creators for you?

There are plenty of Gantt chart apps on the market that are worth exploring. Ready to find the right fit for your needs? Here’s our top 10 Gantt chart maker list that we’ve put together so you can make an informed decision:



How to choose the best Gantt chart generator

Below you will find an elaborate review of each of these Gantt chart tools which have been ranked based on the following criteria:

  1. User Interface (UI): Does it offer intuitive navigation and well-designed displays?
  2. Usability: Is the tool easy to learn? Does the company offer good technical support and training materials?
  3. Integrations: Does the software offer any pre-built integrations or connect with other tools?
  4. Value for money: Is the price appropriate for its capabilities?
  5. Features and functionalities: how many of the essential time management chart functions does it offer? Among the key features you should look for:
    • Collaboration & Sharing: ability to assign tasks to team members, set roles and share & export to popular formats like .png, .xls, and PDF.
    • Drag & Drop: easily arrange tasks and adjust their size (extend or shorten), as well as add attributes by simply clicking and dragging.
    • Notifications & Alerts: receive notifications about upcoming tasks, edits and mentions, along with at-risk items so you can effectively reprioritize activities accordingly.
    • Auto-scheduling: also known as dependency tracking, this functionality allows the automatic adjustment and recalculation of all downstream activities based on their dependencies when previous tasks undergo changes.

Your ultimate Gantt chart software list


1. MindView

A dynamic Gantt chart maker that is available as a desktop tool for both Mac and Windows OS, as well as a cloud-based app; it includes modules for project timelines, project reporting and work breakdown structures.


Gantt chart made with MindView


  • Allows the gradual and easy creation of Gantt charts in a few steps: in the mind map view, you add schedule information that will be automatically turned into an overall sketch of your project plan; to refine and customize the plan, you switch to the built-in Gantt view where you can allocate resources and manage scope changes;
  • Its capabilities range from simple features such as dependencies and baselines to advanced management functions like project calendars, effort drive tasks and resources/rates, as well as project reporting, all of which can enhance collaboration for portfolio management;
  • Adopting the latest Microsoft Office interface and providing built-in video tutorials, the software is familiar and easy to learn and use;
  • Imports and exports to the entire MS Office Suite (Excel, MS Project, PowerPoint, Word, Outlook); other formats you can export your Gantt charts to include PDF, HTML, XML and picture;
  • A MindView license for a single user starts at $379, but users benefit from a fully functional 30-day free trial and free webinars to get started.

UI: 10/10
Usability: 10/10
Integrations: 10/10
Value for money: 10/10
Features & Capabilities: 10/10
Overall Score: 10/10


2. Office Timeline

With a web-based version (Office Timeline Online) and a desktop add-in (Office Timeline; compatible with Windows OS), it is the only project management tool that allows users to build native PowerPoint Gantt chart and timeline slides.


Gantt chart made with Office Timeline


  • Seamlessly built-in into PowerPoint, the on-premise add-in is familiar and simple to use, enabling you to make presentation-ready Gantt charts, project timelines and roadmaps right inside the popular slide-maker platform; with the online app, you get the simplicity of the web to quickly make and share your Gantt charts as PowerPoint slides from anywhere;
  • Its intuitive drag & drop interface and smart layout engine help you automatically turn complex project data into simple visuals that can be updated and styled on the fly; a rich gallery of pre-designed templates to choose from and the ability to import files get you set up faster;
  • Easy data management and customization through a diverse range of task and milestone functionalities (shapes, colors, date formats, duration, status indicators, percentage complete, grouping on the same row or in swimlanes);
  • Integrates with MS Project, Excel, Wrike and Smartsheet, and lets you export your visuals as PowerPoint slides (.pptx format), image (.png format) or .xls files (Excel format);
  • The web tool features a Share & Collaboration function which enables multi-party editing of the same visual without having to register for an account;
  • Boasts a continuous state of development with regular product updates and addition of new features (task dependencies announced for future releases);
  • Both versions offer a fully-functional freemium model (the desktop add-in’s free users being limited to 10 rows of data; the online app’s free users having their visuals watermarked if the limit of 10 items is exceeded); the OTO paid plan costs $59/year, while the OTL add-in comes in two flavors (14-day free trial available for each): the Office Timeline Plus edition for $59/year and the Office Timeline Pro edition for $99/year (here is a comprehensive comparison between the two).

UI: 10/10
Usability: 10/10
Integrations: 10/10
Value for money: 9/10
Features & Capabilities: 9/10
Overall Score: 9.6/10


3. Celoxis

Used by global brands like Adobe, The World Bank, HBO and Tesla, it is an enterprise-class web-based project management tool that is suitable for managing dynamic projects with clear Gantt charts.


Gantt chart made with Celoxis


  • Packs a variety of functionalities ranging from dashboards, project requests and financials to resource management, collaboration, workflow and reporting functions;
  • Its interactive interface mimics the Microsoft Project model, enabling seamless sync and adoption of the latter’s overall organizational framework;
  • Supports features such as drag & drop, inter-project dependencies, multiple tasks and subtasks which can be customized by colors, critical path and baselining, assigning multiple resources per task, as well as manual and automatic scheduling;
  • Allows export to PDF, HTML and .png formats;
  • Direct integration with MS Project, Excel, Salesforce, Google Drive, QuickBooks, Outlook and Zapier to ensure extensive interoperability with many other different apps;
  • Users can enjoy a ‘preview’ of the software with its 30-day free trial; the cloud full version costs $25/user/month, whereas the on-premise version comes at $450/user but it is billed only once.

UI: 10/10
Usability: 9/10
Integrations: 9/10
Value for money: 9/10
Features & Capabilities: 10/10
Overall Score: 9.4/10


4. Backlog

A web-based project management tool specialized for developers and the teams they work with.


Gantt chart made with Backlog


  • Provides a variety of collaboration features such as milestone and task management (with subtasks, custom fields and checklists), Gantt and burn down charts, wikis and file management; collaboration on the-go is possible via their mobile app on both iOS and Android;
  • Also includes a bug tracker and version control system;
  • Allows collaboration on code through SVN and Git repositories, a differences viewer, pull and merge requests, as well as inline comments;
  • Enables quick project assessment through Git, Gantt and burn down charts;
  • Ensures transparency and accountability across teams with functions that let you assign, track and release work;
  • It integrates with Nulab’s apps and provides import functions from Redmine and Jira;
  • Suitable for a range of team sizes, Backlog comes in 4 flavors (Free plan - for up to 10 users but with feature limitations; Starter - $35/month for up to 30 users; Standard - $100/month for unlimited users on 100 projects and 30 GB of storage; Premium - $175/month – for unlimited users and projects and 100 GB of storage).

UI: 10/10
Usability: 10/10
Integrations: 8/10
Value for money: 9/10
Features & Capabilities: 8/10
Overall Score: 9/10


5. Gantter

A rich Gantt chart-based online PM tool available in the Google Chrome web store; designed to ensure a smooth Google Drive Editor-like experience for project management, it combines the functionalities you get in MS Project with the advantages of the cloud.


Gantt chart made with Gantter


  • Suitable for project scheduling and planning, risk management, data visualization and baselining, the tool comes with a menu in 23 languages;
  • Some of its most attractive and useful features include task tracking and hierarchical linking; cost/workload tracking, risk tracking and management, along with automatic work breakdown structure;
  • Multi-party editing in real time and Google Hangout integration allow advanced collaboration across teams;
  • It comes with an innovative AI Recommendation Engine that automatically suggests tasks, resources and risks for your project, based on data taken from other projects similar to yours; users can also benefit from community-contributed project templates that they can use and share;
  • Provides built-in analytics and reporting that yields real-time analysis on costs, risks and resources;
  • Integrating with Google, Gantter allows single sign-on, storing files on Google Drive, and bi-directional task synching between its schedules and your Google calendar; it also lets you view and save Microsoft Project (.mpp) files and integrates with Smartapp.com for planning infrastructure projects;
  • With a 30-day trial available, Gantter charges $5/month per user, which is a very good price for such a fully-featured product.

UI: 9/10
Usability: 9/10
Integrations: 7.5/10
Value for money: 10/10
Features & Capabilities: 9/10
Overall Score: 8.9/10


6. ProjectManager.com

An award-winning software used by big names such as NASA and Volvo, ProjectManager.com offers cloud-based interactive solutions to plan, schedule and update in real time.


Gantt chart made with ProjectManager


  • Comes with a varied series of Gantt chart features ranging from creation, task assignment and progress tracking to reporting, timesheet, expenses and workload management;
  • Collaboration is enabled through in-app communication features (e.g. comments on tasks);
  • Flexible interface that lets you easily switch between views – from Gantt chart to task list or Kanban board view;
  • Its real-time dashboard gives an overview of current project status and allows you to create and customize reports across multiple projects from their pre-set templates or from scratch;
  • It natively integrates with GoogleApps (Drive, Gmail, Calendar), Microsoft Project and Microsoft Office and through Zapier with other tools.
  • Offers a 30-day free trial (although a credit card is still required to sign up); and the pricing for the paid version starts at $15/user/month (with a minimum of 5 users required for their basic Personal plan).

UI: 9/10
Usability: 9/10
Integrations: 9/10
Value for money: 7.5/10
Features & Capabilities: 8.8/10
Overall Score: 10/10


7. GanttPRO

An interactive cloud-based Gantt chart software that is a household name for PMs in companies like Salesforce, HubSpot, and Sony.


Gantt chart made with GanttPRO


  • With a wide range of Gantt chart-specific features such as chart building, task management (with subtasks and milestones) and integrated dependencies, progress tracking, ready-made Gantt chart templates categorized by industries and collaboration functions (tagging, assigning and cloud storage for multi-party access), GanttPRO is quite well-suited for related needs;
  • On the other hand, it is quite bare in its integration offerings, integrating only with Microsoft Project and Microsoft Excel, which is a major disadvantage;
  • Supporting team training sessions, project role settings for members and real-time notifications, it is a great pick for team work;
  • Allows customizable export to PNG, PDF and XL format;
  • Offers a 14-day free trial and the full license costs from $15/user/month, but onboarding 5+ users will land you a discount on the monthly subscription price.

UI: 10/10
Usability: 10/10
Integrations: 6/10
Value for money: 8.5/10
Features & Capabilities: 9.5/10
Overall Score: 8.7/10


8. MindGenius

Available as on-premise software for both Mac and Windows OS, as well as an online app, MindGenius provides diverse visual mapping tools that give you several ways to structure your project data depending on your needs/preferences.


Gantt chart made with MindGenius


  • Boasts a solid range of Gantt chart-related functions such as the ability to assign resources, dependencies and durations to your Gantt chart, review progress and revise your schedule in a flexible way; there is a Snapshot feature to graphically highlight exactly when and where the execution differs from the project plan;
  • Its simplicity and intuitiveness makes it a good choice for small or tech-adverse teams;
  • Features a gallery of ready-made templates and guides you can use to get started more easily;
  • Integrates with Outlook, MS Project, One Drive, Dropbox, Google Drive, MS Visio and MS Office;
  • Users of the mobile application will encounter limitations when trying to export their Gantt charts, and the software in general is designed to handle small to medium-sized projects rather than overly complex ones (it doesn’t provide any budgeting or expense-related features);
  • They offer a 14-day free trial and the paid version starts from $16/month.

UI: 9/10
Usability: 10/10
Integrations: 8.5/10
Value for money: 9/10
Features & Capabilities: 7/10
Overall Score: 8.7/10


9. Monday.com

An online work management platform with calendars, timelines, Gantt charts, Kanban boards and other project management tools to enable efficient project planning and resource tracking.


Gantt chart made with Monday.com


  • Lets you see overviews of your project timeline, upcoming deadlines and progress of different tasks;
  • Its intuitive and appealing UX coupled with its user-friendly design makes it a great choice for people who are new to digital project planning tools or tech-phobic;
  • Integrates with Dropbox, Excel, Google Calendar, Slack, Trello;
  • Could use minor improvements in terms of scheduling recurring tasks (currently you need an outside integration to do so), as well as having a general chat board with the ability to assign comments to specific team members;
  • Has a free 2-week trial and 4 paid plans: Basic, Standard, Pro and Enterprise; the price for the paid version starts at $17/month for two users and goes up to $2,399.

UI: 9/10
Usability: 10/10
Integrations: 6/10
Value for money: 10/10
Features & Capabilities: 8/10
Overall Score: 8.6/10


10. Microsoft Project Online

Delivered through Office 365, it uses familiar interface and ensures an intuitive way of visualizing various aspects of your projects.


Gantt chart made with Microsoft Project Online


  • Offering plenty of pre-designed Gantt chart templates and familiar scheduling functionalities like selecting items for phase indicators, setting start and end dates and adding RAG risk status for easy prioritization, the tool makes it easy to launch and navigate assignments;
  • Integrates with the entire MS Office suite, OneNote, Skype and OneDrive, but the fact that it doesn’t expand into non-MS services is the reason for the lower score in our integrations evaluation criteria;
  • Changing schedule dates is not very seamless and the project file cannot be accessed by multiple users at the same time, which makes the tool more geared towards large-scale projects rather than smaller workflows;
  • A 30-day free trial is available; and the paid suite of features starts at $7/user/month.

UI: 8/10
Usability: 8/10
Integrations: 5/10
Value for money: 8/10
Features & Capabilities: 9/10
Overall Score: 7.6/10


Conclusion

Picking the ideal Gantt chart maker for you primarily relies on how any given software meets your requirements. We hope that the options outlined in this article will help you narrow down your choices more easily.


The Best Gantt Chart Creator Overview


Software Free Option
Price Score
1. MindView Free 30-day trial $379 (billed once) 10
2. Office Timeline Freemium model available
Free 14-day trial for premium plan
$59/year (for online version)
$59/year (for the Plus edition)
$99/year (for the Pro Edition)
9.6
3. Celoxis Free 30-day trial $25/user/month 9.4
4. Backlog Free for up to 10 users From $35/month for 30 users 9
5. Gantter Free 30-day trial From $5/user/month 8.9
6. ProjectManager Free 30-day trial From $15/user/month 8.8
7. GanttPRO Free 14-day trial From $16/user/month 8.7
8. MindGenius Free 14-day trial $15/user/month 8.7
9. Monday.com Free 14-day trial From $17/month for 2 users 8.6
10. MS Project Online Free 30-day trial From $7/user/month 7.6

How Better Task Management Could Overcome Procrastination

EProject Management Template for PowerPoint

The phenomenon of putting off any type of task that needs to be completed by a certain deadline is called procrastination. A commonly cited "culprit" causing this type of behavior is laziness, leading to the judgmental opinion that procrastinators are somehow morally faulty, disorganized, weak-willed or unmotivated.

However, more and more studies come to refute this misconception, claiming that procrastination is neither shameful, nor a character flaw, but a result of various situational constraints. To bolster this statement, many specialists have pointed out that procrastination is especially manifested when the task in question is meaningful to its undertaker (who cares about performing it well).

Social psychologist and professor at Loyola University Chicago’s School of Continuing & Professional Studies Devon Price is one of the supporters of the idea that procrastination is not a consequence of laziness, but a functioning problem stemming from two major causes:

  1. Anxiety about the final outcome not being good enough (perfectionism);
  2. Confusion and doubts about how to initiate the task (executive functioning challenge).

In other words, procrastination has nothing to do with moral conduct or motivation, but mostly with fear of failure or the uncertainty about how to begin a complex undertaking. Procrastinators would often will themselves to work for hours, but end up paralyzed in front of a blank Word document, piling on the guilt and worsening their level of stress.

The key solution to such instances, Devon Price suggests, is to identify which of the two above is the source of obstruction and:

  1. If anxiety is the impediment, you need to walk away from the task and engage in a relaxing activity. This should act like a restart button.
  2. If you don’t know how to begin the task, you should divide the main activity into a series of specific subtasks and organize them on a timeline to better track progress. It creates a psychological shift in the way you perceive the challenge at hand (an overall massive project vs. smaller, separate activities that you can tackle one by one).

Applying this strategy becomes even easier when using external structuring tools, such as the intuitive PowerPoint add-in called Office Timeline, which helps you turn your to-do list, schedule or activity plan into a beautiful and clear timeline. You can kick-start the process with our slide here (which is free to copy and share), and can add more milestones and tasks to the graphic using the Plus version of the tool.

Download the Project Management Template for PowerPoint or choose any other free templates from our gallery.



Quickly turn project data into professional timelines

Build stunning, uncomplicated timelines and Gantt charts that are easy to make and simple to communicate. Get the advanced features of Office Timeline Plus free for 14 days.

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Microsoft’s Insert Data from Picture Tool for Excel Users

Microsoft insert data from picture tool

Professionals who rely on Excel to organize and process data for various purposes have one more reason to enjoy using this platform as its developer, Microsoft, has launched a new tool for Android phones that allows users to turn a photo of data into an Excel spreadsheet. The Android app’s Insert Data from Picture feature lets you capture an image of data displayed in rows and columns on a piece of paper and automatically converts it into editable table data. Apart from numbers, one can also turn lists and recipes into the well-known tabular form.

The main process involves taking a photo of the data in question and sending it to Excel’s online image-recognition engine to process and change it into a table. During the import, you’re given the possibility to alter any detail before its conversion. Microsoft said that the iOS version of Excel would be soon available as well.

Here are the main few steps you need to take to turn phone photos into Excel table data:

1. Open the Android Excel app and tap the New button at the top. This will create a new file and you can choose to either format it as a blank workbook or start from one of the templates available.

2. Go to the bottom of the app and tap the Data from Picture button. As a first-time user, you will also need to tap Allow to give Microsoft permission to convert the image to data in order to proceed.

3. Place the red rectangle around the data you need and tap the Capture button. You might be prompted to repeat the process if the image is not very clear and the app cannot identify the data.

4. Once the image is captured, tap the red check button to commence the conversion process. If want to start again, tap the X.

5. In the preview section which appears, tap the red-highlighted cells and then Edit to start entering missing information; to make corrections or changes to the existing data, you need to tap un-highlighted cell. Tap Done after each edit.

6. When you’ve finished editing, tap Insert at the top to position the data in your workbook.

Part of Microsoft’s suite of Office apps for mobile devices, the Android Excel app can help users save time importing their data to other relevant tools that integrate with Excel, such as PowerPoint. As developers of an intuitive add-in that turns Excel data (and not only) into beautiful slides right inside PowerPoint, the Office Timeline team can only welcome this great addition to the range of data processing tools on the market.

How to Make Gantt Charts and Timelines on a Mac


There are many advantages to using a Mac. You may love it for its sleek look, its attention to user experience, the invulnerability of its systems, but also because it works so seamlessly with your iPhone and iPad.

But when it comes to creating important project visuals like Gantt charts or timelines, as a Mac user you may find yourself without many options or guidance. Most of the tools and tutorials available online today have been developed for Microsoft Windows because of the wide adoption of this operating systems, leaving Mac users out in the cold. And there's nothing more annoying than having to constantly switch back and forth to a Windows PC or a virtual machine just to use a professional timeline or Gantt chart maker when you have a tight deadline breathing down your neck.

That's why we've decided to show all of you Mac users around the world how you can make timelines and Gantt charts using Apple's iWork office suite of apps: Keynote, Numbers, and Pages. This new series of tutorials contains step-by-step instructions to help you get started and templates you can download to practice anytime.

We'll show you different options and guide you through different ways to do them. Some may take you longer, and some may save you precious time. Take a look, choose which procedure suits you best and start making Gantt charts and timelines that wow your audience.


1. How to make professional timelines for Mac

Gantt Chart for Mac

Timelines are a great way to visualize a series of events that happen over time, making it easy to understand and remember essential data. If you're a Mac users who needs to create timeline for important presentations, you can use the iWorks suite, as all three apps have functions that can produce timelines one way or another. Check out the links below to read the tutorial for the app you want to use.

Learn how to make a timeline in Keynote for Mac

Learn how to make a timeline in Numbers for Mac

Learn how to make a timeline in Pages for Mac


2. How to make Gantt charts for Mac

Gantt Chart for Mac

Similar to timelines, Gantt charts are powerful planning tools as they show activities or tasks and their corresponding timeframes in a simple visual format, making it easy to see the big picture at a glance, coordinate work, and track progress. As a Mac user, you can use your iWork applications to create such visuals. Just choose which app you want to use and explore the tutorials below.

Learn how to make a Gantt chart in Keynote for Mac

Learn how to make a Gantt chart in Numbers for Mac

Learn how to make a Gantt chart in Pages for Mac


Depending on the software you use, making clear, impressive timelines and Gantt charts can become quite a chore on Mac OS – or any other operating system. That's why using an automation tool like Office Timeline Online may be a better solution for Mac users who need to regularly build Gantt charts, update and present project timelines or other visual plans.


Related content:

Office Timeline Online Quick Start Tips

See What Office Timeline Online Plus Offers

How to Instantly Turn Excel Data into a Gantt Chart


Quickly turn project data into professional timelines

Build stunning, uncomplicated timelines and Gantt charts right in your browser.

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How to Plan an Event: Tips and Tools for a Winning Event Plan


Event planners and professionals who have ever organized a conference or had to make an event proposal know how important it is to have a good plan in place – if they don’t want constant chaos and unnerving stress, that is. Whether it’s a product launch, a wedding or a convention, any event, regardless of size or complexity, can benefit from a clear, well-organized plan that will provide direction, clarify responsibilities, and ensure everything stays on track.

This article proposes a few simple steps and tips to help planners and coordinators create an effective event plan and manage it easily. It also discusses user-friendly event planning software and provides useful resources to get started faster and simplify the management and tracking process.

Event Plan


Best practices for successful event planning

Organizing an event can be an overwhelming process even for experienced event managers, and this is why they begin planning for it as soon as they possibly can – sometimes, this can be even a year or more in advance. The following steps will help professionals put together a coherent plan fast so that they can easily manage all of the moving parts involved in the event.


          1. Determine the basic event specifics

Before anything else, event planners usually ensure they have a good understanding of the event’s goal (what the client or organization wants to achieve through it) so that they can translate it into tangible, measurable objectives. Then they select an optimal date for the event, as well as a second-best as backup, taking into account the audience, religious or statutory holidays, and any other factors that may impact the event’s success.


          2. Make an event planning checklist

Once the goals are set and clear, managers can easily work backwards from them to create an event planning checklist that lists all key deliverables and activities involved in executing the event. These usually include - but are not limited to - details like:

  • Budget, logistics, catering and venue management
  • Volunteer management
  • Entertainment management
  • Sponsor management
  • Registration management
  • Marketing and PR activities

After mapping out all major activities, event planners can easily prioritize them, organize them into categories if needed, estimate the duration of each task, set deadlines, and assign responsibilities. This ensures that not only the manager, but everyone else on the team has a clear idea of what work is needed from them and when.

Event Planning Checklist


          3. Turn the checklist into a visual master plan

While a checklist can be a great start in event planning, it tends to be a more passive reminder of what needs to be done, and, in the case of large-scale events, it can get quite long and difficult to digest too. A plan that isn’t easily understood, checked on, shared and acted on by all parties involved defeats its own purpose because, for instance, team members may start to forget the original priorities as new opportunities come up or urgent matters approach.


To keep everyone on the same page and ensure the event stays on track, professionals may wish to turn their checklist into a simple, visual plan that clearly shows all the key aspects on a single page. One way to do this is to use a pre-formatted event planning template such as this one, which is a native PowerPoint timeline slide that users can download for free and manually edit with their plan’s data. More designs and ideas are available in this free timeline template collection.


Free Timeline Template Collection

Use an event planning app to easily manage your plan

No matter how carefully thought-out an event plan is, it is subject to change and it will need regular edits and revisions as the execution process progresses. While a PowerPoint template may provide a good starting point in building an event timeline, editing it manually to update the plan whenever changes occur will become a tedious, time-consuming task. This is why event managers often rely on automated tools to aid in their planning and tracking processes.


Using lightweight event planning software such as Office Timeline Add-in or Office Timeline Online will help professionals manage, track and update their event plan more easily and in less time. The tools were designed to be simple, familiar, and intuitive so that busy managers can get started right away, without having to learn complex functions and processes. Both event planning apps allow users to quickly enter or import their data and instantly turn it into a timeline similar to the templates presented above. Once created, the visual can be fully customized and updated with just a few clicks, as fast and as often as needed.

Event Planning Software

Although the two tools are quite similar in what they deliver, there is a major difference between them:


  • Office Timeline Add-in is a feature-rich desktop app that works on Windows and plugs into PowerPoint, allowing users to build, revise and share their plan right from within the familiar presentation tool. The plug-in integrates with management tools such as Excel, Project or Smartsheet, allowing for automatic timeline updates and data synchronization.

    Download and try the Plus version of the add-in for free.


  • Office Timeline Online is a flexible web-based event planner that works on any operating system, including Mac. It lets professionals build their timeline directly in their browser, access it quickly wherever they are, and update it on the fly using drag & drop. Once ready, the visual can be saved as an image or as a native PowerPoint slide to be used in important presentations.

    Make event timelines online now.


Event planning is considered as one of the most stressful jobs, but it doesn’t have to be. With a coherent plan in place and the right tools to manage it easily, coordinators and their teams can stay on top of their event and ensure its success.


Useful Resources:

Make Gantt charts online

Office Timeline Online Quick Start Tips

Office Timeline Add-in Quick Start Tutorial


Quickly turn project data into professional timelines

Build stunning, uncomplicated timelines and Gantt charts that are easy to make and simple to communicate. Get the advanced features of Office Timeline Plus free for 14 days.

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