Project schedule templates

How to create templates for timelines, Gantt charts, and project schedules

If you build timelines, Gantt charts or project schedules regularly, you don't want to waste time formatting them over and over. Templates are the answer, and are an easy way to standardize project presentations and reports across the entire PMO.

With OnePager Pro, an add-in to Microsoft Project, you can create Gantt chart templates that save you time, and make it easy to standardize project reporting. If you don’t already have OnePager Pro, you can download a 15-day free trial to see how it works.

Making a template is easy, and we’ll use OnePager Pro to show you how in the steps below. All you need to do is have your Microsoft Project file ready, follow the steps, and let OnePager Pro build a template that can be used over and over, shared with other people in your organization, and become a PMO standard.

1. First, we’ll make a OnePager Pro Gantt chart from our Microsoft Project file. This is done by inserting a “Flag” field to tell OnePager Pro what information to import and display. The Microsoft Project file with the “Flag” field looks like this:
   
   



2. Now, click the OnePager Pro button on the Microsoft Project tool bar to launch the wizard. You can name your project report, set the date of the first snapshot (status date) and the like. Here's an example:
   
   



3. To create the project view, simply click the Create new project view button, and OnePager Pro will produce this simple Gantt chart:
   
   



4. The above chart already looks pretty good, but let’s say we want to organize the tasks by groups of Resources. To do this we bring up the OnePager Pro Project View Properties form and create swimlanes based on resources:
   
   



5. Once that is done, the project view will be transformed to the following:
   
   


We now have the Gantt chart the way we want it with the project divided into swimlanes based on Microsoft Project resource assignments.


6. If you like this resource view and you want other project managers to build similar reports for their projects, you can create a template (profile) and share it with other members of your team so that they can create similar charts.
   
   To do this, simply go to Project View->Make profile from project view as shown below:
   
   
   
   OnePager Pro will create a new Gantt chart template based on your existing project's layout.



7. Once you've created a template, you can share it with any other OnePager Pro user. Just click on the Profiles button on the Microsoft Project tool bar, then to File->Export Current Profile:
   
   



8. Save your template (profile) to your desktop and e-mail it around, or save it directly to a SharePoint or other public folder:
   
   



9. The next time one of your colleagues needs to create a similar project report or Gantt chart, they can import your template and select it from the OnePager Pro wizard.

This article shows you how to create Gantt chart profiles for reuse by yourself or for sharing with other team members in your organization. Using OnePager Pro to make creative, informative and concise Gantt charts improves project communications during schedule presentations and conversations.

By creating a variety of templates, you'll have lots of flexibility to customize your Gantt charts for specific audiences.

Using OnePager Pro will allow you to create dynamic, informative project presentations with the click of a button, eliminating the need to rebuild Gantt charts by hand every time your project schedule changes.

Get started today by downloading a free trial or attending one of our demonstration webinars.