How to Turn Trello Boards into Gantt Charts

Edited 2 days ago by ExtremeHow Editorial Team

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Trello is a versatile and popular tool used for project management, task management, or almost anything that requires tracking progress. It's simple, visually intuitive, and highly adaptable to different workflows. However, one feature that isn't included natively in Trello is the Gantt chart, which is an incredibly powerful tool for visualizing project timelines and dependencies.

In this detailed guide, we will explain the process of converting a Trello board to a Gantt chart. We will explain what Trello is, the utility of Gantt charts in project management, and various ways to integrate a Gantt chart workflow into your Trello board using various third-party apps or services.

Understanding Trello

Trello is a web-based project management application originally created by Fog Creek Software in 2011. It is now part of the Atlassian suite of productivity tools. Trello uses a "board" to represent a project, which is then divided into "lists" and filled with "cards". Cards represent tasks and have additional features such as checklists, labels, due dates, attachments, and more.

Trello's intuitive drag-and-drop interface allows users to quickly adjust task priorities and effectively manage workflow. However, when it comes to visualizing the comprehensive project timeline and understanding the intricacies of task interdependencies, a Gantt chart can provide significant benefits.

What is a Gantt chart?

A Gantt chart is a type of bar chart used to depict a project schedule. It is one of the most popular and useful ways to show activities (tasks or events) displayed by time. A Gantt chart has a list of activities on the left side and an appropriate time scale at the top. Each activity is represented by a bar; the position and length of the bar reflect the start date, duration, and end date of the activity.

Gantt charts are especially effective in managing complex projects in which various tasks occur simultaneously and there are dependencies between tasks. They provide a clear graphic representation of which tasks must be completed in order for other tasks to begin.

Why use Gantt charts with Trello?

While Trello is efficient for task-based management, visualizing a project's timeline using lists and cards can be challenging, especially for larger projects with many tasks and dependencies. Incorporating Gantt charts into Trello allows the user to:

• Visualize start and end dates for tasks and entire projects.
• Understand task dependencies and get a clear overview of which tasks depend on other tasks.
• Identify scheduling conflicts or over-allocation of resources early.
• Manage complex project timelines more easily.

Preparing your Trello board

Before turning your Trello board into a Gantt chart, it’s important to make sure your board is well organized and structured in a way that will effectively translate into a timeline. Here are some tips:

• Set clear stages: Use lists to indicate the different stages of your project, such as “to do”, “in progress” and “done”.
• Card details: Make sure each card has enough details, including due dates and labels. These details will be important for creating an accurate Gantt view.
• Consistency: Maintain consistency in naming conventions and task descriptions. This helps translate them into a structured format in a Gantt chart.

Using third-party tools for conversion

There are many third-party applications that seamlessly integrate with Trello to facilitate Gantt chart functionalities. Let's look at some of the popular applications and learn how they can be used.

1. TeamGantt

TeamGantt is a popular project management software that integrates easily with Trello. It allows you to bring your task management from Trello into more structured timeline views.

Steps of Integration:

1. Create an account on TeamGantt if you don’t already have one.
2. From the TeamGantt dashboard, choose to create a new project.
3. Select the option to import from Trello. You will need to authorize TeamGantt to access your Trello boards.
4. Follow the prompts to select the board you want to import and map the card and task information as desired.
5. Once imported, you can adjust the Gantt chart view, change dates, set dependencies, and more.

2. Planyway

Planyway is another tool that offers calendar and timeline integration with Trello. It offers a basic Gantt chart that syncs with Trello, ensuring all your task details are up to date.

Steps of Integration:

1. Create a Planyway account and install the Planyway Power-Up on your Trello board.
2. Once installed, open your Trello board. You'll see a new "PlayNow" button that will allow you to toggle the Gantt chart view.
3. In the Gantt view, you can see the tasks scheduled by time. You can modify task durations, set dependencies, and adjust deadlines directly from this view.
4. Seamlessly sync changes to Trello as they happen.

3. Trello Gantt Pro

Trello Gantt Pro is another useful power-up that enables users to view their Trello tasks in a Gantt chart format. It provides easy drag-and-drop functionality for scheduling and enables dependency tracking.

Steps of Integration:

1. Enable Trello Gantt Pro by adding it as a Power-Up to Trello.
2. Once added, go back to your board and click the Trello Gantt Pro button to view your tasks in a Gantt chart format.
3. Use drag-and-drop capabilities to organize your tasks, set deadlines, and install dependencies as needed.

Installing dependencies

An important benefit of using a Gantt chart is the ability to manage dependencies between tasks. It tells you which tasks need to be completed before other tasks can begin and helps keep the project on track.

In most third-party tools that integrate with Trello, you typically set up dependencies by connecting tasks via arrows or similar graphical indicators on a Gantt chart. Here's a simple guideline:

• Identify tasks that cannot begin until another task is completed.
• Use the visual links (arrows) in your Gantt chart tool to connect these tasks, thereby establishing dependencies.
• Adjust the timelines appropriately to account for these dependencies.

Use of other features

In addition to mapping tasks and dependencies, Gantt chart integrations often also provide various other features that enhance project management capabilities.

• Milestones: Set key milestones in your project to measure progress and success.
• Baseline Comparison: Compare planned vs. actual progress to identify omissions and take corrective action.
• Resource allocation: View resource utilization and availability to ensure there are enough workers available for tasks.

Common pitfalls and solutions

While integrating Gantt charts into Trello can be transformative, there are some common challenges and solutions:

• Excessive complexity: A project with too many dependencies or an overly complex Gantt chart can be difficult to manage. Simplify where possible and focus on the key tasks and dependencies.
• Tool compatibility: Not all power-ups will suit your specific needs or budget. Evaluate multiple options and choose the one that best suits your workflow and team dynamics.
• Data syncing: Make sure the integration keeps data synced between Trello and the Gantt tool to prevent inconsistencies in task tracking.

Conclusion

Integrating Trello with the Gantt chart tool can significantly enhance your project management capabilities. It provides a strategic way to visualize timelines, manage complex project tasks, and optimize team performance.

By understanding the different tools available and choosing the right tool for your needs, you can turn your Trello boards into effective Gantt charts that streamline your project management process. Remember to keep your boards organized, and update them regularly to get the most out of your Gantt chart integration. For many teams and project managers, this can lead to more informed decision-making, efficient use of resources, and ultimately successful project outcomes.

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