ClickUp Gantt Tutorial - The 2 Best Ways to Leverage the Gantt Chart
Jeff Seifer shows how to use ClickUp's Gantt chart for project management. The tutorial covers building due dates, setting dependencies between tasks, and remapping schedules to keep projects on track.
The Gantt view is one of ClickUp's most powerful views. But where, why, when, and how do we use it? Hi, it's Jeff Seifer, your productivity professor, and I'm here to discuss the top two ways that you can best utilize the Gantt view to be more productive and efficient inside of the system. Let's get started. Okay, option number one for using the Gantt view is to build out due dates and dependencies for your process templates. So I'm here inside of my ClickUp process library, I am building out a template for a blog post. So this is going to have all the tasks that are necessary to complete this blog post, with task description in each one of these so that people know when they get assigned this, how they actually complete the step. I'm also going to have my due dates in here. I'm going to have my time estimates as well as any custom fields that I need to add to this as well. That way I get my process template all built out in packaged and then I can deploy it and all the data and everything that I need is going to be right there. So as you can see in this view that I have right here, I have my process all built out with my blog posts and all the subtasks that are necessary. I have a time estimate, I have some custom fields applied, but I don't have any of my due dates here build out already. So I can, if I want to build these out in the list view, I can go one at a time just like this. I can add this in, say July 31, I can say July or August 1 and go down the line, but that takes a lot of time. So we want to be a little bit quicker inside of ClickUp, be more productive and actually save one day per week. So what I can do is I can add a Gantt view right here to add in those due dates. So if you need to add a Gantt view, you're going to be able to go over here and you can see I can just click Gantt add Gantt to do that. Otherwise I already have one built out. So you'll see right here, it shows me Gantt. I'm going to click on that and we're going to build out these due dates in this process. So as you can see here, I already have those two that I already set and built inside of the list view, but I want to add the rest. So when I go to add these, all I need to do and if you come here to this view and you don't see and you just see the blog post here. You don't see all the subtasks. Just click on this carrot and that'll bring down all of your subtasks there. What I want to do is you can see all these tasks, they're all right here. And this schedule, blog interview doesn't have any of that blue pill here or doesn't show me the task name over there. That so essentially tells me that it's not scheduled and I don't have a due date for this. And when you're building out your due dates for your process templates, the overall due dates don't matter. All we care about is the distance between all of these. So we're basically just building on a date map. Because when I deploy this inside of actual client work, I can remap the due date. So I'll be able to choose the first subtask here and everything else based off of that date map. So the distance between date one, day two, day three, day four is all gonna remap based off that one date that I choose. So I don't really care if this is gonna be due on August 8th or 9th or whatever. This is really just building out a basic date map to be remapped. So what I can do here is, all I'm gonna do is I'm gonna go to this task right here and I'm gonna just go right, and you'll see here it gives me instructions. Click to schedule task. So I can do here is I'm gonna go and I'm gonna click to schedule the task. Oftentimes what we recommend is I come here and these are just all one date between each other. Otherwise they can be the same date or sometimes for if you build out your client feedback into this process, oftentimes that's two days. Because we always want to give a little bit of wiggle room for our clients. So in this case, if I come down here and I see that I have post client feedback and actually send blog to client for review, oftentimes that's where I'm going to come here and say, okay, let's give the client a little bit more wiggle room here. Just because we typically don't get review from them or edits in one day. So we want to give some wiggle room there. So what I can do is just go down the whole line and I'm just going to add in all these dates all the way to schedule blog publish date. And when that blog is scheduled out, the overall blog post is Done and ready to go. So I just need to make sure that that task is the same as that one or the due date of that task. So in this you'll see a few other things. Just to explain a couple things here is this, as you see here, schedule, blog, interview, this is a circle and these tasks up here are just a pill shape. The reason that is is because this is having a start date and a due date. At ZenPilot we don't recommend you have start dates because we like everything to just have a due date that way on your workload view, that task is only scheduled for that day and we don't want to expand that time estimate across multiple days. So if I have a four hour time estimate for this, I want that just to be scheduled on July or August 2nd. In this case, if I had it across multiple days, that four hour time estimate would be split amongst those days. And we don't want that to happen. We want it to just be a due date and not start dates. However, this start date and due date are both on August 2nd. So that's not a big deal. But if you go into your gantt view and you notice you have things like this, that means the start date is going to be the 31st and the due date is going to be the second and that is going to. If I have a four hour time estimate that's going to evenly split it up amongst all of these days. So we always find it more efficient to just have your due dates in there, not have your start dates because that's going to split up your your workload view there. So what I want to do is I just want to have it just like that and then I'm going to come here and into add independencies. What I want to do now is I can come and I'm going to just go like this and all I want to do is, you'll see. I come to this blue pill here, I grab that gray square or circle that pops up. I can just come and I can just drag that down to the next task very easily. Go one to the next to the next to the next. Sometimes if it doesn't quite load fast enough, you can either trust yourself that you did it or sometimes it just has a little lag there. So as you can see now I'm starting into my dependencies in and all I'm going to do is finish out that process and now I have my due dates and my dependencies and that was much faster doing in here than it would Be inside of the list view. So that's your first way that you're going to want to use the Gantt view inside of ClickUp. All right, Option number two for using the Gantt view in ClickUp is to have one build out inside of your delivery space in all of your client folders. So, as you can see here, I have my folder for Dunder Mifflin, True Farms, Fence Refrigeration. Those are all of my clients and I want all that client work to be in one spot. That's a little bit about our ClickUp hierarchy, which you can watch that video, have it in the description below. But as you can see here, I. I have done in Mifflin, I want to have a spot where I can essentially remap all of my due dates if I have to in one spot. So let's say you have a project like your blog post and essentially it gets pushed out. Maybe the client doesn't review it in time and we need to remap all of our due dates to reflect reality. I can use the Gantt view to do that very quickly, easily, and I can skip the weekends as well. So what I want to do is I want to create a Gantt view here at the Dunder Mifflin folder. As you'll see here, I already have it built out. And what that allows me to do is, you'll see now I'm able to see in this view based on the way that views work in ClickUp. I can see all the work across all these lists that I have for Dunn Mifflin in one spot. So all my work I'm going to be seeing in this Gantt view. So I can remap everything if I need to. So what we'll see here, in this example, I have this printers101 blog that we're writing for Dunder Mifflin. And as you can see, I have a bunch of tasks that are shown green here. These are all complete. So this is essentially the process template I build out. Um, just a second ago it's live in here. Now I have it actually built out for a real blog post that we're doing for a real client. And so what I can do is, you'll see as these are green. We've now gotten to the point where we're sending the blog to the client for review. This is closed. So that means that the blog is now in the client's review. We haven't gotten feedback quite yet. Um, as you'll see here, my next task can be post Client feedback of the blog. The next step. Let's say that this. I didn't get this today and we need to remap everything and show. Okay, Ian and Andrew, you guys can't apply any revisions to the graphics or writing because we don't actually have this feedback. And I need to push this date out. So I could do that in the list view, but I would have to kind of do one at a time. If I come in here, the Gantt view, I'm able to take this and I can drag this. And based off my dependencies that are built in a few settings, which I'll show you in a second, I can now remap all of this. And as you see, every task below, it is going to come with it. So I'm able to drag that out and all those tasks are going to remapped be remapped very easily. As you can see now, everything's been remapped. The overall due date for the parent task is also remapped. So that makes it super easy for me to just do all that as a project manager needing to reschedule some things. So in order to do that in this camp view, you're going to need a few settings turned on. So as you come here to customize, I can go into the Gantt options and I'll come down here. A few things you're going to want turned on. One is the rescheduled dependencies. That's the only reason I was able to actually remap this process with the dependencies is because I had that turned on. So make sure that option is turned on in your Gantt view. In addition, hide and skip weekends. So what that allows me to do, as you can see on this, if I come up here to the top, we'll notice we have August 4th in August 7th. That's a Friday, that's a Monday. What this is allowing me to do is saying, hey, if I remap this, these tasks and a task was going to fall on that Saturday or Sunday, I can essentially close off that option and this allows me to take that task that was going to be on a Sunday and I can remap it to Monday. So that way when I'm remapping these due dates, we're not having any tasks fall on the weekends. That's going to be super helpful for our team because they don't want to work on Saturday or Sundays. I don't want to. I hope you don't want to. Please don't schedule any tasks for your team. On Saturdays or Sundays. So that's how we're going to remap tasks, the whole process, everything downstream, as well as make it super easy to skip the weekends because that's a little bit harder. In the Gantt view, you can do it one at a time, but this makes it way easier, especially if you have a long process to do all of it in just one movement like that. So very easy. Saves us a lot of time. But those are the two main ways you're going to be able to reschedule for tasks and create due dates and also add in those dependencies within the Gantt view. And there are the top two ways to utilize the Gantt view inside of ClickUp. If you have any questions, please leave in the comments below. Otherwise, if you like this video, please hit subscribe. We're going to continue to deliver content specifically on ClickUp for agencies. And if you'd like ClickUp's first ever and highest rated Solutions partner to help you streamline your operations inside of ClickUp, go to zenpalot.com call and book a call with us. We'd love to help you build a more productive, profitable and healthy team by streamlining all of your operations inside of ClickUp. And hey, thanks for watching this full video. My name is Jeff, the Productivity professor, and we'll see you again next time.
