What is meant by planning tools

Planning tools are models or processes which can be used to organise projects. There are a variety of tools which are used, and professional project managers will have other more complex processes too. There are two which can be helpful to everyone who is planning:

• A Gantt chart is a visual tool that helps plan and track tasks over time. It displays tasks as horizontal bars along a timeline, showing when each task starts and ends. 

A Kanban board is a tool that helps visualise work and track progress. It uses columns (such as "To Do," "In Progress," and "Done") with task cards that move through these stages as work is completed.

Why and when different planning tools are helpful 

Gantt charts are a popular and widely used tool and are particularly helpful when:

• Managing complex projects with multiple tasks: They help break a large project into smaller tasks and show how they fit together.
• Tracking task dependencies: Some tasks cannot start until others are completed, and Gantt charts help identify these dependencies.
• Setting realistic timelines: By visualising task durations, you can set achievable deadlines.
• Monitoring progress: Updating the chart as tasks are completed makes it easier to see if the project is on schedule.
• Coordinating team efforts: Gantt charts clarify who is responsible for each task and when their work is needed.

Kanban boards are a useful tool when:

• Managing ongoing or evolving tasks: They are useful for projects where tasks need to be continuously added or updated.
• Improving workflow efficiency: Teams can easily see which tasks are being worked on and identify bottlenecks.
• Enhancing flexibility: Tasks can be reprioritised and moved around without disrupting the overall project plan.
• Encouraging collaboration: Everyone involved can see how far tasks have progressed and contribute where needed.

Reducing complexity: By focusing on individual tasks rather than the whole project, Kanban boards make it easier to manage work.

How to use different planning tools 

To use a Gantt chart:

• List all tasks needed to complete a project.
• Decide the order tasks should be done and how long each will take.
• Allocate the tasks to individuals showing ownership on the chart.
• Create a timeline and add each task as a bar on the chart.
• Update the chart as tasks are completed or delayed to keep everything on track.

To use a Kanban board:

• Create columns for different stages of work ("To Do", "In Progress", "Done").
• Write each task on a card and place it in the correct column.
• Team members pick up cards and complete the work on the task.
• Move tasks to the next column as progress is made.
• Review the board regularly to check what is completed and what still needs to be done.

Both tools help break down work into clear steps, making it easier to stay organised, meet deadlines, and adjust plans when needed.