How to Create a Project Timeline: Explained with Examples and Templates
Developing a comprehensive project timeline is one of the most important and helpful steps any project manager can take. A thorough timeline clarifies all the key milestones, schedules, and responsibilities needed to keep project work on track.
This detailed guide will walk through the fundamentals of creating timelines that set your projects up for on-time, on-budget success.
Defining Project Timelines: Purpose, Benefits and Critical Importance
Before diving into the specifics of building timelines, let’s review the definition, value, and overall role timelines play in project management.
What is a Project Timeline?
A project timeline provides a high-level graphical overview of the expected sequence and schedule of work required to complete a project. It outlines the key phases, milestones, deliverables, and activities that must be completed from project kickoff to closure.
Timelines establish the planned start and end dates for major project elements. They provide an at-a-glance roadmap for the intended timeline of work. However, timelines are not static — they evolve as projects progress and requirements change. Timelines require regular monitoring and updating to reflect the true project status.
Why Are Project Timelines Important?
Project timelines offer a multitude of benefits:
Define scope - The timeline delineates what work items and deliverables are within scope for the project.
Break down work - Timelines split large intimidating projects into smaller sets of tasks that can be accomplished one step at a time.
Set expectations - By identifying milestones and deadlines, timelines help set realistic expectations among teams and stakeholders.
Coordinate activities - Timelines make sequencing and dependencies between tasks clearer, which improves coordination.
Assign ownership - Designating resources and assigning tasks creates accountability for deliverables.
Track progress - Timelines enable teams to monitor completion of work versus plans to identify schedule issues early.
Facilitate discussion - Timelines foster discussion about priorities, dependencies, and resource needs across teams.
Communicate status - Timelines help keep stakeholders aware of progress and upcoming milestones.
In essence, the timeline is the backbone of the project execution plan. Timelines drive coordination, accountability, and progress tracking. They set projects up for success.
When Are Project Timelines Created?
Project timelines are developed during the planning stage, before execution begins. They are built based on information gathered during scope definition, requirements documentation, and work breakdown structure creation.
However, timelines are continually monitored and updated throughout project execution as well, to reflect reality. Timelines created only at the outset quickly become obsolete as plans change.
Choosing the Right Type of Project Timeline
There are a few different formats available for visualizing project timelines. Selecting the right type depends on factors like level of detail needed, timeline usage, and audience.
Simple Milestone Timeline
This simplified timeline format includes only the major milestones or deliverables that must be completed over the course of the project. More granular tasks are not visualized.
When to use:
High-level view for senior executives
Early project planning stages
Stakeholders focused on broader deadlines
Pros:
Provides clear focus on key milestones
Easy to digest and update
Illustrates deadlines and phases cleanly
Cons:
Lacks granular task details
No insight into resource assignments
Less helpful for coordinating daily work
Tools:
PowerPoint slides to show milestones
Excel for milestone checklist
Project slides with milestone icons
Gantt Chart Project Timeline
The most common timeline format is the Gantt chart. Gantt charts display individual tasks on a calendar-like grid, with task durations shown as horizontal bars spanning the timeframe required.
Dependencies between tasks are indicated with connecting lines. Gantt charts provide a more detailed timeline view than simple milestones.
When to use:
Detailed project planning and scheduling
Tracking progress of tasks
Coordinating work across multiple teams
Pros:
Visualizes granular tasks and sequencing
Shows predecessors, successors, overlaps
Easy to see task durations and relations
Handles large volumes of tasks
Cons:
Can be complex for large projects
Hard to represent task hierarchies
Resource assignments not visualized
Tools:
Excel Gantt chart templates
Microsoft Project and ProjectLibre
Online PM tools like Smartsheet, TeamGantt
Simple Task List Timeline
For small projects, a basic ordered task list in Excel, Word, or another tool can serve as a simplified timeline. Although not as visual, this format focuses on task specifics.
When to use:
Smaller, straightforward projects
List-oriented teams
Simple change tracking needed
Pros:
Fast and easy to create and update
Focus on task details rather than visual appeal
Cons:
No timeline view or milestones shown
Hard to convey predecessors or deadlines
Less engaging format for stakeholders
Tools:
Word or Excel tables
SharePoint task list
Trello board
Project Management Software Timelines
Robust project management tools like Smartsheet, Asana, TeamGantt, and Microsoft Project offer built-in features for creating interactive timelines and Gantt charts. These integrate tightly with other PM functions.
When to use:
Enterprise project management
Advanced resource allocation needed
Live progress tracking against timeline
Automated scheduling capabilities
Pros:
Many timeline visualization options
Integrates with task, resource, and budget data
Changes cascade across integrated plans
Automated scheduling features
Cons:
Steep learning curve on some platforms
Features vary across tools
Rolling up data to high-level views can be difficult
Tools:
Smartsheet
Microsoft Project
TeamGantt
Wrike
Asana
Steps to Build a Comprehensive Project Timeline
Regardless of whether you use Excel or project management software, here is a step-by-step process for developing a strong project timeline:
Step 1 – Define Project Scope
Gather requirements and define the scope by documenting:
Project goals, outcomes, and success criteria
Major deliverables, products, or services to be produced
Project start and end dates
Key milestones and deadlines
Resources available - team, budget, tools, facilities
Roles and responsibilities of project team members
Risks or constraints that may impact the project
This information forms the foundation for developing a realistic timeline.
Step 2 – Break Down Project Phases
Divide your project into logical phases spanning from initiation to closure. Typical phases include:
Initiation – Idea development, business case, needs analysis, scoping
Planning – Requirements gathering, project planning, timeline development
Execution – Core work and tasks to produce project deliverables
Monitoring – Tracking progress and managing changes
Closing – Product acceptance, transition, retrospectives
Identify the specific phases needed for your project type and organization. Each phase should have defined inputs, activities, and outputs.
Step 3 – Define Major Milestones
Within the project phases, determine the major milestones or checkpoints that signify completion of a key deliverable, product, or project stage.
Milestones help break down the work into manageable segments. Typical project milestones include:
Project or phase kickoff
Core deliverable development or release
Prototype or pilot product release
Start/end of testing or integration
Go-live readiness
Transition to operations and maintenance
Final product acceptance or launch
Project closure
Identify approximately 8-12 major milestones that apply to your unique project and stakeholders. Each should represent substantial progress.
Step 4 – Create Detailed Tasks
Conduct a structured breakdown of the work required to complete each milestone. Define the specific activities, tasks, and work packages that must be executed to produce project deliverables.
Identify task dependencies or predecessor/successor relationships. Also estimate rough duration and assign resources needed for each task.
Ideally, break milestones down to tasks that can be completed in 1-2 weeks or less for better scheduling. Group related tasks within milestones for organization.
Step 5 – Sequence All Tasks
Arrange the full task list in chronological order based on logical constraints, predecessors and successors, assigned resources, and estimated durations.
Typically, schedule longer task sequences first. Then fit shorter tasks into the open timeline slots around them. This creates a realistic, efficient workflow.
Step 6 – Establish Baseline Schedule
With all tasks sequenced, assign planned start and end dates to each task and milestone based on durations. This establishes the master baseline project schedule.
Build in small buffers between tasks or milestones to account for contingencies. Set an aggressive but achievable schedule baseline.
Step 7 – Assign Resources
Identify the people, equipment, facilities, and budget needed to complete each task and milestone based on requirements. Assign these resources to tasks and balance workloads.
Ensure assigned resources match the required skills, experience, and availability windows. Avoid over-allocating resources across too many concurrent tasks.
Step 8 – Visualize the Timeline
Choose a tool and format to visualize the timeline schedule using the task, milestone, duration, and predecessor data.
This could be a Gantt chart, milestone diagram, calendar, or other timeline view. Project management tools will auto-generate timelines.
Focus the timeline view on communicating scope, schedules, and deadlines at a high-level. Make sure it is easy for stakeholders to digest.
Step 9 – Approve and Communicate
Review the draft timeline extensively with team members and key stakeholders. Incorporate feedback as needed until the timeline is approved.
Share approved timelines with the broader project team and stakeholders. Make sure everyone understands the planned schedule and expectations.
Step 10 – Control Timeline Changes
Use the approved timeline proactively to track progress and manage changes throughout the project.
Continuously monitor upcoming task and milestone dates. Provide status updates and reforecast future dates as needed. Keeping timelines current ensures they stay meaningful.
Real-World Examples of Project Timelines
To make timelines more tangible, here are a few examples of what timelines look like for projects across different industries:
IT Software Development Timeline
A new software release contains phases like planning, UX design, core development, QA testing, documentation, training, deployment, and maintenance.
Major milestones involve gathering requirements, approving UI designs, core functionality code complete, QA completion, training materials, and go-live release dates.
Under each phase, detailed design, build, test, documentation, and bug fixing tasks are scheduled based on time, resources, and predecessors.
The timeline spans 6 months from concept to full release. Ongoing minor releases continue during maintenance.
Marketing Campaign Timeline
A product launch campaign contains strategic planning, creative development, promotional events, and launch execution phases.
Major milestones involve finalizing branding, producing creatives, securing influencers, announcements, pre-launch events, launch events, and results measurement.
Under each milestone are granular tasks for creative design, copywriting, printing, email campaigns, social media content, influencer packages, analytics, and more.
The campaign timeline covers a 3-4 month build-up period leading to launch. Post-launch metrics assessment continues.
Construction Project Timeline
Top construction phases include planning, site preparation, foundation, structure, exterior finish, interior finish, inspections, punchlist, and client handoff.
Key milestones contain dates for securing permits, breaking ground, pouring basement, framing each level, roofing, HVAC and electrical finish, drywall, cabinetry, final inspections, and occupancy granting.
Under each phase are underlying tasks like detailed engineering, permitting, excavation, form building, concrete pouring, framing, electrical wiring, insulation, drywall, painting, and more.
The timeline spans over a year from early planning through final building handoff.
Event Planning Timeline
Major phases in event planning include concept development, reservations, logistics, guest management, rehearsals, event, and post-event activities.
Top milestones cover venue selection, vendor reservations, invitations, RSVP tracking, final headcount, floorplan approval, stage setup, rehearsals, event day, and follow-up surveys.
Tasks involve identifying venues, selecting vendors, managing RSVPs, finalizing menus, arranging audiovisual, assigning staff roles, decorating, rehearsing program flow, executing event, and measuring success.
The event timeline may span several months for large events. Post-event analysis continues afterward.
These examples demonstrate how timelines are tailored to various industries and project types. The phases, milestones, and tasks align closely to the workflow for that initiative.
Helpful Project Timeline Templates
Developing timelines from scratch is labor intensive. Leveraging templates can help accelerate the process. Here are some handy project timeline templates to consider:
Excel Project Timeline Templates
Excel provides several built-in timeline templates. These include basic Gantt charts, milestone checklists, and templates with supplementary tabs for tasks, resources, budgets, and status reporting.
Smartsheet Project Timeline Templates
Smartsheet offers dozens of free timeline templates in various formats, including standard Gantt charts, milestone roadmaps, calendars, and matrices to enter tasks.
Trello Timeline Templates
Trello provides timeline templates containing prepared Trello boards with columns for milestones and cards for tasks. These are easily customizable.
TeamGantt Project Timeline Templates
TeamGantt has over 60 timeline templates for different project types, all containing preset Gantt chart views you customize further.
Office Timeline Templates
Office Timeline is a PowerPoint add-on with timeline slide templates. Easily create attractive timelines within PowerPoint for stakeholder updates.
Word Timeline Templates
Microsoft Word contains several printable, linear timeline templates with calendar layouts. These help communicate timelines without needing Gantt charts.
These templates provide helpful starting points for developing timelines tailored to your unique needs.
Best Practices for Project Timeline Success
Follow these proven practices for creating timelines that keep your projects structured and on track:
Provide Enough Detail - Avoid overly simplified high-level timelines. Break major milestones down into smaller tasks for better scheduling and monitoring.
Assign Owners - Each task should have an owner responsible for completion. This fosters accountability.
Estimate Durations Realistically - Build in small buffers into estimates. Avoid aggressive estimates that set unrealistic expectations.
Sequence Predecessors Thoughtfully - Review task predecessors and successors. These dependencies impact timelines.
Set Objective Baselines - The original timeline provides an objective benchmark to measure progress against. Make sure baseline is realistic.
Plan for Uncertainty - Leave room in timelines for unknowns. Avoid scheduling tasks back-to-back without padding.
Update Timelines Routinely - As progress occurs or changes arise, continuously adjust timelines to match reality. Outdated timelines lose meaning.
Enforce Deadlines - Start/end dates should not be arbitrary. Use timeline to hold team accountable to commitments.
Communicate Changes - Keep stakeholders informed about timeline adjustments so expectations stay aligned with plans.
Integrate Timelines with Tasks - Linking task lists and project schedules provides visibility into timeline progress.
Reassess Resources - Check for resource conflicts or over-allocations as timelines shift. Adjust assignments as required.
With these timeline best practices, you can develop realistic schedules that help successfully drive projects to on-time completion.
Key Takeaways from Project Timeline Guide
To summarize, here are the key points to remember about creating timelines for project success:
Timelines provide high-level schedule and scope overview for executing projects on time. They break down work into milestones, phases, and tasks.
Popular timeline formats include Gantt charts, milestone diagrams, calendars, task lists, and project management software schedules.
Build comprehensive timelines by defining all project activities, durations, predecessors, resources, and assigning owners.
Set objective baseline schedules and deadlines when creating timelines. Use timelines proactively to track progress.
Update timelines continuously as projects evolve. Communicate timeline changes to stakeholders.
Follow best practices for timelines like planning in detail, assigning ownership, scheduling carefully, and integrating tasks.
Leverage templates to accelerate creating timelines tailored to your specific project needs.
Well-planned timelines drive coordination and accountability across project teams. They provide the roadmap for navigating even complex projects successfully. Use the concepts in this guide to develop timelines that enable your projects to consistently meet goals.
How to Create a Project Timeline: Explained with Examples and Templates
Developing a comprehensive project timeline is one of the most important and helpful steps any project manager can take. A thorough timeline clarifies all the key milestones, schedules, and responsibilities needed to keep project work on track.
This detailed guide will walk through the fundamentals of creating timelines that set your projects up for on-time, on-budget success.
Defining Project Timelines: Purpose, Benefits and Critical Importance
Before diving into the specifics of building timelines, let’s review the definition, value, and overall role timelines play in project management.
What is a Project Timeline?
A project timeline provides a high-level graphical overview of the expected sequence and schedule of work required to complete a project. It outlines the key phases, milestones, deliverables, and activities that must be completed from project kickoff to closure.
Timelines establish the planned start and end dates for major project elements. They provide an at-a-glance roadmap for the intended timeline of work. However, timelines are not static — they evolve as projects progress and requirements change. Timelines require regular monitoring and updating to reflect the true project status.
Why Are Project Timelines Important?
Project timelines offer a multitude of benefits:
Define scope - The timeline delineates what work items and deliverables are within scope for the project.
Break down work - Timelines split large intimidating projects into smaller sets of tasks that can be accomplished one step at a time.
Set expectations - By identifying milestones and deadlines, timelines help set realistic expectations among teams and stakeholders.
Coordinate activities - Timelines make sequencing and dependencies between tasks clearer, which improves coordination.
Assign ownership - Designating resources and assigning tasks creates accountability for deliverables.
Track progress - Timelines enable teams to monitor completion of work versus plans to identify schedule issues early.
Facilitate discussion - Timelines foster discussion about priorities, dependencies, and resource needs across teams.
Communicate status - Timelines help keep stakeholders aware of progress and upcoming milestones.
In essence, the timeline is the backbone of the project execution plan. Timelines drive coordination, accountability, and progress tracking. They set projects up for success.
When Are Project Timelines Created?
Project timelines are developed during the planning stage, before execution begins. They are built based on information gathered during scope definition, requirements documentation, and work breakdown structure creation.
However, timelines are continually monitored and updated throughout project execution as well, to reflect reality. Timelines created only at the outset quickly become obsolete as plans change.
Choosing the Right Type of Project Timeline
There are a few different formats available for visualizing project timelines. Selecting the right type depends on factors like level of detail needed, timeline usage, and audience.
Simple Milestone Timeline
This simplified timeline format includes only the major milestones or deliverables that must be completed over the course of the project. More granular tasks are not visualized.
When to use:
High-level view for senior executives
Early project planning stages
Stakeholders focused on broader deadlines
Pros:
Provides clear focus on key milestones
Easy to digest and update
Illustrates deadlines and phases cleanly
Cons:
Lacks granular task details
No insight into resource assignments
Less helpful for coordinating daily work
Tools:
PowerPoint slides to show milestones
Excel for milestone checklist
Project slides with milestone icons
Gantt Chart Project Timeline
The most common timeline format is the Gantt chart. Gantt charts display individual tasks on a calendar-like grid, with task durations shown as horizontal bars spanning the timeframe required.
Dependencies between tasks are indicated with connecting lines. Gantt charts provide a more detailed timeline view than simple milestones.
When to use:
Detailed project planning and scheduling
Tracking progress of tasks
Coordinating work across multiple teams
Pros:
Visualizes granular tasks and sequencing
Shows predecessors, successors, overlaps
Easy to see task durations and relations
Handles large volumes of tasks
Cons:
Can be complex for large projects
Hard to represent task hierarchies
Resource assignments not visualized
Tools:
Excel Gantt chart templates
Microsoft Project and ProjectLibre
Online PM tools like Smartsheet, TeamGantt
Simple Task List Timeline
For small projects, a basic ordered task list in Excel, Word, or another tool can serve as a simplified timeline. Although not as visual, this format focuses on task specifics.
When to use:
Smaller, straightforward projects
List-oriented teams
Simple change tracking needed
Pros:
Fast and easy to create and update
Focus on task details rather than visual appeal
Cons:
No timeline view or milestones shown
Hard to convey predecessors or deadlines
Less engaging format for stakeholders
Tools:
Word or Excel tables
SharePoint task list
Trello board
Project Management Software Timelines
Robust project management tools like Smartsheet, Asana, TeamGantt, and Microsoft Project offer built-in features for creating interactive timelines and Gantt charts. These integrate tightly with other PM functions.
When to use:
Enterprise project management
Advanced resource allocation needed
Live progress tracking against timeline
Automated scheduling capabilities
Pros:
Many timeline visualization options
Integrates with task, resource, and budget data
Changes cascade across integrated plans
Automated scheduling features
Cons:
Steep learning curve on some platforms
Features vary across tools
Rolling up data to high-level views can be difficult
Tools:
Smartsheet
Microsoft Project
TeamGantt
Wrike
Asana
Steps to Build a Comprehensive Project Timeline
Regardless of whether you use Excel or project management software, here is a step-by-step process for developing a strong project timeline:
Step 1 – Define Project Scope
Gather requirements and define the scope by documenting:
Project goals, outcomes, and success criteria
Major deliverables, products, or services to be produced
Project start and end dates
Key milestones and deadlines
Resources available - team, budget, tools, facilities
Roles and responsibilities of project team members
Risks or constraints that may impact the project
This information forms the foundation for developing a realistic timeline.
Step 2 – Break Down Project Phases
Divide your project into logical phases spanning from initiation to closure. Typical phases include:
Initiation – Idea development, business case, needs analysis, scoping
Planning – Requirements gathering, project planning, timeline development
Execution – Core work and tasks to produce project deliverables
Monitoring – Tracking progress and managing changes
Closing – Product acceptance, transition, retrospectives
Identify the specific phases needed for your project type and organization. Each phase should have defined inputs, activities, and outputs.
Step 3 – Define Major Milestones
Within the project phases, determine the major milestones or checkpoints that signify completion of a key deliverable, product, or project stage.
Milestones help break down the work into manageable segments. Typical project milestones include:
Project or phase kickoff
Core deliverable development or release
Prototype or pilot product release
Start/end of testing or integration
Go-live readiness
Transition to operations and maintenance
Final product acceptance or launch
Project closure
Identify approximately 8-12 major milestones that apply to your unique project and stakeholders. Each should represent substantial progress.
Step 4 – Create Detailed Tasks
Conduct a structured breakdown of the work required to complete each milestone. Define the specific activities, tasks, and work packages that must be executed to produce project deliverables.
Identify task dependencies or predecessor/successor relationships. Also estimate rough duration and assign resources needed for each task.
Ideally, break milestones down to tasks that can be completed in 1-2 weeks or less for better scheduling. Group related tasks within milestones for organization.
Step 5 – Sequence All Tasks
Arrange the full task list in chronological order based on logical constraints, predecessors and successors, assigned resources, and estimated durations.
Typically, schedule longer task sequences first. Then fit shorter tasks into the open timeline slots around them. This creates a realistic, efficient workflow.
Step 6 – Establish Baseline Schedule
With all tasks sequenced, assign planned start and end dates to each task and milestone based on durations. This establishes the master baseline project schedule.
Build in small buffers between tasks or milestones to account for contingencies. Set an aggressive but achievable schedule baseline.
Step 7 – Assign Resources
Identify the people, equipment, facilities, and budget needed to complete each task and milestone based on requirements. Assign these resources to tasks and balance workloads.
Ensure assigned resources match the required skills, experience, and availability windows. Avoid over-allocating resources across too many concurrent tasks.
Step 8 – Visualize the Timeline
Choose a tool and format to visualize the timeline schedule using the task, milestone, duration, and predecessor data.
This could be a Gantt chart, milestone diagram, calendar, or other timeline view. Project management tools will auto-generate timelines.
Focus the timeline view on communicating scope, schedules, and deadlines at a high-level. Make sure it is easy for stakeholders to digest.
Step 9 – Approve and Communicate
Review the draft timeline extensively with team members and key stakeholders. Incorporate feedback as needed until the timeline is approved.
Share approved timelines with the broader project team and stakeholders. Make sure everyone understands the planned schedule and expectations.
Step 10 – Control Timeline Changes
Use the approved timeline proactively to track progress and manage changes throughout the project.
Continuously monitor upcoming task and milestone dates. Provide status updates and reforecast future dates as needed. Keeping timelines current ensures they stay meaningful.
Real-World Examples of Project Timelines
To make timelines more tangible, here are a few examples of what timelines look like for projects across different industries:
IT Software Development Timeline
A new software release contains phases like planning, UX design, core development, QA testing, documentation, training, deployment, and maintenance.
Major milestones involve gathering requirements, approving UI designs, core functionality code complete, QA completion, training materials, and go-live release dates.
Under each phase, detailed design, build, test, documentation, and bug fixing tasks are scheduled based on time, resources, and predecessors.
The timeline spans 6 months from concept to full release. Ongoing minor releases continue during maintenance.
Marketing Campaign Timeline
A product launch campaign contains strategic planning, creative development, promotional events, and launch execution phases.
Major milestones involve finalizing branding, producing creatives, securing influencers, announcements, pre-launch events, launch events, and results measurement.
Under each milestone are granular tasks for creative design, copywriting, printing, email campaigns, social media content, influencer packages, analytics, and more.
The campaign timeline covers a 3-4 month build-up period leading to launch. Post-launch metrics assessment continues.
Construction Project Timeline
Top construction phases include planning, site preparation, foundation, structure, exterior finish, interior finish, inspections, punchlist, and client handoff.
Key milestones contain dates for securing permits, breaking ground, pouring basement, framing each level, roofing, HVAC and electrical finish, drywall, cabinetry, final inspections, and occupancy granting.
Under each phase are underlying tasks like detailed engineering, permitting, excavation, form building, concrete pouring, framing, electrical wiring, insulation, drywall, painting, and more.
The timeline spans over a year from early planning through final building handoff.
Event Planning Timeline
Major phases in event planning include concept development, reservations, logistics, guest management, rehearsals, event, and post-event activities.
Top milestones cover venue selection, vendor reservations, invitations, RSVP tracking, final headcount, floorplan approval, stage setup, rehearsals, event day, and follow-up surveys.
Tasks involve identifying venues, selecting vendors, managing RSVPs, finalizing menus, arranging audiovisual, assigning staff roles, decorating, rehearsing program flow, executing event, and measuring success.
The event timeline may span several months for large events. Post-event analysis continues afterward.
These examples demonstrate how timelines are tailored to various industries and project types. The phases, milestones, and tasks align closely to the workflow for that initiative.
Helpful Project Timeline Templates
Developing timelines from scratch is labor intensive. Leveraging templates can help accelerate the process. Here are some handy project timeline templates to consider:
Excel Project Timeline Templates
Excel provides several built-in timeline templates. These include basic Gantt charts, milestone checklists, and templates with supplementary tabs for tasks, resources, budgets, and status reporting.
Smartsheet Project Timeline Templates
Smartsheet offers dozens of free timeline templates in various formats, including standard Gantt charts, milestone roadmaps, calendars, and matrices to enter tasks.
Trello Timeline Templates
Trello provides timeline templates containing prepared Trello boards with columns for milestones and cards for tasks. These are easily customizable.
TeamGantt Project Timeline Templates
TeamGantt has over 60 timeline templates for different project types, all containing preset Gantt chart views you customize further.
Office Timeline Templates
Office Timeline is a PowerPoint add-on with timeline slide templates. Easily create attractive timelines within PowerPoint for stakeholder updates.
Word Timeline Templates
Microsoft Word contains several printable, linear timeline templates with calendar layouts. These help communicate timelines without needing Gantt charts.
These templates provide helpful starting points for developing timelines tailored to your unique needs.
Best Practices for Project Timeline Success
Follow these proven practices for creating timelines that keep your projects structured and on track:
Provide Enough Detail - Avoid overly simplified high-level timelines. Break major milestones down into smaller tasks for better scheduling and monitoring.
Assign Owners - Each task should have an owner responsible for completion. This fosters accountability.
Estimate Durations Realistically - Build in small buffers into estimates. Avoid aggressive estimates that set unrealistic expectations.
Sequence Predecessors Thoughtfully - Review task predecessors and successors. These dependencies impact timelines.
Set Objective Baselines - The original timeline provides an objective benchmark to measure progress against. Make sure baseline is realistic.
Plan for Uncertainty - Leave room in timelines for unknowns. Avoid scheduling tasks back-to-back without padding.
Update Timelines Routinely - As progress occurs or changes arise, continuously adjust timelines to match reality. Outdated timelines lose meaning.
Enforce Deadlines - Start/end dates should not be arbitrary. Use timeline to hold team accountable to commitments.
Communicate Changes - Keep stakeholders informed about timeline adjustments so expectations stay aligned with plans.
Integrate Timelines with Tasks - Linking task lists and project schedules provides visibility into timeline progress.
Reassess Resources - Check for resource conflicts or over-allocations as timelines shift. Adjust assignments as required.
With these timeline best practices, you can develop realistic schedules that help successfully drive projects to on-time completion.
Key Takeaways from Project Timeline Guide
To summarize, here are the key points to remember about creating timelines for project success:
Timelines provide high-level schedule and scope overview for executing projects on time. They break down work into milestones, phases, and tasks.
Popular timeline formats include Gantt charts, milestone diagrams, calendars, task lists, and project management software schedules.
Build comprehensive timelines by defining all project activities, durations, predecessors, resources, and assigning owners.
Set objective baseline schedules and deadlines when creating timelines. Use timelines proactively to track progress.
Update timelines continuously as projects evolve. Communicate timeline changes to stakeholders.
Follow best practices for timelines like planning in detail, assigning ownership, scheduling carefully, and integrating tasks.
Leverage templates to accelerate creating timelines tailored to your specific project needs.
Well-planned timelines drive coordination and accountability across project teams. They provide the roadmap for navigating even complex projects successfully. Use the concepts in this guide to develop timelines that enable your projects to consistently meet goals.
How to Create a Project Timeline: Explained with Examples and Templates
Developing a comprehensive project timeline is one of the most important and helpful steps any project manager can take. A thorough timeline clarifies all the key milestones, schedules, and responsibilities needed to keep project work on track.
This detailed guide will walk through the fundamentals of creating timelines that set your projects up for on-time, on-budget success.
Defining Project Timelines: Purpose, Benefits and Critical Importance
Before diving into the specifics of building timelines, let’s review the definition, value, and overall role timelines play in project management.
What is a Project Timeline?
A project timeline provides a high-level graphical overview of the expected sequence and schedule of work required to complete a project. It outlines the key phases, milestones, deliverables, and activities that must be completed from project kickoff to closure.
Timelines establish the planned start and end dates for major project elements. They provide an at-a-glance roadmap for the intended timeline of work. However, timelines are not static — they evolve as projects progress and requirements change. Timelines require regular monitoring and updating to reflect the true project status.
Why Are Project Timelines Important?
Project timelines offer a multitude of benefits:
Define scope - The timeline delineates what work items and deliverables are within scope for the project.
Break down work - Timelines split large intimidating projects into smaller sets of tasks that can be accomplished one step at a time.
Set expectations - By identifying milestones and deadlines, timelines help set realistic expectations among teams and stakeholders.
Coordinate activities - Timelines make sequencing and dependencies between tasks clearer, which improves coordination.
Assign ownership - Designating resources and assigning tasks creates accountability for deliverables.
Track progress - Timelines enable teams to monitor completion of work versus plans to identify schedule issues early.
Facilitate discussion - Timelines foster discussion about priorities, dependencies, and resource needs across teams.
Communicate status - Timelines help keep stakeholders aware of progress and upcoming milestones.
In essence, the timeline is the backbone of the project execution plan. Timelines drive coordination, accountability, and progress tracking. They set projects up for success.
When Are Project Timelines Created?
Project timelines are developed during the planning stage, before execution begins. They are built based on information gathered during scope definition, requirements documentation, and work breakdown structure creation.
However, timelines are continually monitored and updated throughout project execution as well, to reflect reality. Timelines created only at the outset quickly become obsolete as plans change.
Choosing the Right Type of Project Timeline
There are a few different formats available for visualizing project timelines. Selecting the right type depends on factors like level of detail needed, timeline usage, and audience.
Simple Milestone Timeline
This simplified timeline format includes only the major milestones or deliverables that must be completed over the course of the project. More granular tasks are not visualized.
When to use:
High-level view for senior executives
Early project planning stages
Stakeholders focused on broader deadlines
Pros:
Provides clear focus on key milestones
Easy to digest and update
Illustrates deadlines and phases cleanly
Cons:
Lacks granular task details
No insight into resource assignments
Less helpful for coordinating daily work
Tools:
PowerPoint slides to show milestones
Excel for milestone checklist
Project slides with milestone icons
Gantt Chart Project Timeline
The most common timeline format is the Gantt chart. Gantt charts display individual tasks on a calendar-like grid, with task durations shown as horizontal bars spanning the timeframe required.
Dependencies between tasks are indicated with connecting lines. Gantt charts provide a more detailed timeline view than simple milestones.
When to use:
Detailed project planning and scheduling
Tracking progress of tasks
Coordinating work across multiple teams
Pros:
Visualizes granular tasks and sequencing
Shows predecessors, successors, overlaps
Easy to see task durations and relations
Handles large volumes of tasks
Cons:
Can be complex for large projects
Hard to represent task hierarchies
Resource assignments not visualized
Tools:
Excel Gantt chart templates
Microsoft Project and ProjectLibre
Online PM tools like Smartsheet, TeamGantt
Simple Task List Timeline
For small projects, a basic ordered task list in Excel, Word, or another tool can serve as a simplified timeline. Although not as visual, this format focuses on task specifics.
When to use:
Smaller, straightforward projects
List-oriented teams
Simple change tracking needed
Pros:
Fast and easy to create and update
Focus on task details rather than visual appeal
Cons:
No timeline view or milestones shown
Hard to convey predecessors or deadlines
Less engaging format for stakeholders
Tools:
Word or Excel tables
SharePoint task list
Trello board
Project Management Software Timelines
Robust project management tools like Smartsheet, Asana, TeamGantt, and Microsoft Project offer built-in features for creating interactive timelines and Gantt charts. These integrate tightly with other PM functions.
When to use:
Enterprise project management
Advanced resource allocation needed
Live progress tracking against timeline
Automated scheduling capabilities
Pros:
Many timeline visualization options
Integrates with task, resource, and budget data
Changes cascade across integrated plans
Automated scheduling features
Cons:
Steep learning curve on some platforms
Features vary across tools
Rolling up data to high-level views can be difficult
Tools:
Smartsheet
Microsoft Project
TeamGantt
Wrike
Asana
Steps to Build a Comprehensive Project Timeline
Regardless of whether you use Excel or project management software, here is a step-by-step process for developing a strong project timeline:
Step 1 – Define Project Scope
Gather requirements and define the scope by documenting:
Project goals, outcomes, and success criteria
Major deliverables, products, or services to be produced
Project start and end dates
Key milestones and deadlines
Resources available - team, budget, tools, facilities
Roles and responsibilities of project team members
Risks or constraints that may impact the project
This information forms the foundation for developing a realistic timeline.
Step 2 – Break Down Project Phases
Divide your project into logical phases spanning from initiation to closure. Typical phases include:
Initiation – Idea development, business case, needs analysis, scoping
Planning – Requirements gathering, project planning, timeline development
Execution – Core work and tasks to produce project deliverables
Monitoring – Tracking progress and managing changes
Closing – Product acceptance, transition, retrospectives
Identify the specific phases needed for your project type and organization. Each phase should have defined inputs, activities, and outputs.
Step 3 – Define Major Milestones
Within the project phases, determine the major milestones or checkpoints that signify completion of a key deliverable, product, or project stage.
Milestones help break down the work into manageable segments. Typical project milestones include:
Project or phase kickoff
Core deliverable development or release
Prototype or pilot product release
Start/end of testing or integration
Go-live readiness
Transition to operations and maintenance
Final product acceptance or launch
Project closure
Identify approximately 8-12 major milestones that apply to your unique project and stakeholders. Each should represent substantial progress.
Step 4 – Create Detailed Tasks
Conduct a structured breakdown of the work required to complete each milestone. Define the specific activities, tasks, and work packages that must be executed to produce project deliverables.
Identify task dependencies or predecessor/successor relationships. Also estimate rough duration and assign resources needed for each task.
Ideally, break milestones down to tasks that can be completed in 1-2 weeks or less for better scheduling. Group related tasks within milestones for organization.
Step 5 – Sequence All Tasks
Arrange the full task list in chronological order based on logical constraints, predecessors and successors, assigned resources, and estimated durations.
Typically, schedule longer task sequences first. Then fit shorter tasks into the open timeline slots around them. This creates a realistic, efficient workflow.
Step 6 – Establish Baseline Schedule
With all tasks sequenced, assign planned start and end dates to each task and milestone based on durations. This establishes the master baseline project schedule.
Build in small buffers between tasks or milestones to account for contingencies. Set an aggressive but achievable schedule baseline.
Step 7 – Assign Resources
Identify the people, equipment, facilities, and budget needed to complete each task and milestone based on requirements. Assign these resources to tasks and balance workloads.
Ensure assigned resources match the required skills, experience, and availability windows. Avoid over-allocating resources across too many concurrent tasks.
Step 8 – Visualize the Timeline
Choose a tool and format to visualize the timeline schedule using the task, milestone, duration, and predecessor data.
This could be a Gantt chart, milestone diagram, calendar, or other timeline view. Project management tools will auto-generate timelines.
Focus the timeline view on communicating scope, schedules, and deadlines at a high-level. Make sure it is easy for stakeholders to digest.
Step 9 – Approve and Communicate
Review the draft timeline extensively with team members and key stakeholders. Incorporate feedback as needed until the timeline is approved.
Share approved timelines with the broader project team and stakeholders. Make sure everyone understands the planned schedule and expectations.
Step 10 – Control Timeline Changes
Use the approved timeline proactively to track progress and manage changes throughout the project.
Continuously monitor upcoming task and milestone dates. Provide status updates and reforecast future dates as needed. Keeping timelines current ensures they stay meaningful.
Real-World Examples of Project Timelines
To make timelines more tangible, here are a few examples of what timelines look like for projects across different industries:
IT Software Development Timeline
A new software release contains phases like planning, UX design, core development, QA testing, documentation, training, deployment, and maintenance.
Major milestones involve gathering requirements, approving UI designs, core functionality code complete, QA completion, training materials, and go-live release dates.
Under each phase, detailed design, build, test, documentation, and bug fixing tasks are scheduled based on time, resources, and predecessors.
The timeline spans 6 months from concept to full release. Ongoing minor releases continue during maintenance.
Marketing Campaign Timeline
A product launch campaign contains strategic planning, creative development, promotional events, and launch execution phases.
Major milestones involve finalizing branding, producing creatives, securing influencers, announcements, pre-launch events, launch events, and results measurement.
Under each milestone are granular tasks for creative design, copywriting, printing, email campaigns, social media content, influencer packages, analytics, and more.
The campaign timeline covers a 3-4 month build-up period leading to launch. Post-launch metrics assessment continues.
Construction Project Timeline
Top construction phases include planning, site preparation, foundation, structure, exterior finish, interior finish, inspections, punchlist, and client handoff.
Key milestones contain dates for securing permits, breaking ground, pouring basement, framing each level, roofing, HVAC and electrical finish, drywall, cabinetry, final inspections, and occupancy granting.
Under each phase are underlying tasks like detailed engineering, permitting, excavation, form building, concrete pouring, framing, electrical wiring, insulation, drywall, painting, and more.
The timeline spans over a year from early planning through final building handoff.
Event Planning Timeline
Major phases in event planning include concept development, reservations, logistics, guest management, rehearsals, event, and post-event activities.
Top milestones cover venue selection, vendor reservations, invitations, RSVP tracking, final headcount, floorplan approval, stage setup, rehearsals, event day, and follow-up surveys.
Tasks involve identifying venues, selecting vendors, managing RSVPs, finalizing menus, arranging audiovisual, assigning staff roles, decorating, rehearsing program flow, executing event, and measuring success.
The event timeline may span several months for large events. Post-event analysis continues afterward.
These examples demonstrate how timelines are tailored to various industries and project types. The phases, milestones, and tasks align closely to the workflow for that initiative.
Helpful Project Timeline Templates
Developing timelines from scratch is labor intensive. Leveraging templates can help accelerate the process. Here are some handy project timeline templates to consider:
Excel Project Timeline Templates
Excel provides several built-in timeline templates. These include basic Gantt charts, milestone checklists, and templates with supplementary tabs for tasks, resources, budgets, and status reporting.
Smartsheet Project Timeline Templates
Smartsheet offers dozens of free timeline templates in various formats, including standard Gantt charts, milestone roadmaps, calendars, and matrices to enter tasks.
Trello Timeline Templates
Trello provides timeline templates containing prepared Trello boards with columns for milestones and cards for tasks. These are easily customizable.
TeamGantt Project Timeline Templates
TeamGantt has over 60 timeline templates for different project types, all containing preset Gantt chart views you customize further.
Office Timeline Templates
Office Timeline is a PowerPoint add-on with timeline slide templates. Easily create attractive timelines within PowerPoint for stakeholder updates.
Word Timeline Templates
Microsoft Word contains several printable, linear timeline templates with calendar layouts. These help communicate timelines without needing Gantt charts.
These templates provide helpful starting points for developing timelines tailored to your unique needs.
Best Practices for Project Timeline Success
Follow these proven practices for creating timelines that keep your projects structured and on track:
Provide Enough Detail - Avoid overly simplified high-level timelines. Break major milestones down into smaller tasks for better scheduling and monitoring.
Assign Owners - Each task should have an owner responsible for completion. This fosters accountability.
Estimate Durations Realistically - Build in small buffers into estimates. Avoid aggressive estimates that set unrealistic expectations.
Sequence Predecessors Thoughtfully - Review task predecessors and successors. These dependencies impact timelines.
Set Objective Baselines - The original timeline provides an objective benchmark to measure progress against. Make sure baseline is realistic.
Plan for Uncertainty - Leave room in timelines for unknowns. Avoid scheduling tasks back-to-back without padding.
Update Timelines Routinely - As progress occurs or changes arise, continuously adjust timelines to match reality. Outdated timelines lose meaning.
Enforce Deadlines - Start/end dates should not be arbitrary. Use timeline to hold team accountable to commitments.
Communicate Changes - Keep stakeholders informed about timeline adjustments so expectations stay aligned with plans.
Integrate Timelines with Tasks - Linking task lists and project schedules provides visibility into timeline progress.
Reassess Resources - Check for resource conflicts or over-allocations as timelines shift. Adjust assignments as required.
With these timeline best practices, you can develop realistic schedules that help successfully drive projects to on-time completion.
Key Takeaways from Project Timeline Guide
To summarize, here are the key points to remember about creating timelines for project success:
Timelines provide high-level schedule and scope overview for executing projects on time. They break down work into milestones, phases, and tasks.
Popular timeline formats include Gantt charts, milestone diagrams, calendars, task lists, and project management software schedules.
Build comprehensive timelines by defining all project activities, durations, predecessors, resources, and assigning owners.
Set objective baseline schedules and deadlines when creating timelines. Use timelines proactively to track progress.
Update timelines continuously as projects evolve. Communicate timeline changes to stakeholders.
Follow best practices for timelines like planning in detail, assigning ownership, scheduling carefully, and integrating tasks.
Leverage templates to accelerate creating timelines tailored to your specific project needs.
Well-planned timelines drive coordination and accountability across project teams. They provide the roadmap for navigating even complex projects successfully. Use the concepts in this guide to develop timelines that enable your projects to consistently meet goals.