How to create a project timeline in 7 simple steps

Managing a project? Viewing work in a timeline—instead of a spreadsheet or disorganized to-do list—is one of the benefits of project management. A timeline can show you how all the pieces of your plan fit together. So, why haven't you made one yet? Without the right technology, creating a project timeline can be messy and manual.

Fret no more. This guide offers a comprehensive example of how to create a project timeline suitable for any professional, regardless of their job title, industry, or department. Follow these steps and learn how to build project timelines that put you in the driver’s seat and build your own project timeline template.

What is a project timeline?

A project timeline is an important project management tool that visually represents the schedule and details the sequence and duration of tasks. It breaks down a project into parts and supports effective workload management by using integrations such as a work breakdown structure (WBS). A project timeline is more than a static calendar; it functions as a dynamic guide that adapts to the project's developing needs, ensuring that goals are completed quickly and within anticipated timescales, whether in a major enterprise project or a small business initiative.

Why project timelines are important

Ever felt the frustration of a project slipping off track, or worse—missing a critical deadline? It’s a common challenge, especially with complex projects where multiple teams, tasks, and deadlines intersect.

Project timelines serve as the foundation for keeping everything organized and moving forward smoothly. They create clarity and help team members stay aligned on project goals, deadlines, and responsibilities. A well-crafted timeline isn’t just a project schedule; it’s a roadmap that guides the entire team towards success.

• Clear project milestones and due dates keep everyone on the same page.

• Provides a “big picture” view that allows stakeholders to see the project’s progression.

• Prevents bottlenecks by highlighting task dependencies and resource allocation.

• Makes it easy to track progress in real-time and adjust as needed.

• Supports accountability by defining specific tasks and assigning ownership.

With a timeline for a project in place, teams are better equipped to stay on target and adapt when challenges arise.

6 types of project timelines

Project timelines are as diverse as the projects themselves. Factors such as scope, complexity, industry, and team size will shape the ideal format to ensure each project has a timeline tailored to its unique needs.

Choosing the right type of timeline is an important step in project management. Key considerations include project and task durations, level of detail, and the team’s working style. For example, projects that require close monitoring of deadlines might benefit from a Gantt chart, while those prioritizing flexibility may prefer a Kanban timeline. 

Additionally, the availability of project timeline software and tools should also be considered to ensure compatibility and ease of use. If the timeline allows for easy identification of bottlenecks, supports effective time management, and aligns with the team’s workflow, it's likely a good fit for the project.

1. Gantt chart timeline

A Gantt chart is a popular project timeline tool that provides a visual overview of tasks scheduled over time. It helps teams see the start and end dates of project phases, helping with time management and identifying potential bottlenecks.

For example, a Gantt chart can be used to manage deadlines and identify potential delays in a construction project by outlining stages such as design, procurement, and construction.

2. Vertical chart timeline

This timeline is a variant of the traditional Gantt chart, displaying tasks along a vertical line. It's effective for smaller projects or when you need a concise list of tasks without detailed scheduling.

In event planning, such as organizing a conference, a vertical timeline can efficiently display the sequence of tasks like venue booking, speaker confirmation, and marketing.

3. Historical timeline

Particularly useful in educational or retrospective projects, a historical timeline outlines key events in chronological order. When dealing with complex projects, this format can help streamline the visualization of project phases.

A historical timeline, for instance, could be used to help with the educational component of a museum exhibit project by listing important historical events or eras in chronological order.

4. Kanban timeline

Kanban timelines, inspired by Kanban boards, focus on the progress of tasks from "to-do" to "done." They're excellent for teams emphasizing teamwork and agile methodologies, where tasks move through different stages.

For example, software development teams often use a Kanban board to track the progress of features from conception to implementation. 

5. Critical Path Method (CPM)

The Critical Path Method is a more sophisticated approach that identifies the sequence of interdependent tasks that affect the project's timeline. It's pivotal in complex projects where time tracking and precise planning are key.

In a big manufacturing project, for instance, CPM can identify and keep track of important steps like design, production, and quality control to make sure the job is finished on time.

6. Program Evaluation and Review Technique (PERT)

PERT is similar to CPM but focuses more on the time each task takes. It's beneficial in projects where time estimation is challenging by providing a project plan timeline that considers uncertainty.

In a research and development project, for example, PERT can be used to estimate the time needed for various phases like conceptualization, experimentation, and product testing.

How to create a project timeline

Creating a project timeline is a structured process that lays the foundation for successful project execution. It begins with defining the project’s scope and objectives.

A good timeline not only displays individual tasks in chronological order but also incorporates critical elements like task dependencies, resource allocation, and milestones.

This is where the functionality of the timeline comes into play. It should provide a clear, visual representation of the project’s flow and allow for easy tracking and updates. The timeline should be both comprehensive and flexible, able to adapt to changes while keeping the project on track.

1. Create a project brief

The best way to create a project timeline is to start with a project brief. This serves as a roadmap and is a way to explain big picture details, like the purpose, goals, milestones, and vision of the overall project. Here are a few questions to answer in your brief:

• What are your goals for the project, both internally and externally? What are the project deliverables?

• Which internal and external stakeholders are a part of the project? What are their roles?

• What is the timeframe for the project? What are the most important dates?

• What is the project scope? Do you have a project scope statement?

• What are the key milestones of the project?

2. List your to-dos

To create an effective project timeline, start by listing every task needed to complete the project, from planning to the final deliverable. Include both major steps and small tasks to capture the full scope and keep the project on track and on budget. Don’t worry about the order just yet; focus on capturing everything.

For a client appreciation dinner, the to-do list might include:

• Write an event plan

• Finalize budget

• Confirm venue

• Select catering

• Design event materials

• Set up RSVP page

• Send invitations

• Order swag

• Test A/V

• Create a day-of checklist

For larger tasks, break them down into smaller subtasks to clarify each step’s requirements and avoid missing details. For example, breaking down “Select catering” might include:

• Create list of caterers

• Get quotes

• Compare menus

• Meet top picks

• Choose caterer

• Finalize contract

3. Estimate how long each step will take

With a complete list of project tasks, estimate the time each step will need, balancing realistic durations with the overall project timeline. This part of the planning process is key to a successful project timeline, as it helps your team allocate time effectively and keeps everything on track. By understanding how long each task will take, you can sequence project tasks to create a clear roadmap.

For instance, in our client appreciation event example, the “Select catering” task can be broken down into smaller tasks with time estimates:

Select catering (9 weeks total)

• Create list of possible caterers (1 week)

• Get quotes (3 weeks)

• Compare menus (1 week)

• Meet with top picks (2 weeks)

• Choose caterer (1 week)

• Finalize contract (1 week)

Mapping out each of these smaller tasks gives you a full picture of the time required, allowing you to set actual dates and create a successful project timeline from start to finish.

4. Map out dependencies

In any project, some tasks can happen simultaneously—especially when different team members handle overlapping responsibilities. However, others must wait until a prior step is complete. Properly managing these task dependencies is paramount, particularly in complex projects with multiple interconnected steps, like launching a new site or managing clinical trials.

Take event planning as an example. You can't send invitations until they’re designed, and the design depends on selecting a theme. Mapping out dependencies and assigning responsibilities early helps prevent timing conflicts and keeps the project on track. Here’s how it might look:

Event theme (Event Planning) → Design concepts (Linda) → Approve design (Event Planning) → Create invitation (Linda) → Send invitations (Tara)

Mapping out dependencies visually helps the team see where tasks overlap and allows for smoother progress. For instance, while invitations are in the works, catering arrangements can happen concurrently.

5. Create your timeline

Are you beginning to visualize what your project timeline could look like? While it’s not practical to keep that image (and all those tasks and due dates) in your head, it is realistic to get them down on paper (or on screen). Your first instinct might be to open up an Excel spreadsheet or Microsoft presentation—but wait. Since neither were designed to plan or manage projects, you’ll run into some challenges you could avoid by choosing a better tool.

Instead, opt for a project management tool that’s designed to build and manage project timelines—like Asana. Not only will it save you time drawing your timeline (since you won’t have to attempt to hack merge cells and add formulas to turn a spreadsheet into a project timeline), it will allow you to continue managing your timeline after the project kickoff. Dedicated project management software allows you to easily adapt your timeline as you work, and update your stakeholders on changes and progress in real time.

With the right tool, your timeline will be tied to your underlying work and will always stay up to date. It can be the difference between a project running on track and one going haywire.

Project timeline templates to get you started

The easiest way to set up a project timeline quickly is to start with a project template. Below are a couple of project templates, created by Asana, that you can use now. Each type of project starts as a List View, but you can click the "Timeline" tab to convert it into a Timeline:

• Product marketing launch template

• Event planning template

• Product roadmap template

• General project plan template

6. Share it with stakeholders

Once your project timeline is complete, it’s time to share it with all stakeholders. They’ll appreciate the clarity and will feel more involved with a transparent plan that shows who’s doing what and when.

When you use a project management tool to build your timeline, sharing it is quick and seamless. Forget emails and multiple docs—in no time, your stakeholders will know who’s doing what by when.

For the client appreciation event, we will want to share our timeline with everyone involved in the entire project, not just those who have immediate responsibilities. At any time, someone will be able to track their part of the project and its dependencies without having to ping you for information.

7. Manage and adapt as you go

Projects rarely go exactly as planned, so being prepared to adjust your timeline is key. A flexible timeline not only helps you organize but also allows you to adapt as changes or delays arise.

When a task hits a snag, the timeline shows you how the delay affects the rest of the project. As the project owner, you can quickly make adjustments to keep everything moving forward.

Start by updating the timeline as soon as any changes are confirmed. Notify stakeholders impacted by the shift, and use the updated timeline to assess if tasks need to be reassigned or rescheduled.

In our event example, let’s say the catering company suddenly becomes unavailable. With an up-to-date timeline, you can shift due dates and responsibilities, minimizing disruptions and keeping the project on track, even with last-minute adjustments.

Project timeline examples

Effective project timelines are more than just theoretical concepts; they are proven tools that drive successful project outcomes. They enable precise coordination, effective resource allocation, and timely completion of tasks.

A notable example is NASA's Mars Rover Curiosity Project. The mission's success was heavily reliant on a meticulously crafted timeline, coordinating hundreds of scientists and engineers. This precise planning facilitated the rover's successful landing on Mars in 2012, demonstrating how a well-managed timeline can lead to extraordinary achievements in highly complex projects.

Project timeline example 1: Digital marketing campaign

In a digital marketing project, a Gantt chart timeline could delineate phases like market research, content creation, and campaign execution. For instance, a digital marketing team at a tech startup might use timeline tools to track critical tasks, ensuring effective time management as they prepare to launch a new app.

• Market research phase: The project team sets a two-week period for market analysis to understand the target audience.

• Content creation phase: Over the next month, the team develops blog posts, social media content, and email campaigns.

• Campaign execution: The final phase involves a six-week rollout of the created content across different platforms, with weekly reviews.

With the Gantt chart timeline, the project team can see how each phase is progressing, adjust to delays in content creation, and move resources around more efficiently, all of which led to a successful campaign launch.

Project timeline example 2: Boutique retail business

For a small business project, a simple vertical chart timeline or a Kanban timeline might be more suitable. Businesses can use this format to make simple project timelines that are easy to follow and keep up-to-date by showing important tasks like product development, marketing, and sales. Consider the scenario of a boutique clothing store planning to expand its online presence.

• Product development stage: Tasks include selecting new products and setting up an online store. Each task is moved from "to do" to "doing" to "done."

• Marketing stage: This involves social media marketing and email marketing tasks, tracked similarly through the Kanban board.

• Sales monitoring: The final stage tracks online sales performance and customer feedback.

Using a Kanban timeline, the store effectively handles its growth into e-commerce, keeping task management flexible and ensuring a smooth transition to online sales.

What to look for in project timeline software

Finding the right project timeline software can be a game-changer. But with so many options, it’s easy to end up with a tool that misses the mark. Many teams spend valuable time and resources on software that lacks key features or doesn’t sync well with existing systems.

To simplify your search, focus on a few must-have features that make a real impact on your team’s project timeline management.

• Ease of use: Look for software that’s intuitive and allows your team to dive in and start tracking projects and individual tasks without a steep learning curve.

• Customization options: Since every project has unique needs, choose a tool that adapts to different timeline types, whether you’re working with Gantt charts, Kanban boards, or straightforward list views.

• Real-time collaboration: Select software that supports live updates and collaboration, which helps teams stay coordinated and responsive, especially in remote settings.

• Integration capabilities: Programs like Asana come with integrations for Microsoft Teams and Google Workspace, so you can keep all your tools connected and workflows running smoothly.

• Task and Resource Management: Go for software that offers features for managing tasks, resources, and dependencies. This way, your team can avoid bottlenecks and keep projects on schedule.

With these features in mind, you’ll find project timeline software that will improve your team's productivity and project outcomes.

Create your next project timeline confidently

It’s not enough to just come up with a project plan. Determining how to execute it is just as important. When you develop a timeline of how the plan will evolve, it makes managing the project more efficient.

Using this step-by-step process for every project management timeline will keep you on task and less stressed. Try it out, adapt it to your business, and share it!

To take your project timelines even further, create your next timeline using Asana.

Project timeline FAQs