Project Management

How to Create a Project Timeline with Teamhood

Dovile Miseviciute ·

Passionate content marketer looking to bring better solutions to the project management space. 2020 - Present Marketing specialist at Teamhood. 2014 - 2020 Marketing manager for Eylean.

project timeline management

Teamhood is full of valuable features, and we are constantly working on adding even more. To make sure you know all of them and just how to take advantage of each, we have started this series of in-depth posts about each major feature of Teamhood. Here are the previous posts about setting up the task board and time tracking, and this time, we are covering the Timeline.

The project timeline is an important tool that helps managers understand what is happening across teams and departments at all times as well as to plan out tasks effectively to reach the set goals. Keeping this in mind, we designed the timeline you will find in Teamhood – it visualizes tasks and gives you insights into how best to manage your projects.

Visualize tasks in Timeline

When designing this feature, we knew the first and most important thing you would want to do is see your tasks visualized in relation to their start and due dates. So there is no surprise this is exactly what Timeline is – tasks from all your boards are visualized in a calendar-like view based on their start and due dates.

The blue cursor helps you navigate to the current day, and to help separate tasks, rows divide Timeline by board and board rows. Letting you navigate easily.

To make sure your tasks are visualized here, simply add start and end dates in the task details or create new items right from the Timeline view. You can do this by pressing ‘+item’, and the new task will appear on your chosen date.

This simple addition to the Kanban board view allows you to see all the work items in terms of their dates and to have more control over your project planning, but this is not all Timeline can do; it is just the bare minimum.

With this project management software, you will also get Timeline and Gantt views, as well as an advanced Kanban board where it is easy to set up and track the workflow of your teams. You can use time tracking to better understand project costs and then review progress with various reporting options.

Plan subtasks

By seeing this plain first view, you may think Teamhood Timeline lacks visualization. However, this could not be further from the truth. Actually, we chose to add in visualizations step by step in this post to make sure you catch everything that can be done.

If you work with large work items, one of the first things you will want to see in Timeline are subtasks. And there is no need to worry, they are here. Just like with parent tasks, you will need to add start and end dates to each subtask to visualize it in Timeline, as they will not automatically assume the dates of the parent task. This way, you can choose whether you want to see subtasks in Timeline or not. Subtasks are visualized in a box under their parent task to make sure they are not confused with other tasks.

timeline view subtasks

Assign to manage workload

Once you have the subtasks sorted, you will probably want to assign work items to the team members. Once those assignments are done, they will also be visualized in Timeline. This lets you know how busy your team members are and plan their next assignments based on availability. Thus, no one is overloaded with tasks and drowning in work.

timeline view dependencies
Timeline view dependencies

If team members have tasks across several boards, you can make resource planning easier by switching the Timeline view into one divided by team members. This way, instead of being divided by boards and rows, the timeline is horizontally divided by team members. Letting you quickly see how much work each team member has across all boards on any given day.

Timeline
Teamhood timeline view

Best tips to achieve accuracy in project planning timeline.

Set dependencies

To assist those of you working with more complicated processes or in need of setting certain sequences to how tasks have to be completed, we made sure to include dependencies. In Timeline, you can draw dependencies between tasks and subtasks in one or multiple boards to create just the sequence that works. This allows you to check if the process can be finished on time and make adjustments when needed.

To add dependencies, hover over a task in Timeline and press one of the two blue dots on the sides to draw an arrow connecting it to another task. if you made a mistake, press on the arrow and delete it with an ‘x’ that appears. You will see the dependencies in Timeline and in task details. It is important to note you can also set dependencies from the task details – click ‘add dependency’ at the very top of the task detail window and choose which task to block or wait on. This will also be visualized in Timeline.

timeline view dependencies
Timeline view dependencies

Looking for more? Check out this list of the best project timeline tools.

Plan according to set dates

If you work in iterations or phases and set start and end dates for your Kanban board rows, this is also visualized in Timeline. After the dates are set for each row, the view will be white only within the time window selected and greyed out for the rest of the view. While you can still extend tasks into the grey zone, you will not be able to add new tasks, indicating that a certain phase of the project should end there.

This should help you plan out your project, respect the deadlines, and not overextend tasks. Learn more about planning timelines within the Kanban work environment.

multiselect timeline
Multiselect timeline view

Filter to see just what you need

Lastly, the Teamhood Timeline can be filtered in various ways to see just the information that is important to you. Choose to see only the items assigned to you, only items that are due, or only those with a specific tag or assignee. So, you can choose to see only tasks from a specific client or a specific team member to see if the set deadlines are going to be met. Or view due items to make sure you solve the delayed work items quickly so that they do not affect your overall progress.

Find out more about Teamhood features, visit actionable Agile metrics reports to see which tasks you should work on next, or check out the most common thieves of time in the office.

See how Teamhood stacks up against other popular timeline management tools.

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