The old-fashioned approach to project management is simple: all you need is a piece of paper and a pen.<\/p>\n
Can that work? Sure. As long as your project is something simple, like: \u201cPick up coffee filters at the store.\u201d<\/p>\n
\nBut the reality is that today\u2019s online projects are far<\/i> more complex than that. They involve multiple users, each tackling their own project milestones and deadlines with many moving parts all happening at once.<\/p>\n<\/blockquote>\n
If your\u00a0project<\/a>\u00a0calendar\u2019s sophistication can\u2019t grow with the scope of the project, your planning won\u2019t be up to par. In this blog, we’ll show you how to use a project calendar to manage everything from project scheduling to task management and task dependencies.<\/p>\n
Get started with monday.com<\/a><\/p>\n
What is a project calendar?<\/b><\/h2>\n
A project calendar is a schedule you use to outline a group\u2019s project\u00a0workflow<\/a>, whether it’s daily, weekly, or monthly.<\/p>\n
Project calendars can provide detailed insight for work days or a high-level view of a project’s timeline.<\/p>\n
Benefits of a project calendar<\/h2>\n
\nOne study<\/span><\/a> found that project calendars can help free you from the stress and anxiety of an under-planned project.<\/p>\n<\/blockquote>\n
And a project calendar is far more robust than a pen and a piece of paper or an excel spreadsheet<\/a>. Here are just a few features of this tool that make it an ideal solution:<\/p>\n
\n
- Color-coding<\/b> by milestone status, employee working times, unique customer channels, or stages in the project planning process
\n<\/b><\/li>\n- Calendar sharing<\/b> via digital access, bringing multiple team members together on one project planning calendar
\n<\/b><\/li>\n- Automated<\/b> communication<\/b> for overdue milestones, meeting announcements, and reducing emails to save time
\n<\/b><\/li>\n<\/ul>\nWhat should you look for in a project calendar template?<\/b><\/h2>\n
If creating a new project calendar seems overwhelming, you can always\u00a0consult pre-made templates<\/a>\u00a0for your project calendar. Tools like monday.com offer such templates to serve as base calendars for your teams’ unique processes.<\/p>\n
\n
- Choose the right template.<\/b> An ongoing marketing calendar<\/span><\/a>, for example, will look different than a social media calendar<\/span><\/a>. Pick the appropriate template for your field first.
\n<\/b><\/li>\n<\/ul>\n\n
- Look for ways to create assignments. <\/b>Assigning ownership of specific tasks should automatically fill individual team members\u2019 calendars.
\n<\/b><\/li>\n<\/ul>\n\n
- A way to unify your team.<\/b> From color-coded status updates to setting milestone priorities, your calendar should be flexible. The entire team should be able to see the whole project at a glance.
\n<\/b><\/li>\n<\/ul>\n\n
- Calendar integration.<\/b> With our calendar integrations<\/span>, you can sync team members via Google Calendar<\/a>, iOS, Outlook<\/a>, and more.
\n<\/b><\/li>\n<\/ul>\nHow to build an online project calendar<\/b><\/h2>\n
The good news is you don\u2019t have to start from scratch to create a project calendar. A good online project calendar app will include ready-to-go templates.<\/span><\/a><\/p>\n
Here\u2019s how to get started:<\/p>\n
\n
- Use a template. <\/b>There\u2019s no reason to reinvent the wheel, after all.
\n<\/b><\/li>\n- Sync your team and assign tasks.<\/b> If you\u2019re working with a remote team, find out which calendars they\u2019re using.
\n<\/b><\/li>\n- Review your timeline. <\/b>In monday.com, for example, the \u201ctimeline\u201d feature lets you view team member workload.\u00a0
\n<\/b><\/li>\n- Create milestones by due dates. <\/b>For example: monday.com\u2019s date column<\/span><\/a> will automatically alert you when a milestone is behind once you\u2019ve assigned due dates.
\n<\/b><\/li>\n- Prioritize tasks.<\/b> It should be as easy as dragging-and-dropping in your calendar software. If not, find a different project calendar to use.
\n<\/b><\/li>\n<\/ul>\nGet started<\/a><\/p>\n
How to build an effective project calendar<\/b><\/h2>\n
How can you be sure the project calendar you\u2019ve created will be effective?<\/p>\n
\n
- Create deadlines<\/b>, even if they\u2019re artificial. It\u2019s a project calendar<\/i>, after all. Your most important variable is time. In fact, psychologists have found that deadlines create more interest in completing a project<\/span><\/a>.
\n<\/b><\/li>\n<\/ul>\n\n
- Review your timeline before kickoff. <\/b>Your timeline should create an equal balance of work, whenever possible. The timeline column<\/span><\/a> in monday.com makes it easy to review upcoming deadlines.
\n<\/b><\/li>\n<\/ul>\n\n
- Start with the most important tasks first.<\/b> An incremental approach might help you slow-build momentum. But you\u2019ll have less stress down the road with each high-priority task under your belt.
\n<\/b><\/li>\n<\/ul>\n\n
- Stay flexible with due dates. <\/b>Due dates are good for getting a project in motion. But be wary of due dates that are too rigid and force team members into rushing an important task.
\n<\/b><\/li>\n<\/ul>\n\n
- Integrate any existing assets.<\/b> Do you already have data available in Excel? Your project calendar software should be able to import it into an online calendar. Look for other integrations, too, such as integrating MailChimp on an email newsletter calendar.
\n<\/b><\/li>\n<\/ul>\n\n
- Learn how to switch views.<\/b> You can use a project Kanban boards<\/span><\/a> view in monday.com, and just as easily switch to a calendar view. This gives you a comprehensive source known as an \u201cinformation radiator.\u201d
\n<\/b><\/li>\n<\/ul>\nWhat is the essential project calendar terminology?<\/b><\/h2>\n
With the right app in place and the tips above, you should have no problem getting started with creating a project calendar. However, don\u2019t be surprised if you run into terminology related to project calendars that sounds like jargon. Here are three terms you\u2019ll need to know.<\/p>\n
Gantt Charts<\/b><\/h3>\n
A Gantt Chart<\/span><\/a> is a type of project calendar that uses bar graphing to illustrate progress over time. A line down the middle should show your current time. Trace your finger down the line and compare it with the progress in the bars, and you\u2019ll see where you need to catch up.<\/p>\n
Kanban Boards<\/b><\/h3>\n
Kanban Boards\u00a0are all about priorities. They split items into a left-to-right system demonstrating the progress of the project. In a Kanban Board, there\u2019s less emphasis on the timeline of the project but rather the tasks involved. But with an effective project calendar app, you can switch between Kanban view and Calendar view to get a sense of your progress. Want 10x your productivity? Check out our awesome Kanban board templates<\/a>.<\/p>\n
Timeline View<\/b><\/h3>\n
What\u2019s the difference between Timeline View and a project calendar? In monday.com, for example, you can turn virtually any project into a project calendar by clicking on Timeline View<\/span><\/a>.<\/p>\n
Once you\u2019ve input your due dates, switching to Timeline View will give you elements of a Gantt Chart<\/a>. You\u2019ll see a horizontal bar that demonstrates a milestone\u2019s status against the current due dates.<\/p>\n
Build a stellar project calendar<\/b><\/h2>\n
Project management<\/a> isn\u2019t only about fitting puzzle pieces together.<\/p>\n
Think of effective project management as existing in multiple dimensions. Your goal isn\u2019t just to complete a task; it\u2019s to complete a task on-time<\/i>. And if you don\u2019t measure your progress over time, you won\u2019t know how to optimize your available resources to get the most important work done.<\/p>\n
Want to turn your project into a ready-made calendar? Check out the template below\u00a0and you\u2019ll have everything you need for effective project management that you can measure against the clock. Or in this case, the calendar.<\/p>\n
Get started<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"
The old-fashioned approach to project management is simple: all you need is a piece of paper and a pen. Can that work? Sure. As long as your project is something simple, like: \u201cPick up coffee filters at the store.\u201d But the reality is that today\u2019s online projects are far more …<\/p>\n","protected":false},"author":15,"featured_media":165964,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"pages\/cornerstone-primary.php","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"Creating A Project Management Calendar For Organized Projects","_yoast_wpseo_metadesc":"A project management calendar is a visual tool to measure your team\u2019s progress. Learn how to effectively build and manage one for stress-free task management.","monday_item_id":18059559733,"monday_board_id":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13904],"tags":[],"class_list":["post-27123","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":{"lobby_image":false,"post_thumbnail_title":"","hide_post_info":false,"hide_bottom_cta":false,"hide_from_blog":false,"cluster":"","banner_url":"","main_text_banner":"","sub_title_banner":"","sub_title_banner_second":"","banner_button_text":"","below_banner_line":"","display_dates":"updated","landing_page_layout":false,"sidebar_color_banner":"","custom_tags":false,"featured_image_link":"","faqs":[{"faq_title":"FAQs ","faq_shortcode":"project-management-calendar","faq":[{"question":"What is a basic project management schedule?","answer":"
A basic project management schedule is a detailed timeline of the different tasks and phases that make up a project. It includes the start and end dates of each task, and important milestones, and provides a general overview of the project activities required to complete a project.<\/p>\n"},{"question":"How do you create a simple project schedule?","answer":"
To create a simple project schedule, follow these steps:
\n1. Define the project scope and goals
\n2. List the necessary tasks to complete the project
\n3. Evaluate task dependencies to organize tasks in a logical sequence
\n4. Estimate how long each task will take
\n5. Determine start and end dates for each task
\n6. Assign team members to tasks
\n7. Regularly monitor and adjust the schedule in real-time<\/p>\n"},{"question":"What are the different types of project calendars? ","answer":"While many different project management calendars exist, they can be categorized into four types of calendars:
\nBase calendars - the foundational\/ traditional calendar that acts as a template for all other calendars. It defines the standard days and hours available for work to be completed on each project.
\nProject calendars - organize a project\u2019s timeline by scheduling the start and end dates of a project\u2019s phases and milestones.
\nResource calendars - map out and allocate the distribution of available resources during a project.
\nTask calendars - break up a project into each individual task needed for project completion, including their start\/end dates and known dependencies. <\/p>\n"}]}],"activate_cta_banner":false,"use_customized_cta":false,"display_subscribe_widget":false,"custom_schema_code":"","hide_time_to_read":false,"disclaimer":"","cornerstone_hero_cta_override":{"label":"","url":""},"sections":[{"acf_fc_layout":"content_1","blocks":[{"main_heading":"","content_block":[{"acf_fc_layout":"text","content":"The old-fashioned approach to project management is simple: all you need is a piece of paper and a pen. Can that work? Sure. As long as your project is something simple, like: \u201cPick up coffee filters at the store.\u201d<\/span><\/p>\n
But the reality is that today\u2019s online projects are <\/span>far<\/span><\/i> more complex than that. They involve multiple users, each tackling their own project milestones and deadlines with many moving parts all happening at once.<\/span><\/p>\n
If your <\/span>project<\/span><\/a> calendar\u2019s sophistication can\u2019t grow with the scope of the project, your planning won\u2019t be up to par. In this blog, we\u2019ll show you how to use a project calendar to manage everything from project scheduling to task management and task dependencies. We\u2019ll also show you how to leverage project management software like monday work management to create a project management calendar that boosts team efficiency and team productivity.\u00a0<\/span><\/p>\nGet started<\/a>\n"}]},{"main_heading":"What is a project management calendar?","content_block":[{"acf_fc_layout":"image","image_type":"normal","image":165971,"image_link":null},{"acf_fc_layout":"text","content":"
Put simply, a project management calendar is a visual tool that outlines a project\u2019s schedule and workflow: allowing all team members to stay on track with a project\u2019s trajectory and what needs to be done. They can vary in use, either providing detailed insight for work days, a high-level view of a project\u2019s timeline, or both. Most often, a project calendar acts as a shared location that aligns teams to plan and visualize:<\/span><\/p>\n
\n
- Task allocation<\/b>, so it\u2019s clear who\u2019s assigned to each task and what their responsibilities are<\/span><\/li>\n
- Deadlines <\/b>to ensure each task has a deliverable date that moves the project along\u00a0<\/span><\/li>\n
- Milestones <\/b>to map out important goals and events in the project<\/span><\/li>\n
- Project progress <\/b>to monitor in real-time the exact status of a project and if tasks are being completed on time\u00a0<\/span><\/li>\n
- Dependencies<\/b> that illustrate relationships between tasks so each task is assigned in a sequence that makes sense<\/span><\/li>\n<\/ul>\n
There are many tools available to help you create a project calendar, including project management software like monday work management.\u00a0<\/span><\/p>\nGet started<\/a>\n"}]},{"main_heading":"3 ways to visualize project calendars ","content_block":[{"acf_fc_layout":"text","content":"
The beauty of digital project calendars is that they can exist in various kinds of visual representations, so you can picture your project\u2019s schedule any way you like. Some common forms of project calendars include:\u00a0<\/span><\/p>\n
Gantt Charts<\/b><\/h3>\n"},{"acf_fc_layout":"image","image_type":"normal","image":166032,"image_link":null},{"acf_fc_layout":"text","content":"
A <\/span>Gantt Chart<\/span><\/a> is a type of project calendar that uses bar graphing to illustrate progress over time. A line down the middle should show your current time. Trace your finger down the line and compare it with the progress in the bars, and you\u2019ll see where you need to catch up. Gantt charts also help show the dependencies between different tasks in a project.<\/span><\/p>\n
Kanban Boards<\/b><\/h3>\n"},{"acf_fc_layout":"image","image_type":"normal","image":166038,"image_link":null},{"acf_fc_layout":"text","content":"
Kanban Boards are all about priorities. They split items into a left-to-right system demonstrating the progress of the project. In a Kanban Board, there\u2019s less emphasis on the timeline of the project but rather the tasks involved. But with an effective project calendar app like monday work management, you can switch between Kanban view and Calendar view to get a sense of your progress. Get started using Kanban boards with one of our awesome <\/span>Kanban board templates<\/span><\/a>.<\/span><\/p>\n
Timelines<\/b><\/h3>\n"},{"acf_fc_layout":"image","image_type":"normal","image":166044,"image_link":null},{"acf_fc_layout":"text","content":"
A timeline <\/a><\/span>is a sequential graph that allows teams to visualize a project\u2019s steps and timeframe at a glance. It uses elements of Gantt charts to demonstrate the different tasks that make up a project, who\u2019s assigned to each task, and each task\u2019s status against the current due dates.\u00a0<\/span><\/p>\n
With monday work management, you can turn virtually any project calendar into an interactive timeline by simply clicking on the <\/span>Timeline View<\/span><\/a>.<\/span><\/p>\nGet started<\/a>\n"}]},{"main_heading":"Benefits of a project calendar","content_block":[{"acf_fc_layout":"text","content":"
It\u2019s an inevitable fact that proper planning is the key to successful outcomes, so it\u2019s no surprise that using a concrete planning tool such as a project calendar comes with many benefits. <\/span>One study<\/span><\/a>\u00a0found that project calendars can help free you from the stress and anxiety of an under-planned project.<\/span><\/p>\n
And today\u2019s project calendars are far more robust than a pen and a piece of paper or an <\/span>Excel spreadsheet<\/span><\/a>. Here are some of the specific benefits that reinforce project calendars as an integral tool in project management.\u00a0<\/span><\/p>\n
Project visualization<\/b><\/h3>\n
A project calendar brings a project and its different phases to life in a visual way that anyone, from stakeholders to cross-departmental teams, can understand. Humans are visual creatures, so it\u2019s inherently effective to actually see a mapped-out schedule of a project with dates, tasks, and milestones, to fully grasp the scope of a project and its trajectory.<\/span><\/p>\n
Clear project planning<\/b><\/h3>\n
A project calendar is a fool-proof hack for organization because it forces teams to map out their project in advance, allocating tasks, resources, and deadlines. While some due dates and tasks may unavoidably change over time, a calendar ensures teams are aligned on a starting point for what needs to be done and when.<\/span><\/p>\n
Effective resource management<\/a><\/b><\/h3>\n
By planning in a project calendar, project managers can evenly distribute tasks to ensure team members aren’t overworked and that resources are distributed evenly toughout the project lifecycle<\/span>. Carefully mapping out where to allocate tasks and resources also avoids scheduling conflicts.\u00a0<\/span><\/p>\n
Enhanced accountability\u00a0<\/b><\/h3>\n
When someone\u2019s tasks and responsibilities in a project are clearly stated in a calendar that everyone can see, it\u2019s more likely they\u2019ll take full ownership of their role and get it done on time.<\/span><\/p>\n
Better team collaboration\/ communication<\/b><\/h3>\n
A management calendar is a unified tool that the whole team can access and collaborate on, so it ensures all team members are on the same page. Anybody can easily understand who is in charge of what, and when something is due. Most importantly, team members and stakeholders can be updated in real-time when a change in the schedule is made.<\/span><\/p>\n"}]},{"main_heading":"How to build an online project calendar","content_block":[{"acf_fc_layout":"text","content":"
You should now have a solid understanding of why<\/i> a project calendar is an essential tool to effectively organize and execute your project. But the next question poses itself: how and where can you build your project calendar to ensure you\u2019re getting the best use of it?<\/p>\n
To build an online project calendar as effectively and simply as possible, follow these steps.\u00a0<\/span><\/p>\n
1. Pick a project calendar tool\u00a0<\/b><\/h3>\n
First, you\u2019ll have to pick a tool that you\u2019ll use to create your project calendar. You want to ensure your entire team will be able to access and seamlessly use this tool.<\/span><\/p>\n
There are a couple of options here, from using a simple Excel sheet, to a more visually stimulating Google Calendar, or a customizable project management tool like monday work management. The right choice depends on your unique needs and priorities, so we\u2019ll go through the pros and cons of each for you to gain a clearer view of which choice is best.<\/p>\n\n
\n\n
\n\t \n<\/td> Excel<\/th> Google Calendar<\/th> Project management software<\/th>\n<\/tr>\n<\/thead>\n \n\t Pros<\/td> Straightforward tool that your team probably already knows how to use
\n
\nVarious pre-built Excel calendar templates and layouts <\/td>Easy to collaborate in real time with team members
\n
\nFamiliar tool that your team likely already uses
\n
\nAutomatic reminders and notifications <\/td>Simple to visualize your calendar in different formats
\n
\nBuilt-in collaboration features so team members can communicate on specific tasks and gain real-time updates
\n
\nIntegrates with your project\u2019s entire project management strategy
\n
\nCan upload pre-existing Excel files or Google Sheets <\/td>\n<\/tr>\n\n\t Cons<\/td> Limited real-time collaboration features
\n
\nNo native graphs and timelines to visualize your calendar in different formats
\n
\nComplicated to visualize and analyze dependencies<\/td>Lacks basic task management features like dependencies, resource allocation, & task-status tracking
\n
\nNo visual chart views like Gantt charts or timelines
\n
\nDifficult to navigate complex projects with multiple tasks and events <\/td>Slight learning curve as teams begin to understand the software
\n
\nCosts money for full features<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\nPros and cons of creating a project calendar in Excel
\n<\/b><\/h4>\nExcel is a widely familiar tool that all kinds of teams and individuals use to organize information. While it\u2019s not specifically a project management tool, users can format the spreadsheet\u2019s cells to represent a calendar. And while it can be effective for simple, smaller projects, it\u2019s far more limiting than other project calendar tools because it lacks many project management features.<\/p>\n
\n
- Pros<\/b><\/li>\n<\/ul>\n
\n
- \n
\n
- It\u2019s a straightforward tool that your team probably already knows how to use<\/li>\n
- There are various pre-built Excel calendar templates and layouts to get you started quickly<\/li>\n<\/ul>\n<\/li>\n
- Cons<\/b><\/li>\n<\/ul>\n
\n
- \n
\n
- Limited real-time collaboration features<\/li>\n
- No native graphs and timelines to visualize your calendar in different formats<\/li>\n
- Visualizing and analyzing dependencies is very complicated<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Pros and cons of creating a project calendar in Google Calendar<\/b><\/h4>\n
When most people think of a digital calendar, Google Calendar is probably the first thing that comes to mind.\u00a0This popular scheduling tool has become the standard way for people around the world to plan out their days and even months including appointments, meetings, and other events.<\/p>\n
Users can use this tool to create specific, shared calendars to plan out projects, but it does have some limitations when being used for task management and other high-level project planning needs.<\/p>\n
\n
- Pros<\/b>\n
\n
- Easy to collaborate in real time with team members<\/li>\n
- Familiar tool that your team likely already uses<\/li>\n
- Automatic reminders and notifications keep your project on track<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
\n
- Cons<\/b>\n
\n
- Lacks basic task management features like dependencies, resource allocation, & task-status tracking<\/li>\n
- No visual chart views like Gantt charts or timelines<\/li>\n
- Difficult to navigate complex projects with multiple tasks and events<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Pros and cons of creating a project calendar with monday work management<\/b><\/h4>\n
For a customizable and collaborative project calendar with comprehensive project management & task tracking features, you\u2019ll need to leverage a work management <\/span><\/a>software like monday work management. This is the best option if you want to take full control over your project\u2019s planning to visualize project tasks, timelines, resources, and dependencies in an intuitive way.<\/p>\n
\n
- Pros<\/b><\/li>\n<\/ul>\n
\n
- \n
\n
- Simple to visualize your calendar in different formats like Gantt charts, timelines, and workload views<\/li>\n
- Built-in collaboration features so team members can communicate on specific tasks and gain real-time updates<\/li>\n
- Integrates with your project\u2019s entire project management strategy<\/li>\n
- Can upload pre-existing Excel files or Google Sheets<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n