1 00:00:03,970 --> 00:00:07,840 OK in this session we're going to look at how to create a Gantt chart on Excel. 2 00:00:07,960 --> 00:00:14,520 So I'm going to create something like this and I'm going to show you that it's really easy to do every 3 00:00:14,550 --> 00:00:15,980 10 minutes is all it would take you. 4 00:00:15,990 --> 00:00:20,230 You only need basic excel knowledge you might pick up a few tips from me. 5 00:00:20,320 --> 00:00:24,040 But the main thing I want to just give you an impression of how easy it is to do. 6 00:00:24,220 --> 00:00:27,700 And we're going to start with a post-it note diagram like this. 7 00:00:27,700 --> 00:00:30,490 And then we're going to convert it into an Excel Gantt Chart. 8 00:00:30,650 --> 00:00:32,680 It's really important to start with the post-it note diagram. 9 00:00:32,680 --> 00:00:38,310 That's the heart of your planning the Gantt chart is just a better way to present it and see it. 10 00:00:38,350 --> 00:00:44,200 So we're going to use the example that I've taken from a training course based on setting up a European 11 00:00:44,200 --> 00:00:49,440 distribution center for something you don't need to worry too much about the details of that. 12 00:00:49,450 --> 00:00:54,110 I'm just going to use it as a way to demonstrate the process of setting up the Gantt Chart. 13 00:00:54,850 --> 00:00:58,020 OK so we start with a completely blank page. 14 00:00:58,720 --> 00:01:04,570 Ok so I'm going to show you how to create a Gantt chart based on a network diagram or network diagrams 15 00:01:04,570 --> 00:01:09,790 also known as Perche charts flow charts post-it note diagrams whatever you want to call them. 16 00:01:09,800 --> 00:01:14,500 I've got one that we've done earlier here just using Post-It Notes on a white board that's my preferred 17 00:01:14,500 --> 00:01:17,770 way of doing it it's really low tech really easy. 18 00:01:17,770 --> 00:01:18,970 A group of people can do it. 19 00:01:18,970 --> 00:01:20,590 It's verging on fun. 20 00:01:20,860 --> 00:01:26,290 So we've planned out a project this is actually opening up a distribution center for a product in Europe 21 00:01:26,320 --> 00:01:27,890 and we've planned it all out. 22 00:01:28,170 --> 00:01:32,830 And as you can see we've estimated the weeks we've got the Post-It notes in the right running order. 23 00:01:32,950 --> 00:01:38,680 And from that we can find the critical path which is the longest path through and you can see the longest 24 00:01:38,680 --> 00:01:45,070 path goes kind of through the middle identify country find a site biocide etc. and I've got those in 25 00:01:45,070 --> 00:01:45,670 red. 26 00:01:45,850 --> 00:01:51,380 So the final bit of creating the post-it note diagram is to show the critical path in red. 27 00:01:51,710 --> 00:01:54,460 And now we're going to make it into a gunshot. 28 00:01:54,460 --> 00:01:58,570 Now one of the problems with the post-it note diagrams it's not very portable if it's on a white board 29 00:01:58,930 --> 00:02:02,440 but that's OK because we're going to make it into a Gantt chart using Excel. 30 00:02:02,560 --> 00:02:06,610 And then you can email that print it out do whatever you want with it. 31 00:02:06,610 --> 00:02:11,040 Personally I like Excel because it's the easiest way to do it. 32 00:02:11,050 --> 00:02:14,310 It's everybody's got Excel everyone knows how to use it. 33 00:02:14,530 --> 00:02:17,770 If you start using things like Microsoft Project you're going to buy extra software. 34 00:02:17,770 --> 00:02:19,420 People have got to learn it. 35 00:02:19,420 --> 00:02:22,330 If you limit it to other people they might not be able to open it and all of that. 36 00:02:22,330 --> 00:02:24,000 So I'm thinking keep it simple. 37 00:02:24,040 --> 00:02:25,340 Use Excel. 38 00:02:25,870 --> 00:02:32,300 So the first thing we do is type in the tasks starting with the critical path. 39 00:02:32,500 --> 00:02:34,570 So I'm just going to do that. 40 00:02:34,570 --> 00:02:41,860 So you can see that the critical tasks go from identify country down through to opening business that 41 00:02:41,870 --> 00:02:42,710 they are. 42 00:02:43,390 --> 00:02:47,040 And then underneath those you put the floating tasks. 43 00:02:47,710 --> 00:02:51,490 So the floating tasks are all the ones that are non-critical and remember the definition of a critical 44 00:02:51,490 --> 00:02:54,420 task is just something that's on the critical path. 45 00:02:54,430 --> 00:02:55,030 That's all it is. 46 00:02:55,030 --> 00:03:01,380 It doesn't mean it's expensive or quality is critical or anything it just means it's time critical that's 47 00:03:01,380 --> 00:03:04,020 what a critical task is. 48 00:03:04,030 --> 00:03:06,840 So we've got a floating task on there as well now. 49 00:03:07,480 --> 00:03:14,950 I'm going to make this column a little bit wider so that all the tasks can fit in the first column and 50 00:03:15,100 --> 00:03:17,650 the next thing and then just put the numbers of the weeks across the top. 51 00:03:17,650 --> 00:03:21,760 So if we add up the length of the critical path you can see it's four and four is eight. 52 00:03:21,760 --> 00:03:29,110 Another 10 for buying a site 18 and another eight is getting difficult now 26. 53 00:03:29,320 --> 00:03:32,340 And two more weeks for installing the furniture's 28. 54 00:03:32,370 --> 00:03:35,850 It's a 28 week project. 55 00:03:35,850 --> 00:03:37,670 So I'm going to put the numbers across the top. 56 00:03:38,230 --> 00:03:44,260 If you select the first two and then drag this little dot you can go all the way out to where you want 57 00:03:44,260 --> 00:03:48,250 to go and you can see it's going off the end of my page but that's OK. 58 00:03:48,370 --> 00:03:52,210 So it's going up to 28 there. 59 00:03:53,050 --> 00:03:56,650 I'm going to make sure if it's on the page now so I'm going to select that column and then hold the 60 00:03:56,650 --> 00:03:58,660 shift key down. 61 00:03:58,810 --> 00:04:03,940 Go back and select column holding the shift key down just makes it select all of them and then when 62 00:04:03,940 --> 00:04:07,480 I pull in that first one they all come in by the same amount. 63 00:04:07,570 --> 00:04:09,370 So I can get it the right size. 64 00:04:09,370 --> 00:04:14,680 And while I'm there I'm going to send to them as well just because I'm quite attentive. 65 00:04:15,280 --> 00:04:21,250 So I've got everything visible on my page now which is good. 66 00:04:21,700 --> 00:04:25,290 I think I'll just say that was well because you can never quite trust your computer. 67 00:04:25,600 --> 00:04:30,220 So the next thing is I'm going to put in the Nickelodeon part of the Gantt chart and I've got a way 68 00:04:30,220 --> 00:04:30,930 of doing that. 69 00:04:30,920 --> 00:04:35,260 That saves quite a lot of time and effort which is to use conditional formatting. 70 00:04:35,260 --> 00:04:38,770 This is the only bit of this whole thing that's remotely clever. 71 00:04:38,770 --> 00:04:43,300 I'm hoping you'll get the idea from watching this that anyone can do a gunshot using Excel it's really 72 00:04:43,300 --> 00:04:44,780 easy and really quick. 73 00:04:44,800 --> 00:04:47,590 This whole DeMars only take five minutes. 74 00:04:47,590 --> 00:04:54,130 Probably if I wasn't explaining it as I went so I'm going to select the whole area of my Gantt chart 75 00:04:54,580 --> 00:04:58,560 and I'm going to go conditional formatting so you can see this is in the home menu. 76 00:04:58,720 --> 00:05:05,090 Just select conditional formatting highlighted cells rules and I'm going to go greater than. 77 00:05:05,700 --> 00:05:10,340 So I'm going to say if if the content of the cell is greater than zero. 78 00:05:10,350 --> 00:05:17,670 In other words if there's anything in there at all Cullerton so I formatted that and you can't tell 79 00:05:17,670 --> 00:05:22,500 it looks perfect in all that's now been formatted so you can see if I was to put ones in there it would 80 00:05:22,500 --> 00:05:25,460 color it in and if I delete them the color goes. 81 00:05:25,470 --> 00:05:30,230 So that's it's just quicker than having to color in all the ones that you want. 82 00:05:30,270 --> 00:05:35,110 Now the other thing is I want the floating task's the non-critical ones to be a different color. 83 00:05:35,460 --> 00:05:40,980 So I'm going to go back into this back into conditional formatting highlighted cells greater than and 84 00:05:40,980 --> 00:05:46,570 this time I'm going to go for a different color I think I'll go for green. 85 00:05:47,740 --> 00:05:52,140 OK so those floating tasks are going to come out green when I get to them. 86 00:05:52,530 --> 00:05:56,420 So everything's formatted and we're ready to put our tasks in now. 87 00:05:56,630 --> 00:06:01,730 So I'm going to do is I'm just going to put one in each box just to make it color it in. 88 00:06:01,770 --> 00:06:04,460 So I identified a suitable countries for weeks. 89 00:06:04,680 --> 00:06:07,840 So I'm just going to put a wall in the first four box it's like that. 90 00:06:08,400 --> 00:06:13,920 And then finding a site is also for weeks I'm just following along the critical path I'm ignoring all 91 00:06:13,920 --> 00:06:15,660 the other tasks for the moment. 92 00:06:15,660 --> 00:06:20,450 Buying a site is 10 weeks so that's. 93 00:06:20,620 --> 00:06:28,510 10 there to 18 which is right next is modify the buildings that's another 8. 94 00:06:29,040 --> 00:06:31,980 This does form an opportunity to double check your estimates as well. 95 00:06:31,980 --> 00:06:35,960 So when you're filling these in you sometimes think actually does that look right. 96 00:06:36,150 --> 00:06:38,250 And I'm assuming they're right for the sake of this. 97 00:06:38,310 --> 00:06:43,440 Then we install the furniture and fittings which is two more weeks and then we open our opening and 98 00:06:43,890 --> 00:06:47,670 it's an event has no generation so only a gunshot. 99 00:06:47,670 --> 00:06:54,130 You just put a vertical line and the best way to do that is to select the whole column and just put 100 00:06:54,360 --> 00:06:55,090 the board. 101 00:06:55,110 --> 00:06:57,210 Just do a left border like that. 102 00:06:57,630 --> 00:06:59,500 So that's the end there. 103 00:06:59,530 --> 00:07:02,290 So for business it's just that line. 104 00:07:02,490 --> 00:07:06,480 Any other events you want to have on your Gantt chart you can just have vertical lines. 105 00:07:06,810 --> 00:07:08,300 So that's the critical path. 106 00:07:08,340 --> 00:07:11,430 In hope you'll agree that was really easy. 107 00:07:11,430 --> 00:07:14,150 Don't worry about the fact we've got ones in there at the moment. 108 00:07:14,190 --> 00:07:18,090 They're just a way to make it color in but I am actually going to use those numbers for something else 109 00:07:18,090 --> 00:07:19,740 later. 110 00:07:19,770 --> 00:07:23,250 So now we can start putting the floating tusks in the first floating task. 111 00:07:23,250 --> 00:07:29,610 I'm going to put in is get the trade permit which as you can see comes after identifying a suitable 112 00:07:29,610 --> 00:07:30,810 country. 113 00:07:30,810 --> 00:07:33,390 So it must be after this block of four. 114 00:07:33,480 --> 00:07:37,800 So I got to put a vertical line down here using that border again for the constraint. 115 00:07:37,800 --> 00:07:42,960 So it must be after that point we can't do it until we've got a country that constrained at the other 116 00:07:42,960 --> 00:07:46,380 end is that it has to be done before we buy the site. 117 00:07:46,380 --> 00:07:48,950 You can see that by looking at the flow chart there. 118 00:07:48,960 --> 00:07:54,630 So this block here is buying this site so it must be done before we get to here. 119 00:07:54,720 --> 00:07:58,680 Otherwise it's going to hold up the critical path which is a big crime. 120 00:07:58,800 --> 00:08:01,940 So it's between those two vertical lines and it's two. 121 00:08:01,950 --> 00:08:03,770 So I'm just going to put a little block here. 122 00:08:03,870 --> 00:08:08,940 Let's go to the length of two save it as well. 123 00:08:08,940 --> 00:08:14,490 Now these these tasks float somewhere between these two lines and we'll decide later whether we want 124 00:08:14,490 --> 00:08:16,350 to do this earlier or later. 125 00:08:16,350 --> 00:08:20,490 I probably would apply for the permit straightaway actually in which case what I could probably do is 126 00:08:20,490 --> 00:08:22,610 just move those to that like that. 127 00:08:23,240 --> 00:08:25,350 But we all worry about the floaters later. 128 00:08:25,350 --> 00:08:29,130 So first of all we're just going to bring them all in in the middle if they're sort of floating range 129 00:08:29,660 --> 00:08:36,420 and I quite like to put in a little arrow just to show that they've got that flight now to show the 130 00:08:36,510 --> 00:08:38,170 arrows. 131 00:08:38,640 --> 00:08:42,160 I need to go to the drawing tab. 132 00:08:43,200 --> 00:08:44,850 Where where is it. 133 00:08:45,240 --> 00:08:50,530 And so if you just go in search shapes you can just select an area and I'm going to go for this. 134 00:08:50,530 --> 00:08:56,390 It's under the lines actually that just put one in like that. 135 00:08:56,490 --> 00:09:01,460 And similarly the other way as well is going to click on that when it can have it going that way. 136 00:09:04,010 --> 00:09:11,180 And that's just a way of showing that we've got we've got freedom about when we do those two that's 137 00:09:11,520 --> 00:09:16,190 they've got float actually to it because it's a task of length 2 and it's got a space of four. 138 00:09:16,420 --> 00:09:22,030 So that's the Permethrin the key thing to putting in the floating tasks is that you must have these 139 00:09:22,030 --> 00:09:24,250 vertical constraints one on each end. 140 00:09:24,310 --> 00:09:26,540 When do you have to wait until you start it. 141 00:09:26,590 --> 00:09:28,490 And why must it be finished by. 142 00:09:28,630 --> 00:09:33,430 So you'll see I'm going to do that again for find local suppliers and purchase furniture. 143 00:09:33,430 --> 00:09:36,320 So these ones come after buying the site. 144 00:09:36,520 --> 00:09:37,910 The end of that block. 145 00:09:37,940 --> 00:09:46,000 They're to go and they both have to be done before we install the furniture. 146 00:09:46,000 --> 00:09:47,690 She's here. 147 00:09:48,730 --> 00:09:52,920 So what we've got here is we've actually got two tasks sharing that float. 148 00:09:52,930 --> 00:09:54,890 We both got to fit into that space. 149 00:09:55,240 --> 00:10:01,690 So I'm going to put in one of them as a two there and then I'm going to have a space before we do the 150 00:10:01,690 --> 00:10:02,860 second one like that. 151 00:10:02,890 --> 00:10:06,970 Now in real life you might actually move those a little bit to the right because you don't want to buy 152 00:10:06,970 --> 00:10:09,430 the furniture a long time before you're going to install it. 153 00:10:09,640 --> 00:10:14,740 But you could look at them in the space and decide whereabouts you want to fit them into that space. 154 00:10:14,980 --> 00:10:21,620 And similarly as before it's going to get in shape if I double click on this then. 155 00:10:21,800 --> 00:10:25,790 That doesn't work right. 156 00:10:25,960 --> 00:10:30,190 And again this new version of Office is quite different to the old one. 157 00:10:30,640 --> 00:10:37,210 I think what you do actually is you go insert shapes and then you can right click and it gives the option 158 00:10:37,210 --> 00:10:39,260 of lock drawing mode. 159 00:10:39,310 --> 00:10:43,960 So then you don't have to pick up the arrow every time you can put one in there and you can put one 160 00:10:43,960 --> 00:10:45,040 in there. 161 00:10:45,460 --> 00:10:51,190 And I'm going to put just a line between the two just so that we can show that they are connected and 162 00:10:51,190 --> 00:10:53,660 you have to do one and then the other. 163 00:10:54,340 --> 00:10:59,410 So that's the concept of floaters sharing float. 164 00:10:59,410 --> 00:11:02,600 Now I'm actually going to just change the order of these task. 165 00:11:02,610 --> 00:11:08,260 I'm going to move advertized down and then I'm going to move all of these back up and you'll see why 166 00:11:08,260 --> 00:11:14,620 in a minute there's no rule about what Or do you have to have the tasks in on a gunshot so this vertical 167 00:11:14,620 --> 00:11:19,420 axis is just completely unstructured apart from the fact you must have the critical path at the top. 168 00:11:19,810 --> 00:11:21,950 But ideally you'd make it look neat. 169 00:11:22,300 --> 00:11:27,730 And so I think it will work out slightly neater if I put in the manager and staff next. 170 00:11:27,730 --> 00:11:33,220 So looking at my post-it notes I can see the manager and staff come after we find a site. 171 00:11:33,520 --> 00:11:38,360 So at the end to find a site I just have an arrow line coming down a border like that. 172 00:11:38,590 --> 00:11:43,570 So it has to be after this point and anywhere up to the end when we open for business. 173 00:11:43,570 --> 00:11:47,430 So I'm going to get the manager as soon as I can. 174 00:11:47,680 --> 00:11:51,970 Four weeks is a bit quick for recruiting but I'll go with the numbers provided and I'm going to get 175 00:11:51,970 --> 00:11:56,740 the stuff right at the end because I don't want them sitting around costing me money and I haven't even 176 00:11:56,740 --> 00:11:58,720 done my building it. 177 00:11:58,720 --> 00:12:01,590 And similarly they're going to be connected with a line. 178 00:12:01,600 --> 00:12:06,750 So I just go back to shape's pick up the line just to show that there's one and then the other. 179 00:12:06,750 --> 00:12:11,380 So that's my manager and my stuff floating tasks. 180 00:12:11,380 --> 00:12:17,140 You can see I've got the manager in parallel with buying the site and I might decide that I don't need 181 00:12:17,140 --> 00:12:18,160 the manager at that point. 182 00:12:18,160 --> 00:12:22,570 So what I could do later for example is I could move those and the great thing about Excel is you can 183 00:12:22,570 --> 00:12:29,500 just cut and paste so I might actually move the manager to their manager arrives when I'm ready to start 184 00:12:29,560 --> 00:12:31,390 modifying the buildings. 185 00:12:31,390 --> 00:12:35,620 Anyway those are decisions we can make later and the gunshot is great for thinking about that sort of 186 00:12:35,620 --> 00:12:37,570 thing. 187 00:12:37,630 --> 00:12:41,590 Now the final task I'm going to put in is advertising the product. 188 00:12:41,590 --> 00:12:47,650 Now if you look at advertising the product that comes after getting the trade permit and the trade permit 189 00:12:47,710 --> 00:12:50,030 is a floating task they're beauties. 190 00:12:50,080 --> 00:12:52,320 So it's actually off to here. 191 00:12:52,330 --> 00:12:58,120 So what I'm going to do just absolutely as normal is I'm going to have my time constraint after that 192 00:12:58,570 --> 00:13:04,090 and the trade permit can be the advertising can be anywhere between that line and opening for business 193 00:13:04,330 --> 00:13:11,730 which is at the end and advertising the product takes four weeks. 194 00:13:11,770 --> 00:13:17,320 So I think I'll just put that in the middle and as usual I put on my arrows. 195 00:13:17,350 --> 00:13:20,620 You can save time actually by cutting and pasting arrows and dragging them in. 196 00:13:20,620 --> 00:13:22,520 I sometimes do that gets a little bit quicker. 197 00:13:23,620 --> 00:13:31,830 Now there's one important thing to know about this advertising task which is that it doesn't hang off 198 00:13:31,830 --> 00:13:33,930 the critical path it's hanging off a floating touch. 199 00:13:33,930 --> 00:13:38,820 So what we've got here is a floater hanging off a floater and that is what project managers actually 200 00:13:38,820 --> 00:13:39,290 call it. 201 00:13:39,360 --> 00:13:40,940 They have no sense of humor. 202 00:13:41,610 --> 00:13:46,890 And so the point about it is that it doesn't matter the fact that that constraint there is movable means 203 00:13:46,890 --> 00:13:50,570 that the amount of float that we've got for this task is is variable. 204 00:13:50,580 --> 00:13:56,100 If we got the permit earlier then advertising would have a bit more float but it's exactly the same 205 00:13:56,100 --> 00:13:57,210 process. 206 00:13:57,210 --> 00:14:03,120 So once you understand the concept of sharing float and floaters that hang off of the floaters you can 207 00:14:03,120 --> 00:14:05,240 then create the biggest Gantt chart in the world. 208 00:14:05,250 --> 00:14:08,190 You just build it up step by step until it's done. 209 00:14:09,750 --> 00:14:11,940 So that's all the basics put in. 210 00:14:11,940 --> 00:14:15,790 But I now want to do some things to the gun shop to make it a bit nicer. 211 00:14:15,820 --> 00:14:21,510 The first thing I'm going to do is put proper dates on the top here rather than just weak numbers. 212 00:14:21,510 --> 00:14:28,380 So I've got to do is just select that row and just go in a row like that and then I can put in the dates. 213 00:14:28,380 --> 00:14:34,040 So let's suppose today is the 12th of February 2012. 214 00:14:34,760 --> 00:14:35,930 And ooh. 215 00:14:36,000 --> 00:14:37,700 What does it mean when you get those. 216 00:14:37,710 --> 00:14:40,460 And the answer is it means my column isn't wide enough. 217 00:14:40,470 --> 00:14:41,290 But don't worry about that. 218 00:14:41,310 --> 00:14:43,100 I'm going to sort them out in a minute. 219 00:14:43,500 --> 00:14:45,790 So that's sweet commencing the 12th. 220 00:14:45,810 --> 00:14:52,360 Now a week after that it will be the 19th of February 2012. 221 00:14:53,550 --> 00:14:59,220 And in order to make it as visible I'm going to select that row again I'm going to go right click and 222 00:14:59,220 --> 00:15:06,450 I'm going to go format cells and then I'm going to go alignment and I'm going to pull this up to being 223 00:15:06,450 --> 00:15:09,490 a diagonal like that and say OK. 224 00:15:09,570 --> 00:15:11,860 So there they are that's much nicer. 225 00:15:11,970 --> 00:15:16,860 And then similarly as I did with the numbers I can then select both of them and drag this little dot 226 00:15:17,280 --> 00:15:18,970 and it puts all the rest. 227 00:15:19,110 --> 00:15:23,510 When I'm doing a training course that's the bit that gets gasps of amazement from the audience if you 228 00:15:23,520 --> 00:15:27,380 like that bit so I can now see my whole project laid out. 229 00:15:27,390 --> 00:15:28,900 I can see the dates. 230 00:15:29,010 --> 00:15:30,750 I can see what's critical and what isn't. 231 00:15:30,750 --> 00:15:36,120 I can see which of the long tasks which are the short tasks I can see that I'm going to start modifying 232 00:15:36,120 --> 00:15:40,560 the buildings in June you know will people be on holiday in August. 233 00:15:40,560 --> 00:15:41,780 That could be tricky. 234 00:15:41,790 --> 00:15:47,460 I can see I'm going to be recruiting the manager in April etc. and you know and open at the end of August. 235 00:15:47,580 --> 00:15:51,850 So I've now got a real time scale on my Gantt chart and that's one of the main reasons Gantt chart so 236 00:15:51,840 --> 00:15:58,590 good people can actually see the whole project and that part within it and they can commit at the start 237 00:15:58,590 --> 00:16:02,420 to these dates in their diaries so that's one advantage of a gunshot. 238 00:16:04,500 --> 00:16:09,480 Another advantage of a gunshot is that you can add up vertically and see when your busy times are. 239 00:16:09,660 --> 00:16:17,790 So for example if I select this column here and click on auto's which is over there on the menu it automatically 240 00:16:17,880 --> 00:16:22,620 adds up a column and then by pulling this little dot across again I can add them all up so I can now 241 00:16:22,620 --> 00:16:27,820 immediately see that I've got you know two tasks here and two tasks here. 242 00:16:27,840 --> 00:16:32,430 Now you may say well that doesn't tell me a lot because it's pretty obvious I've got to tell those points 243 00:16:32,900 --> 00:16:39,010 but what I can then do is I can actually put in how much time I'm going to spend on these tasks. 244 00:16:39,030 --> 00:16:43,260 Now for the sake of time what do all of this but let's suppose that recruiting a manager is going to 245 00:16:43,260 --> 00:16:49,950 take me 12 hours a week and let's suppose that buying the site I just have to have a meeting at the 246 00:16:49,950 --> 00:16:54,240 beginning of six hours is one halfway through one at the end. 247 00:16:54,660 --> 00:17:02,730 Let's say that modifying the buildings is going to take me 21 hours a week going up to 24 hours for 248 00:17:02,730 --> 00:17:09,150 the last two weeks finding the furniture suppliers going to take me for maybe buying the furniture is 249 00:17:09,150 --> 00:17:11,480 going to take me let's say six. 250 00:17:11,490 --> 00:17:14,130 And then nothing because I wait for it to arrive. 251 00:17:14,130 --> 00:17:15,920 By the way if you put nothing in it doesn't color it. 252 00:17:15,930 --> 00:17:17,530 But I've discovered that if you put in. 253 00:17:17,560 --> 00:17:23,100 And then it does color 18 and it still ends up correctly. 254 00:17:23,670 --> 00:17:28,650 So what I've got now if I filled in all of those with the hours is I got a profile now. 255 00:17:28,750 --> 00:17:36,580 As a load profile or resource profile of the hours I need in any given week I can make sure that doesn't 256 00:17:36,580 --> 00:17:37,650 go above 40. 257 00:17:37,660 --> 00:17:42,070 In fact ideally it wouldn't go above 10 because if you've got a day job as well as doing the project 258 00:17:42,070 --> 00:17:46,540 you won't be able to spend probably more than about 10 hours a week on your project and to make that 259 00:17:46,540 --> 00:17:47,650 a bit more visual. 260 00:17:47,650 --> 00:17:50,770 Quite a good thing to do is to insert a graph. 261 00:17:50,770 --> 00:18:01,420 So to do that I go to my receipt insert insert column and I just I just pick the most basic one usually 262 00:18:01,430 --> 00:18:06,480 which is one that the to the column and it looks really good. 263 00:18:06,490 --> 00:18:11,310 If you pull it out to be the same length as your page like this. 264 00:18:11,380 --> 00:18:16,270 So if you just it's a little bit fiddly but if you just lined up the left hand one and then pull that 265 00:18:16,270 --> 00:18:18,140 one out that's the right hand one. 266 00:18:18,250 --> 00:18:24,220 You can see now that I can immediately look and see where I'm busy and where I'm not just getting that 267 00:18:24,220 --> 00:18:24,960 lined up. 268 00:18:26,580 --> 00:18:31,290 I just pull that one out slightly off the yeah. 269 00:18:31,550 --> 00:18:36,950 So I can now easily see there is this big peak of work around here in July which was exactly what I 270 00:18:36,950 --> 00:18:37,940 was going to go on holiday. 271 00:18:37,950 --> 00:18:39,240 That's really inconvenient. 272 00:18:39,410 --> 00:18:41,390 And you can see it live as well. 273 00:18:41,390 --> 00:18:47,030 So if I suddenly realized that that say getting the perm it's going to take me 10 hours and put 10 in 274 00:18:47,050 --> 00:18:49,310 there it is on my graph to save. 275 00:18:49,310 --> 00:18:51,320 Always keep saving. 276 00:18:51,320 --> 00:18:58,550 So the graph is a really good way to look at resources and resource planning is the second reason why 277 00:18:58,550 --> 00:19:00,240 gunshots are important. 278 00:19:00,470 --> 00:19:03,060 OK the three reasons why we want to use a gun shot. 279 00:19:03,290 --> 00:19:06,230 First one is communication of the project. 280 00:19:06,230 --> 00:19:08,880 Second one is resource planning by looking vertically. 281 00:19:08,900 --> 00:19:12,240 The third one is monitoring progress as we go along. 282 00:19:12,500 --> 00:19:14,420 And that's where we color as we go. 283 00:19:14,660 --> 00:19:18,080 So you have to now line you just color in the column as you go. 284 00:19:18,080 --> 00:19:22,400 And then you color in the work as you've completed it which is easy to do. 285 00:19:22,520 --> 00:19:26,390 Well that one little fact that's worth noting is that when you color it in. 286 00:19:26,390 --> 00:19:32,740 Suppose I decided to color this in let's say yellow to say I've done it. 287 00:19:32,840 --> 00:19:35,040 It doesn't show is yellow because it's formatted. 288 00:19:35,240 --> 00:19:40,940 So the way to do that is to take a square somewhere down here and color it and then you can use the 289 00:19:40,940 --> 00:19:45,200 format painter to show what you've done like that. 290 00:19:45,590 --> 00:19:50,560 And that's the best way to do that. 291 00:19:50,570 --> 00:19:56,590 Now the next thing I want to show you on this is what if there's say a shut down or a holiday. 292 00:19:56,720 --> 00:19:59,660 What if the first week of August we don't do anything. 293 00:19:59,840 --> 00:20:03,190 Well it's really easy to do that all you do is just insert a column. 294 00:20:03,350 --> 00:20:07,320 So the best way actually I find it can't find anything on these ribbon menus. 295 00:20:07,340 --> 00:20:09,770 It's just a right click and go insert. 296 00:20:10,340 --> 00:20:15,910 And then maybe color that Kulemin to show that you've that you're not going to be working at that time 297 00:20:15,920 --> 00:20:19,160 so I go back to home and just select that. 298 00:20:19,160 --> 00:20:24,020 So that's my week on the beach there summer holiday shutdown or whatever and similarly for Christmas 299 00:20:24,020 --> 00:20:28,600 or whatever you might well want to put a week or two of nothing happening on your project. 300 00:20:28,610 --> 00:20:32,300 Now the only other thing is I just need to repair the dates because you can see Ivan says to call them 301 00:20:32,300 --> 00:20:34,050 and I've got no we care. 302 00:20:34,070 --> 00:20:37,820 So what I do is I just select those two and pull that across and instead of finishing on the 19th of 303 00:20:37,820 --> 00:20:44,280 August it's now going to be the 26 of August and you can see instead of 28 weeks it's now 29. 304 00:20:44,600 --> 00:20:47,420 So that is that save it again. 305 00:20:47,780 --> 00:20:51,530 So now I can see all my hours and everything and that's great. 306 00:20:51,530 --> 00:20:55,100 By the way you might want to insert one more column in here. 307 00:20:55,370 --> 00:20:59,240 And then you can put the name of who's doing each task and the great thing about the gunshot because 308 00:20:59,240 --> 00:21:01,240 every task is on a different line. 309 00:21:01,340 --> 00:21:03,460 It means you can have as many columns as you'd like. 310 00:21:03,470 --> 00:21:05,960 So you might have the name of who's doing it. 311 00:21:05,960 --> 00:21:13,490 The department they in the cost of it whatever you like and you can also add up a cross here like this 312 00:21:13,670 --> 00:21:17,210 select auto sum because that works horizontally as well. 313 00:21:17,210 --> 00:21:23,150 And if you then pull that down you can see that I can also see how many hours I'm spending on each task 314 00:21:23,150 --> 00:21:29,570 so mollifying the building is going to take me 174 hours for example and I've got my total hours spent 315 00:21:29,570 --> 00:21:31,780 on the whole project there. 316 00:21:32,000 --> 00:21:37,790 Now I'm going to call this sheet hours I'm going to click right click and go rename and I'm going to 317 00:21:37,790 --> 00:21:39,750 call that hours. 318 00:21:40,970 --> 00:21:45,810 And then the next thing I'm going to do is I'm going to copy that. 319 00:21:45,890 --> 00:21:53,210 So I'm going to right click move or copy and then I select create a copy for sheet too. 320 00:21:53,510 --> 00:21:55,350 It's not a user friendly this. 321 00:21:55,550 --> 00:22:00,050 So what it's done is put another one so I've now got two identical sheets and I'm going to rename this 322 00:22:00,050 --> 00:22:04,020 one money. 323 00:22:05,270 --> 00:22:06,400 So what I could do. 324 00:22:06,440 --> 00:22:12,540 Now I've got all my hours spent here but I could go back through this one and put money as well. 325 00:22:12,620 --> 00:22:13,090 So. 326 00:22:13,160 --> 00:22:15,830 So what I've gone on here is how much I'm going to spend. 327 00:22:15,830 --> 00:22:23,240 So let's suppose for example buying the site I'm going to spend 90 pounds upfront and then pay half 328 00:22:23,240 --> 00:22:25,840 way stage payment and £120. 329 00:22:25,840 --> 00:22:27,490 It is a very cheap site. 330 00:22:28,220 --> 00:22:35,870 And then let's suppose that advertising is going to cost me 77 pounds a week et cetera. 331 00:22:35,870 --> 00:22:41,660 So the point is I can put my money in exactly the same way as I did the time just now. 332 00:22:41,750 --> 00:22:48,880 And here I've got the total I'm spending on each task like that but I've also got the total of I'm spending 333 00:22:48,890 --> 00:22:49,460 each week. 334 00:22:49,460 --> 00:22:55,130 So you can see where my spend profile is and spend for it as a really useful thing to have for your 335 00:22:55,130 --> 00:22:58,970 project because I want to know when am I going to spend my 876 pounds. 336 00:22:59,160 --> 00:23:01,950 And let's suppose I'm looking at financial years. 337 00:23:02,030 --> 00:23:05,180 So this is the end of my financial year there. 338 00:23:05,420 --> 00:23:11,000 So all I do is I can just mouseover that and it gives me a total down at the bottom you see where it 339 00:23:11,000 --> 00:23:16,700 says Some So I'm actually spending 18 pounds on this in this financial year and then the next financial 340 00:23:16,700 --> 00:23:20,230 year mousing over that it's now going up to 858. 341 00:23:20,240 --> 00:23:23,340 So that's how much I'm spending in the second half. 342 00:23:23,360 --> 00:23:28,520 So I've got to spend profile and I've got an hours profile. 343 00:23:29,120 --> 00:23:34,600 Now the final thought about all of this is what if you have more than one project. 344 00:23:34,600 --> 00:23:39,170 So what you can do is you can then add up these lines. 345 00:23:39,460 --> 00:23:43,270 And the easiest way is probably just to move them onto another sheet or down the bottom of this so you 346 00:23:43,270 --> 00:23:44,950 just do cut and paste. 347 00:23:44,950 --> 00:23:50,410 But when you get down to here you need to use special paste and in fact we've got paste options here 348 00:23:50,920 --> 00:23:56,010 so you can see I want to put in just the values I don't want the formulas I just want the values. 349 00:23:56,120 --> 00:24:01,630 So that's from that project if I just call that you know project or whatever. 350 00:24:02,260 --> 00:24:06,660 And then I can have Project B and C coming down here as well. 351 00:24:07,000 --> 00:24:12,190 And then whatever those values are coming from there different gunshots I can have all my various projects 352 00:24:12,190 --> 00:24:21,190 like that and then I can add up all of my projects using auto sum again and that will tell me then whether 353 00:24:21,190 --> 00:24:24,600 I've got enough money or enough time to do all those projects. 354 00:24:24,640 --> 00:24:28,960 And if I haven't then clearly I'll have to slide some of these out into the future. 355 00:24:29,050 --> 00:24:34,960 Cut and paste them into my totals that reasonable on the bottom and then we are that's a Gantt chart 356 00:24:35,050 --> 00:24:35,890 in Excel. 357 00:24:35,980 --> 00:24:40,360 I reckon it will probably take you 10 minutes to do has to be worth doing. 358 00:24:40,480 --> 00:24:46,300 But the key point I want to leave you with is always do the post-it note diagram first because you can't 359 00:24:46,300 --> 00:24:48,070 create a gunshot from nothing. 360 00:24:48,070 --> 00:24:53,260 My whole Gantt chart is based on the Post-It notes particularly based on the critical path and then 361 00:24:53,260 --> 00:24:55,820 everything else hangs off that. 362 00:24:56,100 --> 00:24:57,270 So that's it by find out.