Project schedule template

Here are the key steps to plan and build a project schedule:

1. Define your project goals - identify the key milestones and deliverables that will make your project successful.
2. Identify all stakeholders - determine who needs to be involved in the implementation of your project.
3. Set a final deadline - establish when the project needs to be completed.
4. List every underlying step or action - take the items defined in step 1 and break them down into smaller tasks or sub-tasks.
5. Assign a team member for each task - decide who will be responsible for specific tasks and communicate deadlines clearly.
6. Estimate and establish due dates - work backwards to determine how long each action will take and consider the logical sequencing and potential dependencies of your tasks.
7. Create a schedule timeline - present the planned course of action clearly to the entire team using a timeline template like the one on this page.

You can also learn how to make a timeline using various office tools with the help of our step-by-step tutorials.

To create a project schedule in Excel, follow these steps:

1. List the key milestones of your project in an Excel table with the following structure:
   • Column 1 - due date;
   • Column 2 - milestone description;
   • Column 3 - plotting numbers (a repetitive sequence such as 1, 2, 3, 4 or 5, 10, 15, 20 next to each milestone, which determine the height of milestones on the chart).
2. Set up your table as a Scatter chart using the Scatter option from the Charts section under the Insert tab.
3. Add your milestones to the newly created blank chart.
4. Format the chart to look like a timeline by adding connectors.

For more details, see our step-by-step tutorial on how to make a timeline in Excel.

A project plan is a broader document that covers the overall scope, goals, budget, stakeholders, risks and strategy for a project. A project schedule is a more specific component of the project plan that focuses on the timing - listing tasks, milestones, dependencies and deadlines in a structured timeline.

In practice, the two terms are sometimes used interchangeably, but the schedule is specifically concerned with when things happen and in what order.

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A well-structured project schedule typically includes:

• a list of tasks and sub-tasks broken down from the project's main objectives
• start and end dates for each task
• key milestones marking important project events or deliverables
• task dependencies showing which activities rely on others being completed first
• assigned team members responsible for each task
• an overall project timeline from initiation to closure

Presenting these elements visually on a timeline - as shown in the template on this page - makes it much easier for teams and stakeholders to understand the project's progress at a glance.

There are several tools commonly used to build project schedules, depending on your needs and the complexity of the project. Popular options include:

• PowerPoint - ideal for presenting high-level schedules to executives, clients, or stakeholders;
• Microsoft Excel - useful for detailed task tracking and data-driven schedules;
• Microsoft Project - purpose-built for complex project management with full dependency tracking;
• Other tools such as Word, or Apple productivity tools like Keynote, Numbers, and Pages.

For PowerPoint specifically, the Lucen Timeline add-in allows you to generate and update professional schedule slides automatically, without manual formatting. You can also learn how to build a timeline in any of these tools using our dedicated tutorials.