GanttPRO is without doubt one of the most user-friendly and visually intuitive undertaking administration instruments I’ve ever used. Its collaboration options, notifications, and export choices make it preferrred for each inside workforce planning and reporting to stakeholders. It supplies an ideal steadiness between performance and ease.
There are two methods to collaborate with exterior stakeholders inside a undertaking or portfolio in GanttPRO:
- Utilizing a shared personal hyperlink.
- Exporting undertaking information.
However earlier than we delve into each choices, it’d be helpful to make clear who the exterior members are.
Under is a listing of attainable exterior third events who might develop into full members in a undertaking.
- Clients. They often provoke tasks, present funding, approve key choices, and settle for the ultimate deliverables.
- Companions and collaborators. They might collaborate in your undertaking or have a strategic partnership along with your group.
- Suppliers and distributors. These firms can give you supplies, companies, or expertise for a undertaking.
- Buyers. These are monetary stakeholders who’ve invested cash in your corporation or undertaking and anticipate returns.
- Authorities companies. These organizations oversee compliance. As an example, environmental safety companies or well being and security regulators.
- Native communities. Their residents dwell close to the place the place your corporation or undertaking is positioned.
- Non-governmental organizations. These advocacy teams concentrate on points like environmental safety or labor rights that could be impacted by your undertaking.
- Media and press representatives. These are often journalists who can cowl a undertaking, influencing public notion and stakeholder opinions.
Now we will take into account the primary solution to set up interplay with exterior undertaking stakeholders in GanttPRO.
Shared personal hyperlink
As a GanttPRO person, you’ll be able to share information with anybody exterior your undertaking at any time utilizing a personal hyperlink.
Chances are you’ll use this feature in case you have the Account Proprietor or Account Admin roles in your account. It’s additionally out there for Enterprise customers with a customized position and corresponding permission.
Because it was talked about above, recipients of this hyperlink don’t even have to be registered within the system. They may merely have entry to a Gantt chart together with all the required undertaking particulars you need to share.
Right here’s how such a chart with a undertaking might appear to be:
A shared personal hyperlink is beneficial in several instances. It could help once you need to:
- Present your startup’s improvement plan to traders.
- Focus on a pilot model with a shopper on the last stage of a undertaking lifecycle.
- Run a presentation on your viewers.
- Submit a hyperlink to a undertaking in your web site to showcase your workforce’s work plan for the following quarter.
- Share layouts and deadlines for a one-time process with a designer.
- Present a month-to-month content material plan to a copywriter.
- Give translators entry to texts and deadlines, and in an enormous variety of different conditions.
All of it signifies that your exterior stakeholders will keep knowledgeable at any time.
This selection is extremely appreciated by Allan Cid, a undertaking supervisor who makes use of GanttPRO:
Allan Cid
An skilled undertaking supervisor
If I’ve a gathering with somebody, I don’t have to create a presentation. I create a hyperlink in GanttPRO and ship it. That’s how I present what we have to talk about.
To share a hyperlink to a undertaking or a portfolio along with your exterior stakeholders, discover the three-dots button positioned within the upper-right nook. Click on it after which choose Share hyperlink.
You’re going to get a brand new window the place you’ll be able to click on Create hyperlink immediately. GanttPRO will generate a default hyperlink with none description. It can show the present state of a undertaking.
Nevertheless, it’s additionally allowed to use some extra choices on your hyperlink:
- Description. You may simply title your hyperlink and add any essential description. In any other case, it’s going to get the title after its creation date.
- Filter. The software program helps you to select particular elements of a undertaking you need to share. By default, a undertaking will embody all enabled Commonplace and Customized fields. Due to this fact, you might want to make sure you depart the fields related to your exterior stakeholders.
- Password. This function ensures the safety of undertaking information that you just switch through a hyperlink.
- Snapshot. By selecting a dynamic undertaking state, you enable a hyperlink recipient to see the present state of your plan, in addition to any following adjustments as they happen. A static image permits an individual who will get a hyperlink to see solely the present state of your plan, with none future adjustments.
These extra choices make the link-sharing course of much more handy and dependable.
Right here’s how Anika Albrecht, a undertaking supervisor and marketing consultant at design for human nature GmbH, defines the advantages of utilizing a static image of tasks:
Anika Albrecht
Undertaking supervisor and marketing consultant at design for human nature GmbH
I discover the general public URL in GanttPRO very useful. I can share a hyperlink with a buyer, and a undertaking will seem in a static, unchangeable format. So, even when we preserve modifying the undertaking internally, it doesn’t have an effect on the reporting model of the sheet we despatched to our prospects within the very starting.
GanttPRO lets you create a number of undertaking hyperlinks and share them with anybody you need. You may simply copy, deactivate, and delete these hyperlinks.
Don’t fear for those who missed any particulars. The next video will allow you to visualize and higher perceive the method.
Along with sharing a undertaking hyperlink with third events, GanttPRO additionally provides one other highly effective function — export.
Export
With the export function in GanttPRO, your exterior stakeholders save vital time that they’d spend studying the interface or this system’s nuances. They only open a undertaking with out registration and instantly grasp the essence. It really reduces boundaries to information acquisition.
They will combine all exported information into their very own work processes and reporting programs.
For instance, by getting an exported undertaking, a shopper can instantly incorporate the obtained information into their administration presentation. An investor can analyze a undertaking in their very own analytical software, and so forth.
This fashion, the export function in GanttPRO ensures transparency and belief, permitting members to work with a undertaking or its sure information even offline. That is particularly vital for assembly contractual reporting obligations and for conditions the place stakeholders work in firms with restricted entry to exterior programs for safety causes.
Skilled undertaking administration with the superior Gantt chart software program
Collaborate along with your workforce and exterior stakeholders with out further effort.
You may export undertaking information if you’re an Account Proprietor, Account Admin, or an Enterprise person with a customized position and corresponding permission.
To export your undertaking from GanttPRO, click on on the corresponding icon within the upper-right nook.
You will note a dashboard on the suitable facet, the place you’ll be able to configure what precisely needs to be exported. On the left facet, there would be the state of your undertaking.
The export choices rely on a sure format. By default, it’s set to PDF. Nevertheless, you may also select PNG, XML, or Excel codecs.
By choosing PDF and PNG, you need to use extra export configurations:
- Select a paper measurement.
- Outline panorama or portrait web page orientation.
- Apply filters by a process title, kind, assignee, standing, precedence, and extra.
- Change Zoom choices on a time scale.
- Choose a process title location.
- Go for strikethrough and grayed-out toggles.
- Activate/off a crucial path, at present marker, and workload.
- Tune the usual and customized fields settings.
In the event you resolve to export undertaking information in XML format, all the info out of your undertaking will likely be exported with out configuration choices. For Excel, you need to use filters.
Nevertheless, do not forget that each XML and Excel exports don’t embody a Gantt chart.
Right here’s what Wilfredo Capristano, one in every of GanttPRO customers, thinks about this function:
GanttPRO facilitates on-line collaborative work. I respect that I can export a diagram in varied codecs, which could be very helpful for sharing and presenting my work.
In addition to tasks, the software program permits for exporting:
- Undertaking portfolios. They are often exported in the identical method as separate tasks. You may configure the Collapse/Increase choices earlier than sharing your portfolio.
- Workload. It’s attainable to export a undertaking workload as an Excel file from the Workload tab within the prime menu or from the Workload part on the left sidebar for all tasks and sources in your account.
- Process lists. The software program permits for exporting the record of duties from the My duties tab as an Excel file. The exported file will embody all of the fields and process descriptions.
- Reviews. Exporting probably the most stories in PDF format can also be out there. A few of them could be shared solely in XLSX format.
- Time log. There may be additionally an choice to export a time log as an Excel file from the My time log part positioned within the left sidebar.
That’s all about it.
Now you recognize that with the GanttPRO options described above, you can also make collaboration with exterior stakeholders in your undertaking simpler and extra environment friendly.
Take collaboration with exterior stakeholders to a brand new stage with GanttPRO
GanttPRO provides versatile choices for working not solely along with your workforce but additionally with exterior stakeholders. With the power to share tasks through hyperlinks and quite a lot of export codecs, you’ll be able to simply have interaction companions, prospects, contractors, and different third events in your workflows, controlling their entry to data.
These options make GanttPRO a flexible answer for organizing clear communication all through all phases of undertaking implementation.
Save time on getting ready stories and shows by offering stakeholders with up-to-date data in actual time. Use the platform’s capabilities to create an efficient PM ecosystem the place all stakeholders stay knowledgeable and might make vital choices promptly.
