How to Create a Realistic Project Timeline in 6 Steps

24 Mar, 2023 | Read in 5 minutes

Discover the benefits of project scheduling software and the steps to create a successful project timeline for your team.


As a project manager, creating a realistic project timeline can be a daunting task in project management. It involves a careful balance of time, resources, and scope to ensure that your project is completed on time. Not only that but your project also needs to meet all objectives within the project budget. But how do you create a realistic project timeline?

In this guide, we'll take you through the steps to create a successful project timeline for your team using project scheduling software. But first, let us cover the definition of a project timeline and the benefits of creating it.

What is a Project Timeline?

ProjectManager explained that a project timeline is a visual representation of the project plan that outlines the tasks, milestones, and deadlines involved in a project. It helps project managers and teams to stay on track by providing a clear and concise overview of the project's progress, status, and upcoming tasks.

A project timeline is usually shown as a horizontal bar chart. It shows each task of the project with a name and the dates when it starts and ends. The project timeline gives a complete picture of the project from beginning to end. You can easily see when each task starts and when it needs to be finished. It also shows whether a task needs to wait for another one to finish before it can start.

A project timeline is a valuable tool for project teams, helping them to keep track of their project's progress and deadlines. However, creating a project timeline manually can be time-consuming and prone to errors. Even using a program like Excel can be challenging for some.

Thankfully, project scheduling software can make creating a project timeline easy. With just a few clicks, project managers and teams can create an interactive timeline that shows all the project's critical milestones, dependencies, and deadlines. Now let's see the benefits of creating a realistic project timeline.

Benefits of creating a Project Timeline

There are numerous benefits to utilising a project timeline to plan your project. Some of the advantages are:

  1. Better time management: Allow project managers and teams to manage their time more effectively and avoid delays and bottlenecks.
  2. Improved resource allocation: A project timeline helps project managers allocate resources more efficiently and ensure that each task is adequately resourced.
  3. Increased productivity: Provide clarity and focus for project teams, helping to increase productivity and ensure that tasks are completed on time.
  4. Improved communication: It provides a clear overview of the project's progress and status, improving communication between project managers, teams, and stakeholders.
  5. Better project control: A project timeline provides project managers with greater control over the project, allowing them to identify potential issues and make necessary adjustments to keep the project on track.

6 Steps to Create a Realistic Project Timeline

In case you are uncertain about the process of creating a project timeline, these six steps can guide you.

1. Define the Project Scope

The first step in creating a project timeline is to define the project scope, objectives, and deliverables. This means that you need to have a clear understanding of what the project is all about, what it aims to achieve, and what the final result should be. Once you have a grasp of the project's goals and scope, you can start to identify the specific tasks that need to be completed.

2. Create a Work Breakdown Structure (WBS)

After defining the project scope, the next step in creating a project timeline is to create a Work Breakdown Structure. This involves breaking down the entire project into smaller, more manageable tasks. By doing so, you can create a clear and organized project plan that outlines each task's specific requirements, dependencies, and deadlines.

3. Estimate task durations

Once you have created a WBS, the next step is to estimate the duration of each task. This involves determining how long each task will take to complete, including any potential delays or setbacks that may occur. This step is essential because it helps to determine the overall timeline of the project and identify any potential risks or challenges that may arise.

4. Define task dependencies

Task dependencies refer to the relationships between the various tasks involved in a project. Some tasks may depend on others to be completed before they can start, while others may need to be completed simultaneously. By identifying task dependencies, project managers can create a clear and accurate picture of how tasks are related and what must be done to ensure the project's success.

5. Allocate resources

Resources refer to the people, equipment, and materials needed to complete the tasks involved in a project. Project managers must allocate the necessary resources to each task to ensure that the project is adequately resourced and can be completed on time and within the project budget. By allocating resources to each task, project managers can ensure that they have the necessary tools and personnel to complete the project objectives.

6. Create a Project Schedule

Project scheduling software can help project managers to create a detailed project schedule that includes task durations, dependencies, and resource allocation. The project schedule provides a roadmap for the project team to follow, outlining when each task should be completed and the resources required to do so. It also highlights any potential delays or issues that could impact the project timeline.

6 Project Scheduling Software

Here are the 6 most common project scheduling software to help you create a realistic project timeline.

  1. Microsoft Project: This tool is a popular project scheduling software that allows project managers to create detailed project schedules, track progress, and collaborate with team members.
  2. Trello: A simple and user-friendly project management tool that allows project managers to create and manage tasks and track progress.
  3. Asana: This software is a versatile project management tool that allows project managers to create project timelines, assign tasks, and collaborate with team members.
  4. Smartsheet: A collaborative project management tool that allows project managers to create and share project timelines, track progress, and manage resources.
  5. An all-in-one project management tool that allows project managers to create and manage projects, track progress, and collaborate with team members.
  6. VirtualSpace: A dynamic project management tool using VirtualSpace, empowering project managers to streamline project creation, track milestones, and foster seamless collaboration among team members.


Creating a realistic project timeline is essential for project managers and teams to ensure that their projects are completed on time, within budget, and meet the project goals. By following the steps outlined in this guide and utilizing project scheduling software, project managers can create a successful project timeline that improves time management, resource allocation, productivity, communication, and project control.

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