If you are a project manager, or if you have an upcoming project, you might be familiar with the term ‘project roadmap’, and you are going to need one.
A project roadmap allows you to have a visual overview of the schedule and breakdown of your project. When managing a project, having a project roadmap is imperative, because it enables you to track the activities, goals, and progress of both your team and your project. A typical project roadmap does not contain too many details, is not cluttered, and usually has the following: deliverables, milestones, team members, timelines, and more.
To create a project roadmap, there are many tools online and offline that you can employ. Some of these are programs like Microsoft Excel or Google Sheets.
In this comprehensive step-by-step guide, we’re going to show you how to create a project roadmap using Google Sheets. We’ll also dive into how you can use an online roadmap maker or a customisable roadmap template to effectively and easily build your roadmap.
Click to jump ahead
- How to create a roadmap in Google Sheets: step-by-step guide
- How to make a roadmap in Venngage?
- The wrap up: creating a project roadmap using Google Sheets vs Venngage
Step by step guide for creating a roadmap on Google Sheets
To create a roadmap in Google Sheets”, you can do the following steps:
- Step 1: Open Google Sheets
- Step 2: Set Up Your Worksheet
- Step 3: Enter Project Data
- Step 4: Format the Roadmap
- Step 5: Create a Gantt Chart
- Step 6: Add Milestones
- Step 7: Finalize and Save
- Step 8: Share and Update
Let’s dive deeper with a step-by-step explanation to help you create a project roadmap easily by using Google Sheets.
Step 1: Open Google Sheets
Access Google Sheets by logging into your Google account. If you do not have a Google account, sign up for one when prompted.
From the Google Sheets homepage, click on the “Blank” option to create a new spreadsheet.
Step 2: Set up your worksheet
After opening your spreadsheet, you will need to set it up in order to create and design your project roadmap. In this step, you will focus on renaming your worksheet for easy identification and creating headers for organizing information systematically.
1. Rename the worksheet:
- Double-click on the default sheet name at the bottom and rename it to “Project Roadmap” for easy identification.
2. Create headers:
In the first row, create headers for organizing information systematically:
- Task Name
- Start Date
- End Date
- Duration
- Status
- Assigned To
- Dependencies
Step 3: Enter project data
Once you have created the header for your roadmap on Google Sheets, your next step is to start inputting your project data. Here, you will list tasks, fill in the dates for each task, calculate the duration and assign the task to your respective teammates.
You will also enter the status of each data, and list any dependencies, which tells you which task can begin only after another task is completed.
1. List tasks:
- Under the “Task Name” column, list all the tasks involved in your project.
2. Fill in dates:
- Enter the start and end dates for each task.
3. Calculate duration:
- Use the formula =DATEDIF(Start_Date_Cell, End_Date_Cell, “D”) to calculate the duration of each task.
4. Status and assignment:
- Fill in the status (e.g., Not Started, In Progress, Completed) and the person responsible for each task.
5. Dependencies:
- List any dependencies or prerequisites for each task.
Step 4: Format the roadmap
Now that you have entered your project data, you will need to format your roadmap to give it better readability. You can do this by using different colors in your cells, adjusting your column width and more.
1. Format cells:
- Adjust the formatting of the cells to make the roadmap easier to read. Use different colors to highlight different statuses or task types.
2. AutoFit columns:
- Select all columns and right click on your mouse.
- Select ‘Resize Columns’
- Choose ‘Fit to data’
Step 5: Create a Gantt Chart
If you are a project manager, then a Gantt Chart would be your best friend. Think of a Gantt chart as a timeline or a schedule that acts as an overview for your project, that allows you to keep track of any progress through it. Here’s how you can create and add a Gantt chart to your roadmap.
1. Select data:
- Highlight the task names and their corresponding start dates and durations.
2. Insert chart:
- Go to the Insert menu, select Chart, and choose the Bar Chart option.
3. Adjust the chart:
- Format the Gantt chart by reversing the axis order, adjusting the colors, and adding labels as needed.
4. Customize:
- Use the Chart Editor to customize the appearance of the Gantt chart to match your project’s branding or preferred style.
Step 6: Add milestones
In every project roadmap, you will need to add milestones. Milestones mark important parts of your project, and help in tracking major progress points.
1. Identify milestones:
- Determine the key milestones in your project.
2. Mark milestones:
- Highlight these milestones on your roadmap by using symbols or different colors in your chart.
- You can do this by going to Insert > Insert an image > Insert an image over cell
- Choose to google for an icon that you like, and insert that over your chart to mark your milestones.
Step 7: Finalize and save
Your second last step in creating a project roadmap is to finalize and save your roadmap. This step entails reviewing and saving your workbook. It is important to review your data, to make sure that all your elements are accurate, and to save your workbook so that no work is lost.
1. Review:
- Double-check all data entries, formatting, and chart elements for accuracy.
2. Save your workbook:
- Save your Google Sheets document to ensure all your work is preserved.
- On Google Sheets, your workbook is auto-saved as you work on it.
Step 8: Share and update
Your project roadmap is complete. Now you can share your roadmap with your team, and regularly update it to track progress and manage your project effectively.
1. Share with team:
- Share the Google Sheets file with your project team or stakeholders by clicking the Share button and entering their email addresses.
2. Regular updates:
- Regularly update the roadmap as the project progresses to reflect changes in task status, dates, and milestones.
And here’s your final project roadmap!
How to make a roadmap in Venngage?
Using Google Sheets or Microsoft Excel is a great way to create your project roadmap but, using these methods comes with their own set of cons and limitations. For example, if you are looking to fully customize and design your project roadmap to fit your branding and desired visual appeal, then using Google Sheets will not be your best choice, because it comes with many design restrictions and limitations.
So, what’s the next best way? By using online designing tools. Digital design platforms like Venngage offer a free online roadmap maker that can help you create, build, and design a roadmap that is fully customizable.
All you have to do to get started is to open your web browser, and then head to Venggage by either searching for it, or by using this link. Then, sign up for Venngage (at the top right corner of your page) and create a free account. You will need an account to save and revisit your design projects.
After successfully creating your account, you can now open your easy-to-use online roadmap maker to start creating your roadmap. It’s that simple. Alternatively, if you prefer to, or need more guidance in creating your roadmap, you can start by choosing from one of Venngage’s many customisable online roadmap templates.
Need some help choosing? Here are a few templates you can consider:
The wrap up: Creating a project roadmap using Google Sheets vs Venngage
Any project, no matter how big or small, will definitely need a project roadmap in order for it to be effectively managed. Project managers will especially be in need of a roadmap to be able to keep track of progress and manage their team members, project goals, and navigate away from risks and threats.
To create a project roadmap, one can employ various methods to do so, by using softwares like Microsoft Excel or Google Sheets, or by using online graphic design platforms. While Google Sheets can create a working and satisfactory project roadmap, it comes with design limitations, making it not the best choice, if you’re looking for ultimate customization, especially for branding.
When you need the freedom to customize your project roadmap and to create designs that are visually appealing and on brand, consider using an online roadmap maker to create your project roadmap. They are fast and easy to use, and of course, flexible and personalizable.
