Calendar
Set up the project
Pick the “Waterfall project” or “Event & campaign” template. Enter the start date, number of working days, hours per day and days off such as public holidays.
planomatti / Project timeline
Guide · worked example · free template
How to create a project timeline
To create a project timeline, list the tasks, decide what has to happen first, estimate how long each task takes, turn those estimates into start and end dates, mark the milestones and then compare progress with the plan every week. Below is a complete, dated example: a six-week marketing campaign for a product launch.
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Campaign · timeline6 weeks
Brief
Content
Launch prep
Run
Create a project timeline in 5 steps
This order works for a two-week sprint as well as a six-month project.
- 01List the tasks
Write down everything that has to be done to reach the goal. Cut tasks so one person can finish each in 1 to 10 working days, and group them into phases.
- 02Set the order
For each task ask: what must be finished first? Those are your dependencies. Tasks that do not depend on each other can run in parallel.
- 03Estimate effort and dates
Estimate each task in working days, name one owner, then work out start and end dates from the project start. Leave out weekends, holidays and planned absences.
- 04Add milestones and buffer
Mark the moments with no duration where something is approved or delivered. Put 10 to 20 percent buffer in front of any fixed deadline.
- 05Track progress
Once a week, record what is actually done and compare it with the plan. Deal with gaps straight away, not at the end.
Example: timeline for a product launch campaign
A small company launches a new product. Team: Maya (campaign lead), Leo (copy), Ana (design and video), Sam (landing page and ads). Work starts on Monday 13 September 2027, the campaign goes live on Tuesday 12 October and the results report is due on Friday 22 October. That is 30 working days.
1. Tasks, grouped into phases
- Brief: briefing and goals, audience and key message
- Content: copy and content plan, visuals and video
- Launch prep: landing page, ads and tracking, final review
- Run: run and optimise ads, results report
2. Order
- Copy and visuals both start once the brief is approved, so they run in parallel.
- The landing page needs the copy.
- Ads setup needs the landing page and the visuals.
- The longest chain (brief, copy, landing page, ads, review) sets the launch date. Visuals have two days of slack.
3. Effort and dates
| Task | Owner | Days | After | Start | End |
|---|---|---|---|---|---|
| Briefing and goals | Maya | 2 | – | Mon 13 Sep | Tue 14 Sep |
| Audience and key message | Maya | 3 | Briefing | Wed 15 Sep | Fri 17 Sep |
| Milestone: brief approved | Maya | 0 | Audience | Fri 17 Sep | Fri 17 Sep |
| Copy and content plan | Leo | 6 | Brief ok | Mon 20 Sep | Mon 27 Sep |
| Visuals and video | Ana | 8 | Brief ok | Mon 20 Sep | Wed 29 Sep |
| Landing page | Sam | 4 | Copy | Tue 28 Sep | Fri 1 Oct |
| Ads and tracking setup | Sam | 3 | Visuals, Landing page | Mon 4 Oct | Wed 6 Oct |
| Final review and fixes | Maya | 2 | Ads setup | Thu 7 Oct | Fri 8 Oct |
| Buffer | – | 2 | Review | Mon 11 Oct | Tue 12 Oct |
| Milestone: campaign live | Maya | 0 | Buffer | Tue 12 Oct | Tue 12 Oct |
| Run and optimise ads | Sam | 8 | Live | Wed 13 Oct | Fri 22 Oct |
| Milestone: results report | Maya | 0 | Run | Fri 22 Oct | Fri 22 Oct |
4. Milestones and buffer
Brief approved on Fri 17 Sep, campaign live on Tue 12 Oct, results report on Fri 22 Oct. Two days of buffer sit right before go-live, about 10 percent of the preparation time. Adjust dates for public holidays in your country.
Product launch campaign · timeline13 Sep – 22 Oct 2027
Briefing
Audience
Brief ok
Copy
Visuals
Landing page
Ads setup
Review
Buffer
Live
Run
Report
5. Progress check
On Friday 24 September, day 10 of 30, Maya compares plan and reality:
| Task | Plan by 24 Sep | Actual on 24 Sep | Difference |
|---|---|---|---|
| Briefing, audience | done (5 days) | done (5 days) | 0 |
| Copy and content plan | 5 of 6 days | 5 of 6 days | 0 |
| Visuals and video | 5 of 8 days | 4 of 8 days | 1 day behind |
Visuals are a day late, but they are not on the longest chain: ads setup waits for the landing page until 1 October anyway. The slack shrinks from two days to one and the launch date holds. Maya notes it and checks again next Friday.
Had the copy been late instead, the landing page, ads and launch would all have moved. That is why it pays to know which chain is the longest.
Status Friday 24 Sep 2027Planned / actual
Briefing
Audience
Brief ok
Copy
Visuals
Landing page
Ads setup
Review
Buffer
Live
Run
Report
Project timeline template
Copy these columns into a spreadsheet, or download the template. It works for any project with dated tasks.
| Column | What goes in | Example |
|---|---|---|
| Task | A concrete piece of work, 1 to 10 days | Landing page |
| Type | Task or milestone | Task |
| Owner | One name, not a team | Sam |
| Start / end | Dates, working days only | 28 Sep / 1 Oct |
| Working days | Calculated from start and end | 4 |
| Status | To do, in progress, done | In progress |
Free download: the project timeline template (.xlsx) contains the campaign example above. The bars colour themselves from start and end (conditional formatting), milestones show in red. No macros, no sign-up. In planomatti, the “Event & campaign” template starts with a calendar and a countdown to your fixed date.
Timeline or project plan?
A project timeline answers when: tasks, dates, milestones. A project plan also covers why and what: goals, scope, responsibilities and risks. For a small project, a timeline with owners is often enough. Once there is a client, a budget or several teams, write the plan first and build the timeline from it.
Common timeline mistakes
- Tasks that are too big to track, such as “build website”.
- No owner, or a whole team as owner.
- Buffer spread over every task, where it quietly disappears.
- A plan that is never compared with what actually happened.
How to build this timeline in planomatti
These features exist in planomatti today, all free.
Tasks
Phases, work packages, milestones
Add them with the Phase, Work package and Milestone buttons. In the task panel, set the assignee and a due date.
Dates
Paint the plan
Use “Paint plan” to drag planned time across the grid, or type the hours. The grid goes from 30 minutes to whole days.
Order
By placing the bars
You set the order by placing bars one after another. planomatti does not link dependent tasks automatically.
Progress
Track actual time
Paint actual time, type it or use the timer. Key figures show total planned, actual so far and percent of plan; each row shows its difference.
Team
Share and export
Invite as many members as you need, share a read-only link with people who have no account. Export as PDF, SVG, PNG at 300 dpi or planned vs actual as CSV.
Frequently asked questions
How do I create a timeline for a project?
List the tasks, set their order, estimate each task in working days, derive start and end dates from the project start, add milestones and buffer, then compare progress with the plan every week.
What should a project timeline include?
Tasks grouped into phases, an owner per task, start and end dates, dependencies, milestones and a buffer before fixed deadlines. Optionally the actual time spent.
What is the difference between a project timeline and a project plan?
The timeline is part of the project plan and shows when things happen. The project plan adds goals, scope, responsibilities and risks.
How much buffer should a timeline have?
As a rule of thumb, 10 to 20 percent of the duration, more for new or uncertain work. Keep it in one block before the deadline.
Is there a free project timeline template?
Yes. The project timeline template for Excel is free and contains the example from this page.
Is planomatti free and do I need an account?
planomatti is free, with no trial and no credit card. To create and edit a timeline you need an account with name, email and password. People who only need to view it can open a read-only link without an account.
Related guides
- How to create a project plan: goals, scope, roles and risks around the timeline
- Free online Gantt chart: show your timeline as a Gantt chart
- Project templates: waterfall, event, Scrum and Kanban
Build your timeline in planomatti.
Sign up free, choose a template and add the tasks from your list.