Summer is officially here!
Barbeques, beaches, and fun await us and work can be put aside, at least for a little while. But before that can happen you’ll need to make those holiday plans official by informing your team and making adjustments to your scheduled tasks or projects.
In this article we’ll show you how to kill the proverbial 2 birds with one stone. By scheduling your vacations as a Holiday type task in Ganttic, you can easily create a more comprehensive overview of where everyone is, what they are working on, and their work progress.
In just 3 simple steps you can make the most out of the short summer season and reap the benefits for your whole team. We’ll show you how!
In Ganttic there are 2 ways to add holidays – manually scheduling them or through importing country-specific public holidays. Here we’ll explain the differences.
These are tasks you designate a holiday for your individual resources. You’ll easily spot them in your planner, as they are made distinct by appearing with a transparent task color. The colors for holidays can be changed in the Settings > Coloring.
When you open the task dialog window you’ll be able to choose between Task, Holiday, and Public holiday. “Holiday” tasks are specific to the individual resource and you can title them to reflect the kind of holiday time scheduled. For example, name them “Sick leave, maternity leave, PT, etc.” The title does not show up in the Gantt chart, but can be seen in the reports and in the Task dialog window or if you hover over the task.
“Public holiday” tasks block out the designated time for ALL resources. This allows you to create your own company-wide public holidays – such as a conference or an office party. Likewise, the title of these tasks do not show up unless you hover over them or in reports and in the Task dialog window.
Tip: Use the public holiday type tasks to bond with your team. Schedule a work retreat or a workshop and it will appear in the planner for your whole team.
Bank or public holidays can be imported directly into the planner. You can bulk import country-specific holidays for all resources from the general settings or for specific resources in the Resource dialog window. You can even add both! Just choose the country where the company or resource is based and in a few seconds the holidays will appear in the planner. Importing holidays for specific resources can be useful if you are managing a dispersed virtual team or working remotely.
Scheduling a vacation is super quick and easy in your planner. It only takes 3 steps.
1. Open up a new view.
2. Create a new task for your vacationing resource.
Click the plus sign next to the resource to open up the Resource dialog window.
3. Title the task and mark it as a “Holiday.”
Indicate the time period of the vacation, hit save and you’re done! The Holiday task will appear in your planner as a transparently colored task.
How the scheduled holiday looks in the planner view. The faded red bar shows that Martin is off for the week.
Tip: Both Holiday and Public Holiday Tasks are full-day by default. But you can disable the 'All day' option and specify the hours. This is handy if you want to use this feature to book shorter breaks (out of office, lunch, sick leave, etc). You can edit the details like Data Fields or Title later, but the task type cannot be changed once the Holiday Task is scheduled.
Other than the obvious benefits that taking a vacation can afford you, there are plenty of reasons why you should schedule your vacation in Ganttic. Find out a few reasons here!
Improve your forecasting prowess by taking into account team capacity. When you schedule holidays in your Ganttic planner, you can see just how many resources are available at any given time. This can give you a clearer idea of what your teams will look like even months down the road. Which can make it easier to decide whether you can take on more projects or need to bring in some helping hands.
Did you know that you can transform your Ganttic planner into a vacation time tracker? Just create a new task report, select “Only holidays” and choose the data you want included – we recommend Task title, task start and end date, or task duration. This gives you an overview of all the times there was a scheduled Holiday type task and can make it easy and convenient to track how many hours of vacation were used in a selected time period.
When you input your vacation days into your Ganttic planner, you’ll build a centralized overview of your resources, where they are, their availability, as well as the projects and tasks that are ongoing, finished, and those still in the pipeline. Create one source for all your data and eliminate multiple information silos. Not only will this prevent miscommunication mishaps, but it will make scheduling faster and way less stressful. Easily reallocate tasks through drag and drop, track resource utilization, and see where everyone is in real-time.
Schedule your vacation in seconds and rest assured that everyone on your team will be aware of your absence. You can reassign tasks in your absence and share the news with your entire team. This means you won’t need to spend your time off worrying whether things will get done or not and can concentrate on more important things – the best site to plant your beach umbrella, what SPF sunscreen to use, and where you can refill your drink.
Interested in learning some more Ganttic tips? Follow us on Twitter and LinkedIn for all our weekly blog updates. You can also send us an email or even schedule a personalized 1-1 demo for more in-depth advice.
Bon voyage and happy planning!
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