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Visual Project Management

Visual project management is an approach to organizing and managing projects that is based on visual elements and communication. It helps to represent information and workflows in a simple and easily understandable way to improve collaboration and efficiency within the project team. In this glossary entry, you will learn what visual project management is, the benefits it offers, and which tools and techniques are commonly used.

Visual Project Management: Definition

Visual project management is a method where visual aids, such as diagrams, charts, and tables, are used to track and communicate the progress and responsibilities of a project. It is based on the principle that visual information is more easily understood and accessible than lengthy text documents and emails.

Benefits of Visual Project Management

Visual project management offers numerous benefits for project teams and stakeholders, including:

  • Improved Communication: The use of visual elements makes it easier to understand complex information and supports effective communication within the team.
  • Increased Productivity: A clear visualization of tasks, responsibilities, and progress allows team members to organize their work more efficiently and set priorities.
  • Better Collaboration: Visual project management tools promote collaboration and the exchange of ideas by providing a common platform for project work.
  • Facilitated Decision-Making: Visual representations of project data aid decision-making by allowing leaders to quickly get an overview of project status and take corrective action if necessary.

Visual Project Management Tools and Techniques

There are a variety of tools and techniques that can be used in visual project management. Some of the most common are:

  1. Gantt Charts: Gantt charts are bar charts that represent the timeline of project activities. They show the start and end date of each task, their dependencies, and the progress of the work.
  3. Kanban Boards: Kanban boards are visual representations of workflows that allow one to see the status of tasks and projects at a glance. They consist of columns representing different phases of the workflow and cards representing individual tasks.
  5. Mind Maps: Mind maps are graphical representations of information that can be used to generate ideas, structure information, and clarify relationships between different aspects of a project.
  7. Project Dashboards: Project dashboards are visual overviews of project status that display key metrics, such as budget, schedule, and resources, in an easily understandable way.
  9. RACI Matrix: The RACI matrix (Responsible, Accountable, Consulted, Informed) is a visual tool for assigning and communicating responsibilities within a project. It shows who is responsible for which tasks, who has decision-making authority, and who should be informed or consulted.

Best Practices for Visual Project Management

To fully realize the potential of visual project management, some best practices should be followed:

  • Simplicity: Keep the visual representations as simple as possible to ensure understandability and clarity. Avoid overly complex graphics and unnecessary information.
  • Consistency: Use consistent symbols, colors, and terminology to prevent confusion and facilitate communication.
  • Timeliness: Ensure that visual aids are regularly updated to reflect the current state of the project. This helps to keep all team members informed and able to make informed decisions.
  • Integration: Integrate visual project management tools into the entire project management process to ensure a coherent and effective workflow.
  • Adaptability: Choose the tools and techniques that best suit the requirements and working methods of your project. Be open to adjustments and improvements to continuously increase the efficiency and effectiveness of project management.


Visual project management is a valuable approach to managing projects more efficiently and effectively. By using visual elements and communication, teams can collaborate better, set priorities, and make informed decisions. Selecting the right tools and techniques and following best practices are crucial to the success of visual project management.