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What is Microsoft Project?
Microsoft Project is project management software created and sold by Microsoft. This useful software is used by project managers to manage large projects and keep their teams on track. This software is great for anyone using agile methodology.
The software is mainly used for scheduling tasks, organizing projects, and tracking work progress. It can also be used to manage a financial budget and to analyze data from projects including from high level estimates. This program makes it so much simpler and easier to keep projects on track/time tracking and on time with minimal effort.
With the insights and analysis provided by Microsoft Project, this project tracking software can help you make more informed decisions about the direction of the project at hand. You can also change any of the program features to suit your needs and the needs of your team including your unique project estimation techniques.
Microsoft Project Features
Microsoft Project is a powerful program for managing projects. It has many helpful features, including:
- Project Views: There are 3 different ways you can view and manage projects: grid view, board view, and timeline view. Each shows the projects in different ways, so you choose which is best for your project and team.
- Collaboration: Team members can add information, share information, alert the team to any issues, and work together to get the project done well and on time.
- Co-Authoring Functions: Teamwork is easy with features like the co-authoring function. Many team members can be added as co-authors to work on tasks or scheduling. This way, no one is left out or inadvertently stepping on someone else’s toes.
- Pre-Built Reports: Microsoft Project has pre-designed project reports. These help you analyze and understand the data about how each project is getting done and where you can improve for future projects.
What is Beneficial About Microsoft Project?
Why is it good to use Microsoft Project? There are several benefits, especially for those already using various Microsoft software tools. Microsoft Project works seamlessly with other Microsoft Office Suite 365 programs, creating a streamlined project management experience for cross functional teams. It also helps those using agile project management in addition to analogous estimating needs.
Microsoft Project also has amazing customer service provided by Microsoft. It is very flexible and adaptable to your needs and those of your team. You can use it to accomplish different tasks in different ways. This software is great for managing teams, task scheduling, and road mapping. It can be used in the office or remotely, so it is a very versatile program that is perfect for in-person, remote, and even hybrid teams. It’s no wonder that it is such a popular choice!
10 Best Practices for Microsoft Project
The following section covers 10 Microsoft Project tips and tricks you can use to help you streamline your experience.
1. Learn About Microsoft Project
If you need advanced solutions, Microsoft Project is a great software to use. To take advantage of all its features and ensure it’s set up well for your unique team, you should take the time to learn the software ahead of time. Many project managers receive special training for Microsoft Project. You can also learn on your own. However you decide to learn about this software, it’s recommended that you focus on the basics first.
2. Specify a Start Date
You need to choose a project start date to begin a project and plan a schedule. Your task relationships will automatically calculate a finish date. You can add or remove constraints, and it is usually better to do this before the project starts. There are several different constraints you can use for individual tasks and projects as a whole. Some examples of constraints you can set on tasks are “start no earlier than” and “as late as possible.” Changing the start date or time project will force the tasks to start or end at that time, even if the schedule changes, so it is best to plan well from the beginning.
3. Use Manually Scheduled Tasks Sparingly
One of the best things about Project is that it can automate schedules and tasks for you, depending on what information you put into the program. Tasks can be scheduled manually or automatically, so why not have it automatically set up tasks? This makes your job much simpler and reduces the odds that anything will slip through the cracks. You can always do some change management manually if needed, but automated tasks and schedules are ideal for increased productivity.
4. Choose the Best Calendar Format
There are 3 different calendar formats you can choose from. These are the Standard, 24-hour, and Night shift formats. Pick the one that suits your needs and the needs of your team best. For example, if your team works at night, the night shift format would be better for your team than the standard one. In addition to formats, also consider the Project Calendar, Resource Calendar, and Task Calendar. Each one has a specific purpose when coming up with your top down estimate or bottom up estimate.
5. Make a List
Making a list of tasks that need to be done is one of the most important parts of project management. You can even get started with a paper list before entering information into Microsoft Project. Smaller projects can be simple checklists, whereas larger projects may need more customization. This helps you prioritize which tasks are most important and which should be done first. Make sure your task list is arranged correctly, as it can be tricky to change tasks after the project is underway.
6. Rearrange the Columns
The default columns of task lists may not show the information you need, or they may show you some information you don’t need. Thankfully, you can create a unique layout to show the information you most need to see for your project. You can move, sort, delete, and add columns however you need. You can also change the width of the columns and sort them into ascending or descending order. This way, you can use the columns to see what you need to see first.
7. Split Tasks
Breaking large tasks up into smaller tasks can make it much easier to complete the projects, especially if parts of the tasks need to be completed at different times. With Microsoft Project, you can make things much easier by modifying the Gantt chart and splitting a task with a form view.
8. Defining the Task
You need to define tasks and how long they will last. It is important to be very specific so that Microsoft Project can then determine the dates correctly. Don't forget to use summary tasks to gropu your work! You will then need to define the relationships between different tasks. This all helps Microsoft Project work correctly to save you and your team time with the products project tracking tools.
9. Saving the Baseline
There will always be a need to make adjustments to a project schedule. What if you want to know how the project is going compared to your original plan? You can’t do that if you didn’t save the baseline plan. Saving the baseline allows you to compare the progress you are making to the original plan whenever you need to. Be sure to save the baseline plan for each project before the project begins.
10. Use Abbreviations
Abbreviations are shortened versions of words. They are great to use in a project. Using abbreviations in a collaborative work setting helps save time and space during messages. That way, you and your team don’t have to spend time spelling out long terms and phrases, and the abbreviated versions get the message across just as well. For example, Actual Cost of Work Performed can be abbreviated as ACWP. The time saved using abbreviations can really add up and help the project get finished more quickly.
