Advice and guidelines for MS Project users

July 5, 2015

Microsoft Project – what can I expect it to do? How do I know if I’m using it correctly?

Tools

Ask the average entry level Microsoft Project user to identify why they use the software and you’ll invariably get the following answer: “To show all the tasks that need to be done within the project and to mark them off as those tasks are completed.”

In other words, to be able to see which tasks are completed and which are yet to be completed.

Not quite.

Project can do this but if you develop a robust schedule that’s just a small part of this powerful project management tool.

In most projects we have milestones tied to specific dates and our criterion for success usually involves completing tasks or phases by specific dates. If we make those deadlines – good. If we complete before those deadline dates – better still. If we slip past those deadline dates then we have a problem.

Also, we may wish to look at the resources involved in our programs. These may include our labour, plant and equipment or materials. It may also include who they are, what they should be doing on any specific date, and how they may be effected by any tasks which are running late.

So, here’s your checklist of what Microsoft Project should be showing you.

During the planning phase (before the project actually starts)

  • Can we see all the tasks, phases and relevant dates within our project?
  • Can we identify the critical path?
  • If we’re using resources on any of our tasks can we see who should be doing what and when?

When the project has gone “live”

  • Which tasks have we completed so far?
  • For completed tasks, can we tell which started or ended as per the original schedule? If not, exactly how far behind (or in front) are we for each task?
  • For tasks yet to be started, can we tell whether those tasks are projected to start or finish on schedule? And if not, exactly how far in front or behind will they be performed if nothing changes?
  • If we have resources assigned to tasks, are our tasks on schedule? If not, who do we need to contact in advance to warn about changes in their workload?
  • Can we produce relevant reports for all stakeholders?
  • Have we exceeded our budget?

If this is what you’re able to clearly read and report on when you look at your Microsoft Project Gantt chart you’re using it correctly.

For clients who are already using Microsoft Project and are unsure if they’re using it correctly, here’s the key question we ask them to help them determine whether they’re doing just that: “If I pointed to any task in your Gantt chart and regardless of whether that task had been done or not could you tell me the exact variance of that task; is it exactly on schedule, and if it isn’t, exactly how many days or hours is it behind or in front of the schedule?”

If your answer is “yes” you’re doing it right.

You can view our Microsoft Project Fundamentals training course 2013/ 2019.

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