Manage tasks efficiently in MS Project

When you delve deeper into Microsoft Project, you quickly realize how important it is to correctly display and manage tasks. In this tutorial, you will learn about the various views available to you and how to effectively utilize them. This way, you can keep track of your projects and ensure that all resources are optimally utilized.

Key Insights

• Various views for tasks: Difficulty and flexibility in representation.
• Difference between duration and work: Understanding resource allocation.
• Adapting work profiles: Optimizing resource utilization.
• Detailed table display: Efficient data entry without distractions.

Step-by-Step Guide

To maximize the full potential of tasks in MS Project, follow these steps:

1. Switch to different views

Open your project and navigate to the various views to shed light on what's happening. MS Project not only offers the Gantt chart view but also the task table and task usage view. This gives you different perspectives on your tasks, helping you to plan better.

2. Working with the task usage view

In the task usage view, you see a detailed list of tasks and the associated work steps. For example, you can set brainstorming as a task that has a total duration of three hours but requires a total of nine work hours due to the three people involved. Here you see the useful difference between duration and work.

3. Resource overview and scheduling

The resources are clearly identified, and the work is displayed in different fields. Each team member has different tasks, allowing you to set the distribution of work hours across the individual days. Note that not all resources need to be evenly distributed over time – this is part of effective project planning.

4. Adapting work profiles

It is possible to adapt the work profiles of resources. For example, you can minimize the workload of one person at the beginning of the project and increase it as the project moves into the next phase. This keeps your project flexible and ensures that all resources are optimally utilized without changing the total working time.

5. Using the task table

Use the task table to display all important information in a compressed manner. Here you can see the duration, the type of tasks, and the allocation of resources at a glance. Although the standard view is often the preferred choice, the task table provides a clearer data input interface.

Summary

In this post, you have learned how the various views of MS Project can be used to optimize the planning and execution of your projects. The distinction between duration and work, as well as the ability to adapt work profiles, play a central role. With these tools, you are well-equipped to make your project management more effective.