Tips on Using Microsoft Project

1. Deadline Dates

Typically, tasks are assigned start and end dates which in Project, restricts flexibility when it comes to scheduling. Now, you can set a ‘deadline date’ which, provides a visual aid for seeing deadlines but also, retains the flexibility of the schedule. The visual aspect is made more effective with a green arrow marking the deadline date and a warning image appearing when the deadline has passed.

2. Collaborative Working

The secret to a project that runs like a well-oiled machine is collaboration. Successful projects have a strong team running and developing it and, often, require input from external influences too. This is why the SharePoint list synchronisation facility is so useful.

If using the Professional 2010 version of Project, you can export project files into a SharePoint list which enables you to share status and data with people outside the project.

3. Auto Scheduling

The majority of users should stick with auto scheduling. Manual scheduling is more useful if tasks are not yet finalised, agreed or still being scoped out and you want to have some sort of placeholder. For a real project with approved scope, stick with auto scheduling.

4. Plan Your Structure

Build a high-level plan using post-it notes with team members, then translate this into a Microsoft Project schedule. Use a hierarchical structure with phases and stages broken down into tasks. Add milestones for the start and end of each phase or stage. Keep it simple!

5. Links Tasks & Milestones

Where possible do not use constraints. Link tasks and milestones together and avoid linking between items that are different levels of hierarchy, for example, do not link a summary task to a detailed task. Links should happen at the lowest level of your task hierarchy (or WBS).