Updating Project Tasks and Progress

Introduction

Keeping track of task progress is a fundamental aspect of project management. Regular updates to project tasks in Microsoft Project ensure that the project plan reflects the current state of the project. This process includes updating the status of tasks, recording progress, and making adjustments as necessary. In this lesson, we will cover the essential steps and best practices for updating tasks and tracking progress in Microsoft Project.

Updating Task Status

Set the Status Date:

• Before updating tasks, set the status date in Microsoft Project.
• This is the date against which you are updating the project progress.
• Go to the ‘Project’ tab, select ‘Status Date’ in the ‘Status’ group, and choose the relevant date.

Update Individual Tasks:

• Open the task view where you can see a list of tasks.
• For each task, update the start and finish dates, duration, and percentage complete as appropriate.
• This can be done in the task information dialog box or directly in the table.

Mark Tasks as Complete:

• For tasks that are finished, mark them as 100% complete.
• This updates the task status and adjusts the remaining work to zero.

Recording Task Progress

Use the ‘Tracking’ Table:

• Switch to the ‘Tracking’ table for a more detailed view of task progress.
• Here you can enter actual start and finish dates, percentage complete, and actual work done.

Track Actual Work and Costs:

• If tracking work hours and costs, enter the actual work done and any associated costs.
• This is crucial for projects where resource usage and budget tracking are important.

Adjusting Project Schedule

Reschedule Incomplete Work:

• For tasks that are not progressing as planned, reschedule the remaining work.
• Use the ‘Update Project’ tool on the ‘Project’ tab, and select ‘Reschedule uncompleted work’.

Revise Task Dependencies and Durations:

• As the project progresses, some tasks may take longer or shorter than planned.
• Adjust task dependencies and durations accordingly to reflect these changes.

Best Practices for Updating Progress

Regular Updates:

• Update project tasks regularly, preferably on a weekly or bi-weekly basis.
• This keeps the project plan current and allows for timely decision-making.

Involve the Team:

• Collaborate with your team to gather accurate updates on task progress.
• This ensures that updates reflect the reality on the ground.

Monitor Project Baseline:

• Compare the updated schedule against the project baseline to assess variances in the schedule, scope, and cost.
• This helps in understanding the project's performance and identifying areas needing attention.

Communicate Changes:

• Keep all stakeholders informed about the progress and any significant changes to the project plan.
• Regular communication helps manage expectations and facilitates stakeholder engagement.

Conclusion

Updating project tasks and progress in Microsoft Project is a critical process that provides visibility into the actual performance of the project against the plan. Regular and accurate updates are key to effective project control and management.