Microsoft Office Tutorials and References
In Depth Information
Don’t Put Off Until Tomorrow
Project management software can make many aspects of your life easier, but
the thing that overwhelms most people when they begin to use Project is the
amount of time spent inputting data and keeping it up to date. True, those
tasks can be cumbersome, but what you can get back from those automated
updating and reporting capabilities more than makes up for the upfront work.
Don’t forget about the capability to import tasks from Outlook into Project.
This helps speed up some of that data entry in the planning phase.
However, if you don’t tend to the task of tracking progress on a project, you
can wind up behind the proverbial eight-ball. Track just as often as you
can — at least once a week. This not only saves you from facing a mountain
of tracking data to be entered, but this also means that you and your team
can see the true picture of your project at any point in time. That way,
you can promptly spot disaster coming and make adjustments accordingly.
Delegate, Delegate, Delegate!
Don’t try to do everything on a project yourself. Although creating and
maintaining your Project file on your own might seem to give you more control,
doing so is just about impossible in larger projects. Of course, you don’t want
dozens of people going in and making changes to your plan because you run
the risk of losing track of who did what and when. However, a few simple
practices make a few fingers in the project pie helpful, not harmful:
Designate one person whose mission is to enter all tracking data into the
master file for you. Or, you can automate tracking by using the Request
Progress Information feature.
Break your project into a few subprojects and assign people whom you
trust to act as managers of those phases. Let them deal with their own
tracking and adjustments, and then assemble the phase projects into a
master project so you can monitor their changes.
Enlist the help of your IS/IT person(s) to set up Project Server with
Project Web Access to provide enhanced collaborative features and
share documents with your team.
Set uniform procedures for your team up front. Don’t have one person
report time on an inter-office memo sheet, somebody else e-mail you his
progress, and let others stick the work they did on tasks into the
Timesheet willy-nilly. Work up a strategy that uses Project features to
communicate consistently.
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