How to Track Task Progress in Microsoft Project

Microsoft Project is a powerful tool for managing complex projects. It allows you to create schedules, assign tasks, and track progress. However, keeping track of which tasks are on track and which ones are behind schedule can be challenging. In this article, we will show you how to find out what tasks are on track and what tasks are behind schedule in Microsoft Project.

Using the Gantt Chart View

The Gantt Chart view is the most commonly used view in Microsoft Project. It provides a graphical representation of the project schedule and allows you to see which tasks are on track and which ones are behind schedule.

To view the Gantt chart, follow these steps:

1. Open your project in Microsoft Project.
2. Click on the “View” tab in the ribbon.
3. Select “Gantt Chart” from the “Task Views” section.
4. The Gantt chart will now be displayed.

The Gantt chart displays each task as a horizontal bar, with the start date on the left and the finish date on the right. The length of the bar represents the duration of the task. Tasks that are on track will be displayed in green, while tasks that are behind schedule will be displayed in red.

You can also use the zoom slider at the bottom of the screen to zoom in or out on the Gantt chart. This can help you get a better view of the schedule, particularly if you have a large project with many tasks.

Using the Tracking Gantt View

The Tracking Gantt view is another way to view task progress in Microsoft Project. It displays the same information as the Gantt chart, but also includes bars that show the actual start and finish dates of each task, as well as any progress that has been made.

To view the Tracking Gantt, follow these steps:

1. Open your project in Microsoft Project.
2. Click on the “View” tab in the ribbon.
3. Select “Tracking Gantt” from the “Task Views” section.
4. The Tracking Gantt will now be displayed.

The bars on the Tracking Gantt are color-coded to show whether tasks are on track or behind schedule. Tasks that are on track will be displayed in green, while tasks that are behind schedule will be displayed in red.

Using Filters

Filters are another way to find out which tasks are on track and which ones are behind schedule. They allow you to display only the tasks that meet specific criteria, such as tasks that are overdue or tasks that have not yet started.

To apply a filter, follow these steps:

1. Click on the “View” tab in the ribbon.
2. Select “Filter” from the “Data” section.
3. Choose the filter you want to apply from the drop-down menu.

Microsoft Project comes with several built-in filters, such as “Incomplete Tasks” and “Late Tasks”. You can also create your own custom filters by clicking on the “More Filters” option.

Once you have applied a filter, only the tasks that meet the selected criteria will be displayed. This can make it easier to identify tasks that are behind schedule or need attention.

Using Reports

Microsoft Project includes several built-in reports that can help you track task progress. These reports provide a summary of the project status, including which tasks are on track and which ones are behind schedule.

To view a report, follow these steps:

1. Click on the “Report” tab in the ribbon.
2. Select the report you want to view from the “View Reports” section.
3. The report will be displayed.

Some of the reports that may be useful for tracking task progress include the “Project Overview” report and the “Burndown” report. These reports provide a high-level view of the project status and can help you identify tasks that are falling behind.

Using Third-Party Tools

There are also several third-party tools that can be used to track task progress in Microsoft Project. These tools offer additional features and functionality that may not be available in the built-in options.

Some popular tools include Smartsheet, GanttPRO, ClickUp, Monday.com, Clarizen, and Wrike. These tools allow you to import your Microsoft Project schedule and track progress in real-time. They also offer collaboration features, such as task assignments and team messaging.

However, these tools may require additional setup and cost, so it’s important to evaluate whether they are necessary for your specific project needs.

Conclusion

Tracking task progress is an essential part of project management. Microsoft Project provides several built-in options for tracking progress, including the Gantt chart view, Tracking Gantt view, filters, and reports. Additionally, there are several third-party tools available that offer additional features and functionality.

By using these tools effectively, you can ensure that your project stays on track and meets its goals.

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