Microsoft Project Viewer is invaluable for project managers, team members, and stakeholders. When you plan to join the Microsoft Project Courses, using tools like Microsoft Project Viewer will be easier and more effective. This tool has an easy-to-use interface and many useful features that can significantly increase project results. Let’s understand the tips you can use to increase the productivity of Microsoft Project Viewer.
Table Of Contents
- Tips for Maximising Productivity
- Advanced Tips for Power Users
- Conclusion
Tips for Maximising Productivity
Customise Your Views
Microsoft Project Viewer offers customisable views, allowing users to focus on the most critical aspects of their project by altering the presentation of data.
How to Customise Views:
Gantt Chart View
You can change how the Gantt Chart looks to draw attention to important tasks, dates, and milestones.
Resource View
Change Resource View to monitor resource use and find possible problems.
Task Sheet View
You can see a complete list of tasks and their status in the Task Sheet View.
Utilise Filters and Grouping
You need to use filters and groups to get to the specifics of a project. They help you see how the project runs by separating jobs, resources, and due dates.
Using Filters:
Critical Path Filter
Use this filter to see only the jobs directly affecting the project’s due date.
Overdue Tasks Filter
Find the tasks that are behind schedule so that you can fix them.
Resource Filters
See the tasks assigned to specific resources to spread workloads evenly.
Grouping Tasks:
Group by Phase
Sort jobs into project stages to see how things are going in each stage.
Group by Resource
You can see how work is spread out and keep track of it by grouping jobs by resource.
Leverage Reporting Tools
Microsoft Project Viewer has several reporting tools that can inform stakeholders about a project’s status and its meaning.
Generating Reports:
Project Overview Reports
Make reports that show the project’s success, emphasising critical metrics status.
Task Reports
Create detailed reports on the status of tasks, their duration, and when they need to be completed.
Resource Reports
Make reports on how resources are allocated, used, and available.
Export Data for Analysis
After exporting data from Microsoft Project Viewer, you can use other tools, like Excel or Power BI, to examine project information.
How to Export Data:
Excel Export
You can export schedules, task lists, and resource allocations to Excel so that you can look at them in more detail.
CSV Export
You can use CSV export to add data from a project to other programmes or files.
PDF Export
Make PDF reports to send to people who cannot change the files.
Collaboration and Communication
The data must be precise for a project to succeed. Microsoft Project Viewer makes it easier for people to work together by clearly showing project plans.
Enhancing Communication:
Share Project Plans
Share plans and updates with team members and other important people to keep everyone up to date on the project.
Annotations and Comments
Use annotations and comments to provide feedback and updates directly within the project plan.
Meeting Preparation
Use the viewer to prepare for project meetings. By looking at the project’s most recent status, you can identify topics for discussion.
Advanced Tips for Power Users
Integration with Other Tools
Integrating Microsoft Project Viewer with other tools will help you utilise it effectively.
Tool Integrations:
SharePoint Integration
Connect to SharePoint to organise documents and work together better.
Power BI Integration
Power BI is a powerful tool for advanced data reporting and visualisation.
Third-Party Add-Ons
Check out third-party apps and add-ons that make Microsoft Project Viewer more useful.
Training and Skill Development
To utilise Microsoft Project Viewer effectively, spend money on training and improve your skills.
Training Resources:
Online Tutorials
You can use online classes and tutorials to learn more about advanced features and the best ways to use them.
User Manuals
For complete instructions on how to use certain features, look at user manuals and other documentation.
Community Forums
Join community forums and user groups to exchange tips and solutions with other users.
Regularly Review and Optimise
You need to keep improving and updating to utilise the features effectively.
Review and Optimise:
Regular Reviews
Plan to review your project plans regularly to ensure they are correct and still valid.
Feedback Loop
Set up a feedback loop with your team to find improvement methods.
Optimise Processes
Based on feedback and success data, keep improving your project management processes.
Conclusion
Microsoft Project Viewer is a powerful tool that can significantly improve your ability to be productive and handle projects. You can effectively use it by following various methods. This leads to better project results whether you’re a project manager, a team member, or a client. Visit The Knowledge Academy if you plan to take Microsoft courses.
