Automation is changing the way we work in our day to day life. It is the process of using technology to complete tasks without any human assistance. It is now being used in every field of work and project management is no different. Automation in project management means using technology to perform tasks that usually take a lot of time and effort. While there are many softwares in project management, very few offer a simple interface and easy automation process. MS Project is one such tool. MS Project comes with so many features that help you streamline your workflow. By using macros, templates and other automation techniques you can transform chaos into order. In this article, I will share some automation features of MS Project and how you can use them.
Can You Automate Tasks in MS Project?
MS Project is a software that helps project managers to plan, execute and track their projects. It is like a central point for your project where you can map out everything from the start to finish. You can create schedules, assign tasks and monitor progress all in one place. It is known to have a user-friendly interface and is packed with many features that can help ensure your project runs smoothly. Automation is one of the key benefits of using MS project. It can save you a ton of time and effort. You can start by identifying repetitive tasks in your project. Once you have that list you can use MS Project’s built-in automation features. For instance, you can set up recurring tasks that automatically repeat at set intervals. This way, you won’t have to create the same tasks over and over.
What Are Macros and Why Use Them?
Macros are like little robots that do tasks for you. Instead of clicking through different menus and buttons you can just automate repetitive tasks with a simple click. For example, if you often create a status report, you can record a macro to gather all the necessary information automatically. It saves you a lot of time and effort which you can use for more important things like brainstorming your next big idea.
How to Create a Macro in MS Project
Creating a macro in MS Project is quite an easy process. First, go to the View tab, then look for the Macros option. Here you can record a new macro by performing the steps you want to automate. Once you finish recording, you can save it and run it anytime you need. Just think of it as setting up a shortcut on your keyboard but for MS Project tasks.
Helpful Macros You Can Build
- Daily Updates: Automate the process of updating task status every day. This way you can save up some time every day and everyone stays on the same page.
- Task Assignments: If you frequently assign tasks to team members, a macro for task assignment can speed this up with just a click.
- Resource Allocation: Adjusting resources can be a very tedious process. A macro can help you allocate resources based on your predefined rules.
Creating Templates Using MS Project
Templates are like blueprints for your projects. It’s a pre-designed project file that includes tasks, resources and schedules. They give direction and a head start by providing a framework that you can fill in with specific details which differs from project to project. Without templates, creating a new project from scratch every time will waste a lot of your time and efforts of your team. Templates make life easier by ensuring consistency across projects.
Building Templates in MS Project
When you are creating a template, think about the most common elements in all your projects. List them out and organize them in the order they should be done. Include sections for tasks, resources, timelines and budgets. For example, if you are always breaking your projects into phases, you can create phases as part of your template. While adding resources, add team members, tools or any equipment you commonly use. Assign them to the tasks as needed. Once you are done, go to “File,” click on “Save As,” and choose “Project Template.” Give it a name that makes sense for easy future access. This way you can start strong right from the get-go.
Use Project Online
MS Project online is a cloud based project portfolio management (PPM) solution that empowers organizations to plan, manage and collaborate on different projects. It offers a suite of tools for creating project schedules, assigning resources and managing portfolios. It centralizes the whole project information and allows real time collaboration between team members. It also comes with a very simple interface and integrates well with other Microsoft tools like SharePoint and Power BI. Overall, using Project Online can improve your project performance many times.
Use Power BI For Report Generation
Power BI which is a very effective and popular business intelligence tool integrates seamlessly with MS Project to generate reports that offer a comprehensive view of project performance. By connecting to Project Online or Project Server, Power BI extracts critical data like task progress and resource allocation. This data is then transformed into visually appealing dashboards and reports that can provide real time insights into the project. It has features like charts, graphs and maps so users can drill down into specific details and make data driven decisions to ensure project success.
Conclusion
Automation in project management, especially through MS Project software is transforming the way teams work together. There are so many automation features in this one software that many people do not know about or are not using as much in their daily work. By using the power of macros, templates and automation tools, you can lighten your project management load many times. To learn more about automation using MS project software in detail, you can join a training program in MS project. The next time you tackle a project, keep these automation strategies in mind. They will help you manage your workflow and turn that juggling act into a much smoother operation.
