Microsoft Projects: Navigating complex projects for founders
Each team is working on a unique component, yet all pieces must fit together seamlessly by an immovable deadline.
How Microsoft Project Helps Navigate Complexity in Project Management
Sometimes, opting for simplified project management tools can backfire, creating chaos in the face of large-scale, intricate projects. Imagine a game release involving multiple subcontractors spread across time zones. Each team is working on a unique component, yet all pieces must fit together seamlessly by an immovable deadline. Tackling such complexities requires more than a basic task manager. It demands a robust tool like Microsoft Project, which, though initially complicated, can save time and effort in the long run.
However, implementing a new project management tool is not as simple as hitting ‘download’ and telling your team to adopt it. Onboarding is critical to ensure the system doesn’t become an expensive yet underused relic. One of the strategies I’ve found effective involves assigning a team member to work closely with the client daily. Initially, I schedule strategic meetings with key stakeholders to align on goals and processes. Once these foundational aspects are set, my team continues with the client’s operational leads, like the COO or executive assistant. Over time, as the team becomes more comfortable, my presence becomes less frequent, leaving my colleague to independently conduct shorter and more focused sessions.
Agreeing on a standard process during those early meetings is non-negotiable. Without it, the tool risks becoming a dumping ground for undocumented ideas rather than a roadmap to success. Some foundational agreements might include:
- Task Ownership – Each task must have a designated owner accountable for its completion.
- Deadlines – Tasks should include clear due dates and delivery timelines.
- Feedback Loops – Allow time for reviews, ensuring the team sets realistic expectations.
- Categories – Agree on a shared language for tracking task progress with categories like Unviewed, Working On It, Urgent, and Rejected.
By driving team alignment early and reinforcing it through onboarding, you maximise the system’s value and ensure smooth implementation.
Now that we’ve established a solid strategy for transitioning to a tool, let’s explore what makes Microsoft Project a strong contender for managing complex projects and how it stacks up overall.
Features and Benefits of Microsoft Project
Microsoft Project is designed to handle the intricacies of large-scale operations. Here are the standout features that make it ideal for complex scenarios:
1. Advanced Task Management
Microsoft Project allows you to create hierarchical task lists, making it easier to break down a sprawling project into bite-sized pieces. Subtasks, dependencies, and milestone tracking give teams a clear understanding of how their work fits into the bigger picture.
2. Robust Scheduling Tools
The tool includes Gantt charts, timeline views, and resource allocation graphs that visualise who’s working on what, when. This functionality is invaluable for managing overlapping tasks and ensuring subcontractors aren’t double-booked.
3. Resource Management
Resource levelling, workload tracking, and forecasting help prevent bottlenecks. You can spot overburdened team members or subcontractors and make adjustments before issues escalate.
4. Integrations with Other Tools
Microsoft Project integrates seamlessly with the Microsoft 365 ecosystem and external tools like SharePoint and Teams. These integrations make communication and data-sharing more efficient, especially for distributed teams.
5. Customisation
Templates, reporting dashboards, and task categories are highly customisable. Though this can be overwhelming for newcomers, it allows seasoned teams to design a system that fits their unique requirements.
Limitations
While Microsoft Project excels in managing complex endeavours, its capabilities might feel excessive for smaller, less complicated projects. For startups or teams with minimal project management experience, the tool has a steep learning curve. It also demands significant upfront investment in both time and training. Here are some drawbacks to consider:
- High Complexity – It’s not the most intuitive tool, requiring thorough onboarding to unlock its potential.
- Costly – The price of Microsoft Project can be prohibitive for startups operating on a lean budget.
- Overkill for Simple Projects – For teams with straightforward workflows, the advanced features could generate more confusion than value.
- Initial Setup Time – Setting up the system, including defining workflows and categories, can be time-consuming.
Why Microsoft Project Shines for Complex Projects
For startups tackling ambitious, multi-faceted projects such as game developments, Microsoft Project proves its worth. Each subcontractor, from the art team to sound designers, can be managed in a singular ecosystem. Dependencies ensure one team doesn’t begin work until another has finished the required groundwork. Milestones make critical deadlines clear, while resource management tools ensure you don’t assign overlapping tasks to subcontractors.
However, the most powerful feature is the ability to visualise everything in one place. Gantt charts allow managers to track progress at a glance, highlighting potential bottlenecks and delays before they snowball into full-blown crises.
Where It Falls Short for Simpler Teams
For less complex operations, the tool’s sophistication might feel more like a roadblock than an asset. For instance, a small team managing marketing campaigns likely doesn’t need the intricate dependency management and resource levelling that Microsoft Project offers. Simpler tools like Monday.com would serve this audience better, requiring less time to onboard and use effectively.
Categories and Ratings
After a deep review, here’s how Microsoft Project scores across five critical categories:
1. Ease of Use – 3/5
Microsoft Project demands a solid onboarding effort. While powerful, its interface isn’t immediately intuitive, which can frustrate new users.
2. Features and Functionality – 5/5
For complex projects, the tool offers unmatched depth in both planning and execution.
3. Customisation – 4.5/5
Highly customisable but requires advanced users to set it up effectively.
4. Affordability – 3/5
With its premium pricing, Microsoft Project may be out of reach for smaller businesses. However, the value it delivers for large-scale projects justifies the cost.
5. Integration and Compatibility – 4.5/5
Seamless integration with Microsoft 365 is a big plus, but users outside this ecosystem may struggle.
Overall Ratings:
- 5/5 for managing complex, large-scale projects with multiple stakeholders.
- 3/5 for smaller, less intricate operations due to its high learning curve and pricing.
Final Thoughts
Microsoft Project is not for the faint-hearted, but for startups handling complex projects with many moving parts, it can be a game-changer. With its robust features, customisation options, and capacity for handling large-scale tasks, it stands out as the gold standard for advanced project management. However, its steep learning curve makes it less suitable for simpler operations.
If you’re ready to invest the time into setting up a system that will support your team through intricate operations, Microsoft Project might just be the tool you’re looking for.
