Project Online - Creating the project tasks Tutorial

In this video, you will learn about creating project tasks in Project Online.
The video covers the different types of tasks, how to prioritize them, and how to monitor and display them.
This will help you effectively organize and manage your projects using Project Online.

5:18
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Available in Microsoft365

Objectifs :

This tutorial aims to guide users on how to create and manage project tasks in Project Online, including task creation, prioritization, monitoring, and publication.

Chapitres :

Introduction to Project Online
Welcome to this tutorial on Project Online. In this section, we will explore how to create project tasks. Project Online is not merely a software that lists activities; it allows for the organization and optimization of resources. It is crucial to define most tasks before a project begins.
Creating Project Tasks
In this tutorial, we will cover the following aspects of task creation: - Entering a task - Understanding different types of tasks - Prioritizing tasks - Monitoring tasks - Displaying a timeline - Publishing tasks A project involves interrelated actions, meaning that starting a task often requires the completion of a previous one.
Types of Tasks
In Project Online, there are two types of tasks: - **Summary Tasks**: These are generic tasks that encompass several subtasks. - **Subtasks**: These provide detailed information related to a summary task. For example, under a summary task labeled 'Design', you can add subtasks such as 'Content of Training Recommendation' and 'Content of Training Validation'.
Entering Task Information
For each task, you need to provide essential information: - Who is responsible - When it will occur - How much work is required - How long it will take You can easily input this information using various fields. For instance, if a task is scheduled for one day, you can select the appropriate date from the calendar.
Monitoring Task Completion
To ensure proper project monitoring, each task must indicate its level of completion. Project Online calculates the overall impact of this completion rate on the entire project. For example, if a task is fully completed, you would indicate 100%. If a task is only partially completed, such as 50%, you would enter that percentage.
Using Predecessors
When a task depends on the completion of a preceding task, you can use the concept of predecessors. In Project Online, you can specify that task number 5 should begin only after task number 3 is completed by referencing task number 3 in the predecessor field.
Timeline View
The timeline view provides enhanced visibility of your tasks. To add tasks to this view, navigate to the 'Tasks' section in the ribbon and select 'Add to Timeline'. This allows you to visually manage your tasks and their relationships.
Finalizing and Publishing Tasks
Once you have developed your tasks, it is essential to validate all the information. Remember to save your work and publish the updates to make them public. These steps are crucial for ensuring that all data is accurately reflected in your project.
Conclusion
In summary, you now have the tools to create and manage project tasks in Project Online. By organizing tasks relative to each other and ensuring proper monitoring, you can maintain consistency throughout your project and manage it effectively.

FAQ :

What is Project Online?

Project Online is a cloud-based project management tool that helps users plan, manage, and collaborate on projects effectively.

How do I create tasks in Project Online?

To create tasks in Project Online, navigate to your project, use the task entry fields to add task names, set durations, and assign resources.

What are summary tasks and subtasks?

Summary tasks are overarching tasks that group related subtasks. Subtasks are individual tasks that provide detailed information about specific activities.

How can I indicate task dependencies?

You can indicate task dependencies by using the predecessors field in Project Online, specifying which tasks must be completed before others can start.

What is the purpose of the timeline view?

The timeline view provides a visual representation of project tasks over time, helping users to see the schedule and task dependencies clearly.

How do I monitor task completion in Project Online?

You can monitor task completion by entering the completion rate for each task, which Project Online uses to calculate overall project progress.

Why is it important to publish project updates?

Publishing project updates ensures that all stakeholders have access to the latest information and progress, facilitating better collaboration and communication.

Quelques cas d'usages :

Managing a Training Program

In a corporate setting, Project Online can be used to manage a training program by creating tasks for content development, validation, and scheduling. By using summary tasks for each training module and subtasks for individual sessions, project managers can ensure that all components are completed on time and in the correct order.

Software Development Project

In software development, Project Online can help teams organize tasks such as coding, testing, and deployment. By setting predecessors, teams can ensure that coding tasks are completed before testing begins, improving workflow efficiency.

Event Planning

Event planners can utilize Project Online to create a timeline of tasks such as venue booking, catering, and marketing. By using the timeline view, planners can visualize the sequence of tasks and ensure that all preparations are completed before the event date.

Construction Project Management

In construction, Project Online can be used to manage tasks related to different phases of a project, such as design, approval, and construction. By indicating task dependencies, project managers can ensure that construction only begins after design approval, minimizing delays.

Research Project Coordination

Researchers can apply Project Online to coordinate tasks such as literature review, data collection, and analysis. By monitoring task completion rates, they can adjust timelines and resources to ensure the project stays on track.

Glossaire :

Project Online

A cloud-based project management tool that allows users to plan, manage, and collaborate on projects efficiently.

Project tasks

Specific activities or actions that need to be completed as part of a project.

Summary tasks

Higher-level tasks that encompass multiple subtasks, providing an overview of project progress.

Subtasks

Tasks that fall under a summary task, providing more detailed information about specific activities.

Indent function

A feature in Project Online that allows users to create a hierarchy of tasks by making a task a subtask of another.

Predecessors

Tasks that must be completed before another task can begin, establishing a sequence of activities.

Timeline view

A visual representation of project tasks over time, allowing users to see the schedule and dependencies at a glance.

Completion rate

A percentage indicating how much of a task has been completed, which affects the overall project progress.

Publication

The process of making project updates visible to all stakeholders after saving changes.

00:00:03

Hello and welcome to this tutorial on Project Online.

00:00:07

In this section, we will show you how to create project tasks.

00:00:12

Project Online is not a software that just simply lists

00:00:14

the various activities referred to as project tasks.

00:00:18

It also enables them to be organized by allowing you to

00:00:21

plan and optimize the use of resources.

00:00:25

It is important that the majority of these are defined before a project begins.

00:00:30

In this tutorial, we will see

00:00:31

how to enter a task, what the different types of tasks there are,

00:00:35

how to prioritize them, how to ensure that

00:00:38

they are monitored, how to display a timeline and how to

00:00:41

ensure the publication of these various tasks.

00:00:46

Of course, a project implies that certain actions are

00:00:48

interrelated or that starting a task requires a previous task to be completed.

00:00:53

Let's see how all of this is indicated in Project Online.

00:00:57

In my project, I can indicate the different tasks that I want to implement.

00:01:03

There are two types of tasks: summary tasks and subtasks,

00:01:07

which can complement the information relating to a more generic task.

00:01:12

I'm going to add a task that I will subordinate to the design,

00:01:16

e.g., content of training recommendation and below content

00:01:20

of training validation.

00:01:22

Both of these tasks are subordinate to the first.

00:01:26

I'm going to use this Indent function in the ribbon.

00:01:33

Now there are two tasks that are subordinated to the design task.

00:01:38

For each project activity or task, you will need to

00:01:41

provide a certain amount of information: who, when, how much, how long.

00:01:47

Here's how to indicate the important indicators for your project.

00:01:51

By using different fields, I can easily indicate everything.

00:01:56

I can determine the content of the training in one day.

00:02:00

I will do this by using the calendar and will select the data that suits me.

00:02:05

My task will start on the third and will be completed on the same day.

00:02:10

How much working time will I be required to spend completing it?

00:02:14

This task requires two hours of work.

00:02:18

I can do precisely the same for the validation of the training content.

00:02:24

I'll do it on the fourth

00:02:30

and it will take one hour of work.

00:02:33

I have provided all the information relating to each of my tasks.

00:02:37

I note that in the design task, which is a generic task

00:02:40

or a summary task, the total hours and days allotted from

00:02:44

the various subtasks have been calculated.

00:02:48

To ensure the project is properly monitored and to obtain

00:02:51

reliable information, it is essential that each task

00:02:54

indicates the level of completion.

00:02:57

Project Online then calculates the impact of this rate on the entire project.

00:03:03

Let's see how to indicate this and observe the effects.

00:03:08

Right here, we see that this task has been fully completed.

00:03:12

I must therefore indicate 100%.

00:03:16

In contrast to this, I have presented my validation,

00:03:19

but I've not yet had a response.

00:03:22

It is validated, but only up to 50%,

00:03:25

so I indicate 50% in this column.

00:03:29

Here I have my alpha project, which has progressed.

00:03:35

One final element, which may be important when a task

00:03:38

requires a preceding activity to be completed in order to

00:03:41

be able to start is to use the concept of predecessors.

00:03:45

Let's see how this is indicated in Project Online.

00:03:49

Here you have a predecessor field and if you want task

00:03:51

number 5 to begin when task number 3 has been implemented,

00:03:56

you simply indicate so to task number 5

00:03:58

with number 3 as a reference point.

00:04:02

You have the numbers of tasks in front of each of them.

00:04:06

Once validated, you can see here that the gunshot

00:04:09

indicates that this task cannot begin until task number 3 is completed.

00:04:14

You can also use the timeline view in order to obtain more visibility.

00:04:19

Now let's look at how to add your tasks to this view and configure them as needed.

00:04:25

I shall very simply add my two design tasks

00:04:28

to my timeline view, which is located right here.

00:04:32

I shall go into Tasks in the ribbon and shall add to timeline.

00:04:38

My tasks have just been added.

00:04:40

I select the following.

00:04:41

I add it to the timeline and it has now been added.

00:04:46

Once your tasks have been developed, you should validate all the information.

00:04:50

Still inside the ribbon, you must save

00:04:53

and then do not forget to publish in order to make the latest updates public.

00:04:59

All of these actions are required

00:05:01

in order to validate all of your closed data.

00:05:05

And now you have the means to implement the various tasks,

00:05:08

subordinating them relative to each other,

00:05:11

organizing them so as to retain consistency throughout your project

00:05:14

and managing it under the best conditions.

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