When managing a project schedule in Microsoft Project, entering task progress correctly is essential for producing reliable forecasts. While there are several ways to update progress, using the wrong method can quickly lead to misleading dates, unexpected schedule shifts, or loss of control over your plan.
Project managers often run into issues such as:
- Progress updates unexpectedly changing task dates
- Confusion between Percent Complete, Physical % Complete, and Actual Work
- Schedules drifting even though “nothing changed”
- Losing confidence in forecast finish dates
In this guide, I’ll show you a simple, straightforward method for entering task progress in Microsoft Project using the same best practices I rely on in my own schedules. Let’s get started.
Watch the Step-by-Step Video
Prefer to follow along visually? This video demonstrates the exact steps you’ll learn below using Microsoft Project Desktop.
Step-by-Step Guide:
Entering Task Progress in Microsoft Project
Step 1: Set Up the Tracking Gantt View
Before entering progress, configure the Tracking Gantt view so the correct fields are visible.
To set up the Tracking Gantt view:
- Apply the Tracking Gantt view.
- Right-click the Select All button (the blank button in the upper-left corner of the task sheet).
- Select the Tracking table from the shortcut menu.
- Customize the Tracking table by inserting and arranging the columns in the following order:
- Start
- Actual Start
- Percent Complete
- Remaining Duration
- Actual Finish
- Finish
- Resource Names
This layout ensures you can enter and review progress data consistently for each task.
Step 2: Enter Task Progress Data
When updating your project schedule on a weekly or bi-weekly basis, use the following process for each task while working in the customized Tracking Gantt view.
For each task:
- Enter the Actual Start date
Enter the date when the team member actually began work in the Actual Start field. - Update Percent Complete
Enter the estimated percentage of task progress in the Percent Complete field. - Update the Remaining Duration
Enter the estimated amount of time remaining to complete the task in the Remaining Duration field. - Enter the Actual Finish date (when complete)
Once the task is finished, enter the date when the team member actually completed the work in the Actual Finish field. - Add task notes as needed
For tasks that require explanation or variance documentation, add a note describing any changes or issues.
This sequence keeps progress updates controlled and predictable.
Tips for Accurate Progress Tracking
Use the following tips to avoid common progress-tracking issues:
- For completed milestones, simply enter 100% in the Percent Complete field.
- Only enter 100% Percent Complete if the task started and finished as originally scheduled.
Otherwise, enter the Actual Finish date, which will automatically calculate the completion percentage. - Adjusting Remaining Duration will automatically change Percent Complete:
- Increasing Remaining Duration decreases Percent Complete
- Decreasing Remaining Duration increases Percent Complete
This behavior cannot be disabled, as Percent Complete is calculated based on Duration.
Save Your Custom Tracking Table for Future Use
After customizing the Tracking table, you can save it for use in all current and future projects.
To save your custom Tracking table:
- Click the File tab, then click Info.
- In the Backstage view, click the Organizer button.
- In the Organizer dialog, click the Tables tab.
- Select the Tracking table on the right side of the dialog (your customized version).
- Click Copy.
- When prompted to replace the existing Tracking table, click Yes.
- Click Close to exit the Organizer dialog.
This makes your tracking setup available in future schedules without repeating the configuration.
Wrapping Up
By following this methodology, you’ll be able to enter task progress in Microsoft Project with greater control and confidence, resulting in more reliable forecasts and fewer unexpected schedule changes.
If you have questions, please add them in the Leave a Reply section below. If you watched the video, feel free to post your questions or comments there as well.
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