SOP: Task Planning in Microsoft Project
Purpose
To create a clear, organized, and manageable project schedule by properly planning tasks in Microsoft Project.
1. Define the Project Scope
Before creating tasks, answer:
What needs to be done?
Construction work
Procurement
Inspections
Handover
What is the final goal?
Example:
Project: Residential House Construction
Goal: Complete and hand over the house to the client.
2. Create the Work Breakdown Structure (WBS)
Break the project into major phases.
Example
| WBS | Task Name |
|---|---|
| 1 | Pre-Construction✓ |
| 2 | Foundation |
| 3 | Structure |
| 4 | Roofing |
| 5 | Finishing |
| 6 | Handover |
A good WBS helps everyone understand the project.
3. Break Down Major Tasks into Subtasks
Example
2. Foundation
Site Layout
Excavation
Rebar Installation
Formwork Installation
Concrete Pouring
Curing
Microsoft Project:
Foundation
Site Layout
Excavation
Rebar Installation
Formwork Installation
Concrete Pouring
Curing
Use Indent Task to create subtasks.
4. Determine Task Duration
Estimate how long each task requires.
| Task | Duration |
|---|---|
| Excavation | 3 Days |
| Rebar Installation | 4 Days |
| Formwork Installation | 3 Days |
| Concrete Pouring | 1 Day |
| Curing | 7 Days |
Enter the duration in the Duration column.
5. Create Task Sequence Logic
Determine the order of work.
Ask:
"What must happen before this task can start?"
Example
| Task | Predecessor |
|---|---|
| Excavation | - |
| Rebar Installation | Excavation |
| Formwork Installation | Rebar Installation |
| Concrete Pouring | Formwork Installation |
| Curing | Concrete Pouring |
Microsoft Project automatically calculates dates.
6. Use Different Relationship Types
Finish-to-Start (FS)
Most common.
Task A Finish
↓
Task B Start
Example:
Excavation → Rebar Installation
Start-to-Start (SS)
Tasks start together.
Example:
Electrical Installation SS Ceiling Work
Finish-to-Finish (FF)
Tasks finish together.
Example:
Testing FF Documentation
Start-to-Finish (SF)
Rarely used.
7. Add Milestones
Milestones represent major achievements.
Examples:
Foundation Complete
Structure Complete
Roof Complete
Project Handover
Create a Milestone
Set Duration = 0 Days
Foundation Complete = 0d
Microsoft Project displays a milestone symbol.
8. Check Daily Workload Balance
One common mistake is:
❌ Some days have 10 tasks
❌ Some days have only 1 task
A good schedule distributes work more evenly.
Review Using
Gantt Chart
Calendar View
Team Planner
Resource Usage
Ask:
Is one day overloaded?
Is another day underutilized?
Adjust durations and sequencing as needed.
9. Verify Resource Availability
Check:
Workers
Supervisors
Equipment
Materials
Example:
If the same foreman is assigned to 3 activities simultaneously, a resource conflict occurs.
Use:
Resource Sheet → Assign Resources → Resource Leveling
10. Create Baseline
After approval:
Save Baseline
Project
→ Set Baseline
→ Set Baseline
The baseline becomes your original plan.
You can later compare:
Planned Start
Actual Start
Planned Finish
Actual Finish
11. Review Critical Path
Critical Path = Tasks that directly affect project completion.
If a critical task is delayed:
➡️ The entire project is delayed.
Use:
Format
→ Critical Tasks
or
Filter
→ Critical
12. Update Progress Regularly
Update:
Actual Start
Actual Finish
% Complete
Examples:
| Task | Progress |
|---|---|
| Excavation | 100% |
| Rebar Installation | 75% |
| Formwork Installation | 25% |
Tracking keeps the schedule realistic.
Task Planning Checklist
✅ Define project scope
✅ Create WBS
✅ Break work into subtasks
✅ Assign durations
✅ Create task relationships
✅ Add milestones
✅ Balance daily workload
✅ Assign resources
✅ Save baseline
✅ Review critical path
✅ Update progress regularly
Key Principle
Good Task Planning = Clear Scope + Logical Sequence + Balanced Workload + Continuous Tracking
In Microsoft Project:
Tasks tell you WHAT to do.
Duration tells you HOW LONG it takes.
Logic tells you WHEN it happens.
Resources tell you WHO does it.
Milestones tell you WHAT has been achieved.
Tracking tells you WHETHER you are on schedule.