Success in today’s fast-paced business depends on efficient project management, which can be enhanced through Microsoft Project Courses. Without a full Microsoft Project license, teams can examine and analyse the project plans created in Microsoft Project using the robust application Microsoft Project Viewer. In this blog, we’ll explore how this tool, while excellent for reviewing and interacting with project plans, truly shines when integrated with other tools in your workflow. This integration ensures effective communication, collaboration, and efficiency throughout the project lifecycle.
Understanding Microsoft Project Viewer
However, before we proceed deeper into integration, let us look at what Microsoft Project Viewer is all about. This application enables users to open, review, and manipulate MS Project files in file format. mpp but just for viewing without the ability to edit as provided by the Microsoft project application. This feature enables project schedulers, colleagues, and sponsors to view project calendars, Gantt diagrams, and resource utilisation schedules, among other features, without purchasing the entire Microsoft Project program.
Why Integrate Microsoft Project Viewer with Other Tools?
For multiple reasons, including Microsoft Project Viewer with other tools in your workflow is essential.
- Streamlined Communication: Integration makes real-time updates and communication possible, lowering the possibility of misunderstandings or out-of-date information.
- Increased Efficiency: By integrating with other tools in your organisation you avoid having to relocate between different programs that are used in your workflow which can be cumbersome.
- Enhanced Collaboration: Integration is very beneficial because it brings team members of the different teams to one unified platform, making work more accessible.
- Data Consistency: Data integration keeps all team members using data from the most recent version of a tool, eliminating redundancy in work.
Key Tools to Integrate with Microsoft Project Viewer
To improve your workflow, you can integrate the following essential tools with Microsoft Project Viewer:
Microsoft Teams
Integration Overview
Microsoft Teams is a collaboration platform that combines chat, meetings, files, and applications into one interface. When Microsoft Project Viewer and Teams are integrated project files can be shared immediately within a Teams channel facilitating team members access to and discussion of project information.
Benefits
- Centralised Communication: All team members can agree by sharing and discussing project files in real-time.
- Easy Access: Team members may access project plans immediately in Teams without navigating to another program.
How to Integrate
- You can upload and share your.mpp files in Microsoft Teams by using the “Files” tab.
- Integrate Microsoft Project Viewer into a Teams tab to enable team members to view the project without leaving Teams.
SharePoint
Integration Overview: SharePoint is an online collaboration platform with Microsoft Office. By integrating Microsoft Project Viewer with SharePoint, an organisation can simplify sharing, version control, and collaboration on project files.
Benefits
- Version Control: SharePoint version control features ensure that you always work with the most recent version of the project file.
- Document Management: Arrange and store project files in an organised manner to make them simple to access and retrieve.
How to Integrate
- Add yours.mpp files to a document library in SharePoint.
- Make sure that only team members with permissions can access or download the project files by setting permissions.
Power BI
Integration Overview
Microsoft Power BI business analytics product offers interactive visualisations and business intelligence features. You can generate powerful visual reports using Power BI and Microsoft Project Viewer based on the data in your project files.
Benefits
- Enhanced Reporting: Easily and interactively visualise project progress, resource allocation, and timetables.
- Data Driven Decisions: Make well-informed project management decisions using Power BI insights.
How to Integrate
- Export project data to an Excel or CSV file compatible with Power BI from Microsoft Project Viewer.
- To generate unique dashboards and reports, import the data into Power BI.
Excel
Integration Overview
Excel is a popular spreadsheet application that enables data analysis and manipulation. Integrating Microsoft Project Viewer with Excel allows you to manage and analyse project data more efficiently.
Benefits
- Data Analysis: Use Excel robust functions and formulas to thoroughly analyse project data.
- Custom Reports: Create custom reports using the project data to share with stakeholders.
How to Integrate
- Microsoft Project Viewer allows you to export data as an Excel file.
- Based on the project data, use Excel to build charts, pivot tables, and other analytical tools.
OneDrive
Integration Overview
OneDrive is a file hosting service that lets you save and retrieve files from any location. If Microsoft Project Viewer and OneDrive are integrated your project files will always be available and current.
Benefits
- Anywhere Access: You can access your project files from any device at work or on the go.
- Automatic Syncing: All devices automatically synchronise any modifications made to the files.
How to Integrate
- Project files should be saved to OneDrive.
- Ensure team members have the most recent version by sharing the files with them.
Best Practices for Integrating Microsoft Project Viewer
You may greatly improve your project management workflow by integrating Microsoft Project Viewer with other products. The following are recommended practices to bear in mind:
- Choose the Right Tools: Not every job needs every tool. Pick the ones that best suit your team’s demands and workflow.
- Keep It Simple: Limit the number of integrations to avoid overly intricate workflows. Concentrate on a small number of essential instruments that provide significant value.
- Train Your Team: Ensure that every team member is knowledgeable about the integrated tools and knows how to use them efficiently. Consider offering thorough training using materials from The Knowledge Academy.
- Monitor and Adjust: Continually assess the integrations functioning and make necessary modifications. Ensure that the integrations are helping your workflow and not getting in the way.
Conclusion
Enhancing your workflow with Microsoft Project Viewer can greatly improve project management. As emphasised in The Knowledge Academy integrating tools like OneDrive, Power BI, Excel, Microsoft Teams, and SharePoint enhances productivity and collaboration. By focusing on valuable tools and following best practices, you can maximise the benefits of Microsoft Project Viewer and streamline your workflow.