In project management, it is crucial to track and monitor the progress of the project to make sure every task gets completed on time for the timely delivery of the project.
When it comes to managing more than one project at a time, it becomes really hard to effectively manage and track. The process of managing and tracking tasks, resources, and time for executing and completing more than one project at a time is known as MPT.
There is some software available to manage multiple projects, but a Project management Dashboard spreadsheet can easily build to effectively manage multiple projects.
What is Project Tracking?
Before we proceed, it is important to understand what is project tracking, and how it works? This term refers to evaluate total progress or total work is done on a specific project.
As we know that, a project is consists of small pieces of tasks that lead towards a project this technique is called work breakdown structure; so, when we talk about project progress it means we are considering all tasks that have been completed. On standard practices, it is highly recommended to conduct a project audit for evaluation of overall performance.
There are different tools and techniques which are being used for this tracking, here we will discuss project management tracking templates. Below its format which is important to understand how it works?
Format of Multiple Project Tracking Template
This tracking spreadsheet consists of three sheets, first, one is used to input the data(staff members, task, time limitations, etc), second is used to display the project plan, and the third one illustrates overall progress and status in numerical diagrams and graphs.
As an employee complete his task, he reports on this spreadsheet, the sheet will automatically calculate its performance on the basis of the data that he entered on the sheet and display task status on the sheet.
Basically, these task reports and statuses lead towards project progress, and when the last task is completed and its data entered in the sheet, it will calculate the whole database and shows either project is completed or not.
Project progress tracking answers the following questions about the project;
- What activities have been completed?
- Which activities of the project are currently in progress?
- What activities are coming next?
- What problems the project has faced to date?
- How the overall project is going?
Elements of Multiple Project Tracking Template Excel Dashboard
Following key elements must be included in multiple projects tracking template dashboard to efficiently manage and track the tasks of multiple projects;
Multiple Project Details – It represents the project name, customer name, and name of the project manager to quickly understand the project and easy communication.
Multiple Project Selector – It must look like a dropdown menu to choose one project or multiple projects to see a list of their activities and details.
Multi-Project Tasks Status – It shows the progress of each task of a project. How many tasks have been completed are categorized in different ranges such as 1 – 25%, 25 – 50%, 50 – 75%, and 75 – 100%.
Multi-Project Status – It shows the overall progress of each project.
Multi-Project Gantt Chart – It shows tasks of each project separately as well as on a common Gantt chart.
Multi-Project Summary – It provides the status of multiple projects at a glance, adding new projects and managing their labels can also be handled here.
How to Manage Multiple Projects in Excel Spreadsheet?
Multiple project tracking templates can be made using excel spreadsheets. More than one spreadsheet is required, and each spreadsheet serves a different purpose. The following are the spreadsheets that are necessary for effective monitoring and tracking of simple projects at once.
Details Spreadsheet: The purpose of this sheet is to provide a summary of multiple projects. There should be different navigation buttons in this sheet to view details such as Project Gantt Button, Data Sheet Button, and Project Plan Button.
Project Plan Spreadsheet: It will be the dashboard of this template that will show project plans and timelines of multiple projects on a Gantt chart. Dropdown menus for project tasks, task status, and project status will be added to this sheet.
Project Summary Spreadsheet: It will show overall details of each project such as high-level KPI metric, number of tasks, start and end dates, number of days required, and progress of the project.
Project Data Spreadsheet: In this tab, details of each project will be written such as a list of all activities, activities dependencies, dates, duration, and progress. The filter can be used to visualize one project at a time for an insight understanding of any project.
Excel Project Tracking Recommended Practices?
Here are some highly recommended practices for project tracking excel templates, that will help you to get error-free results:
Planning: A professional project plan is a guarantee of project success because without proper planning we can not evaluate either our project getting progress or not.
However, a project plan has SMART Goals, objectives, purpose, Tasks, budget, stakeholders, timeline, milestones, etc. And to evaluate the progress we use KPI Dashboard.
Realistic Approaches: Always use a realistic approach means we should set our goals, end result, and deliverables achievable. If we set goals that are impossible to achieve in the proposed delivery schedule time and according to budget, this will be a disaster. Another example of poor planning is, setting timelines again and again
Evaluate Risks: It is important to evaluate risk factors and make a risk management plan to deal with them. Because if you do not have any risk plan then there you can not react to problems.
First, you have to know that there are 2 types of risk factors 1st is known on this risk factor we make our mitigation plan and the other is unknown. So to deal with this 2nd factor we make a contingency plan.
Consistency: Make sure to check project reports on a daily basis that will aware you of your project progress. Project monitoring involves checking each activity or task progress. This will help you to keep an eye on the overall project.
Accuracy In Monitoring: If the tasks execution process taking so long than expectation make an analysis and conduct a meeting with RACI to understand their problems. This practice will boost productivity. However, accuracy in monitoring is everything. Check all statistical data before a decision.