Microsoft Project has long been a staple in the project management world. With a user base that includes companies like Amazon and Walmart, it clearly has enterprise-grade power. But what about smaller businesses? If you’re running a growing team—and especially if you already use Microsoft 365—Project could be a great fit.
Here’s a look at what it offers and why it might work for your team.
Strong Task Scheduling & Timeline Management
At its core, Microsoft Project helps you manage who’s doing what, when, and with what resources. But it goes further than most lightweight tools. You can define task dependencies (like “start after” or “finish by”), set durations and deadlines, and build detailed project timelines.
The tool automatically adjusts your schedule if something shifts—like a delay in product development. It updates all related tasks and recalculates the project timeline. You can also use baselines to compare your original plan with actual progress, which helps identify delays or changes in scope early.
Resource and Budget Tracking
One area where Project shines—especially for growing teams—is resource management. You can assign tasks to people, track availability, and spot conflicts (like someone being booked across two projects).
Cost tracking is built in, too. For example, if a developer charges $100/hour, Project can calculate how much a task or phase will cost based on their hours. You can use this to forecast budgets and control spending without relying on a separate spreadsheet.
Project also lets you account for equipment or materials—great for small businesses that need tight cost control.
Built to Work with Microsoft 365
If your company is already using Microsoft Teams, Outlook, Excel, or SharePoint, Project integrates with all of them. This is one of its biggest selling points for smaller businesses—especially if you want to avoid juggling multiple tools.
You can:
- View timelines and task updates directly in Teams
- Link deadlines to Outlook calendars
- Export project data to Excel for reporting
It’s not always automatic—some setup is required—but once configured, it keeps all your tools working together.
Collaboration That Grows With You
While Project isn’t as naturally collaborative as tools like Trello or Asana, it holds its own—especially when paired with Microsoft Teams. Your team can update tasks, comment, and share files without leaving the Microsoft environment.
If you’re working with contractors or external partners, this setup can keep everyone connected without onboarding them into a new platform.
Cloud Options: Project for the Web vs. Project Online
There are two cloud-based options depending on your needs:
- Project for the Web – Simple, modern, browser-based. Great for small teams with straightforward needs.
- Project Online – More advanced and built for managing multiple projects, programs, or teams. It integrates with Power BI for reporting and gives you enterprise-level oversight—ideal if you’re planning to scale.
Advanced Features for Power Users
For those ready to go deeper, Microsoft Project offers:
- Custom task types and scheduling constraints
- Critical path analysis
- Earned Value Management (EVM)
- Resource pooling across projects
- Custom formulas and fields for advanced tracking
These tools give you precision planning capabilities, but they do come with a learning curve. Still, once set up, they deliver insights that basic tools can’t match.
In Conclusion
Microsoft Project isn’t the easiest tool to pick up—but for small businesses that need serious planning, it offers unmatched control and flexibility. If you're already in the Microsoft ecosystem, the integration alone makes it a smart next step.
It’s especially useful when your team is growing, projects are getting more complex, or you need tighter visibility into budgets and workloads.
