How to create an useful To-Do list for Project Manager using Microsoft Lists?

As a Project Manager, I have a long list of Tasks. I can use Microsoft To-Do, Planner, or something else. I decided to create my own, and for that purpose I use Microsoft Lists. Let us say that I need these fields:

  • Task Name
  • Person to consult (e.g. who can help me to fulfill the Task, or have additional information)
  • Due Date
  • Project Name
  • Status (TO-DO, Doing, Done, Urgent)
  • Comment

I will create new TO-DO list from the scratch:

clip_image002

and:

clip_image004

Now I will setup some basic things, like List name, Color, Icon:

clip_image006

and I landed here:

clip_image008

I have, by default, one Column (Field) called Title. I will rename it to Task Name:

clip_image010

and:

clip_image012

OK, now I will add column named Person to consult:

clip_image014

I choose single line of text, and I get:

clip_image016

and:

clip_image018

So, I do not have to put a value in this field.

Now, I will add column called Due Date:

clip_image020

and:

clip_image022

So, I will need to enter Due Date every time, and Time will not be displayed.

Now I will create Project name field in a same way as I created the Person to consult (and it will be required), and I will get:

clip_image024

Now I will create Status field and it will be populated with:

  • TO-DO (default)
  • Doing
  • Done
  • Urgent

clip_image026

and:

clip_image028

Now, I want, to change colors for choices:

  • TO-DO (I will leave as is)
  • Doing (Yellow)
  • Done (Green)
  • Urgent (Red)

clip_image030

After I do it for all choices I will get:

clip_image032

Finally, I will choose TO-DO, as default value:

clip_image034

Finally, I will add Comment field, like a Multiple line of text:

clip_image036

OK, I will now add some rows (in grid):

clip_image038

This is just a simple example hot to create a list. Of course there are much more possibilities which goes beyond of scope of this article.

List is very powerful tool, which I use very day, and it is much more simple and user friendly than old SharePoint List.

About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
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