Outlook tasks vs. Project

Which is better? For those of you who read my post on Excel versus Access, then you probably know what the next part is - "it depends." You should have seen that one coming.

So, more to the point: I use Outlook when I need only manage my own tasks, and I'm not billing someone else for my time. I can use Outlook to assign tasks to my co-workers, as long as I'm not concerned about how Pete's finish date affects Mel's start date, and that finish date doesn't adversely affect the project's ability to finish on time. Outlook is effective for managing independent tasks.

Project is a little different ball game. (to put it mildly!) I use Project when I have Bill and Russell hanging drywall in my kitchen, and Willie the electrician has to re-wire the outlets before the drywall is complete, and then Dave the plumber can't do the piping under the sink until Russell tears out the cabinet under the sink. Project is very effective for managing interdependent tasks.

Outlook tasks are a good way to manage deadlines - I train some law firms who use Outlook tasks for filing dates, and then the Calendar for their hearings. Remember, the filing of a document is a date by which it has to be done, whereas a Calendar appointment is a finite start and end period on the clock.

Project tasks don't really get so much into the question of, "From 8:00 AM to 1:30 PM, I have to be in court." Project is more concerned with, "Willie has to install the ceiling fan in the kitchen after Bill and Russell tear out the cabinets above the sink." Further, Project is very effective at calculating the number of days ahead. In other words, if I say that a task is going to take 5 days, and I can start it on the 21st, then Project helps calculate what the end date will be.

Outlook is good about filling in the holidays on my Calendar, like Thanksgiving and Christmas. Project says, "Tell me what days Pete can't work, what days Mel can work overtime, and what days the office is closed altogether."

Last point - Outlook is a better quick-and-dirty solution; Project is a better large-scale solution that requires more of a time investment at the outset. Project is extremely effective at managing resources, both work and material. Work is people like Russell and Bill; materials are stuff like drywall, nails, studs, and paint. Project can itemize those costs and summarize them on a report for a client.

Outlook can't do all that, but if you don't care, Outlook is a much simpler program, ounce for ounce.

So consider both options; like Excel and Access, they are far from mutually exclusive. Act accordingly.