Microsoft Project, often abbreviated to MS Project, is a widely used tool for project management and project control. It provides functions for planning, progress recording and resource management and is used in many organisations as a basis for project control.

At BAEKEN, we value MS Project as a user-friendly, accessible tool that can be used well in the early stages of projects or in smaller environments. However, we also recognise its limitations, especially in collaboration, cost management, and managing resources across multiple projects. In this article, we explore the strengths and weaknesses of MS Project within the field of project controls, while considering how it can help shape your project’s future success.

Realistic planning on an individual project basis

MS Project excels at planning individual projects. Using Gantt charts, task structures, dependencies and milestones, project schedules can be built quickly and clearly. It is possible to:

• Create a Work Breakdown Structure (WBS) with logical task groups;
• Define dependencies (FS, SS, FF)southfinish-start (FS), start-start (SS), en finish-finish (FF);
• Make critical paths and milestones visible.

These features make MS Project ideal for classic planning issues in linear or less complex projects. At BAEKEN, we sometimes use the tool in the start-up phase or as an analysis tool to quickly test scenarios. Its visual representation and low entry threshold make it a pleasant tool for communicating planning to stakeholders.

Resource management: useful, but limited to a single project

MS Project makes it possible to allocate resources to tasks and visualise the workload over time. This provides insight into the feasibility of planning with available capacity.

However, MS Project has clear limitations here:

• Resource management is by default limited to a single project file. Cross-project resource levelling requires additional tools or complicated workarounds.
• It is difficult to centrally manage shared resource pools without complex configuration or integration.

For organisations with multiple concurrent projects, this is a major drawback. At BAEKEN, we recommend MS Project for resource management only within relatively simple projects. For more complex environments, we switch to more advanced planning solutions that foster greater collaboration and flexibility.

Cost management: possible, but not robust

MS Project provides basic cost management functionalities, such as assigning rates to resources and tracking planned versus actual costs. Combined with progress input, SPI, CPIsouthSchedule Performance Index (SPI) and Cost Performance Index (CPI) and Earned Value insights can be generated.

Yet the limitations here are significant:

• Cost visibility is often fragmented and not scalable across multiple projects.
• There is no central cost structure or linkage to ERP systems.southEnterprise Resource Planning (ERP)
• Reports require manual construction or export to Excel.

For full-fledged project control on costs, as required in EPC contracts or infrastructure projects, MS Project falls short. At BAEKEN, we use it occasionally for cost analysis, but for deeper integration and reliability, we rely on tools like Primavera or dedicated EVM software.Want to know more about Earned Value Management? Read this article

Collaboration: no multi-user environment

A major drawback of MS Project is that it does not offer a true multi-user environment. Only one user can work in a project file at a time, unless complex workarounds are set up via SharePoint or Project Online. This limits:

• Collaboration between planning, control and execution teams;
• Real-time updates and progress recording by multiple users;
• Integration with wider project management systems.

At BAEKEN, we consider collaboration and transparency essential within project management. Therefore, we recommend MS Project in environments where collaboration is small and manageable, and where central planning doesn’t require team involvement.

MS Project as a stepping stone to mature project controls

MS Project is especially suitable as an entry-level tool for organisations looking to professionalise their project planning. It is user-friendly, visually strong and connects well with other Microsoft tools (such as Excel and Teams).

At the same time: what starts simple often grows out of it.

When multiple projects, teams, resources, or budgets come together, MS Project hits its limits. That’s when it’s time to invest in more robust systems that drive integration, collaboration, and deeper project control.

Conclusion: useful, but with limits

Microsoft Project provides solid basic functionality for planning, resource and progress management within single projects. At BAEKEN, we use it pragmatically: as a quick and accessible tool for project structuring and communication.

However:

• Resource management across multiple projects is limited;
• Cost monitoring is not deep enough;
• Collaboration is difficult without external workarounds.

This is why we see MS Project as a starting point, not the end. In a mature project controls environment, it becomes the stepping stone to better integration, broader collaboration, and deeper control.

Our maxim: use MS Project when it fits but dare to grow as soon as it pinches.