Build a customized Gantt chart view in Microsoft Project

Author: Andrew Makar Dr. Andrew Makar shares the step-by-step process of configuring a custom Gantt chart view. This customization trick may save you time when you're switching between views in Microsoft Project. —————————————————————————————————- The number of views into Microsoft Project's scheduling data can be overwhelming. The delivered views on the Microsoft Project view bar include the Gantt chart, resource usage, task usage, and resource graph views. When you combine these views with the entry, cost, tracking, and variance tables, it can get confusing. Novice project managers remedy this problem by adding every column of data that they'll ever need into the Gantt chart view. The end result is there are too many columns in one view, and it creates information overload. It quickly becomes difficult to navigate, print, and manage the project data (Figure A). (I've inherited project schedules that had more than 20 columns in a single Gantt chart view.) Figure A This Gantt Chart view has too many columns. (Click the image to enlarge.) One solution is to create a custom view that provides the core schedule data needed to define, track, and update your project schedule. For the past few years, I've been using a custom view called myGantt that provides all the data I need to update project progress and track the project schedule (Figure B). Figure B A look at myGantt view. (Click the image to enlarge.) You can create your own myGantt view by following these steps. Create a set of custom tables and views based on the delivered entry and tracking tables By creating custom tables and views, you'll import the same data and still be able to switch back to the delivered Gantt chart and standard tables. If you don't create a separate set of tables and views, any changes you make to the underlying tables will affect the standard views in Microsoft Project. Go to View | Tables | More Tables and select the Entry table. Click Copy and rename the table to myEntry (Figure C). Click the OK button. Figure C This is the myEntry table. Create a custom myTracking table Repeat steps 1-3 from the previous section and use the Tracking table. Edit the table to include these fields: Name, Actual Start, Actual Finish, Baseline Start, Baseline Finish, % Complete, Actual Duration, Remaining Duration, Baseline Duration. If you're tracking effort-driven tasks, you should include Actual Work and Baseline Work fields. Click the OK button. Create a custom myEntry view Go to View | More Views. In the View Definition dialog box, enter myEntry for the Name, select the myEntry Table, set the Group to No Group, and set the Filter to All Tasks. Click the OK button. (Figure D) Figure D myGantt View Definition dialog box. Create a custom myTracking view Repeat the steps above and use the myTracking view. Create a myGantt combination view The combination view splits the Microsoft Project workspace into two panels; this allows you to see the entry and the tracking data all in one view. Go to View | More Views | New. Enter myGantt for the Name and select myEntry for the Top view and myTracking for the Bottom Views Displayed (Figure E). Figure E myGantt View Definition dialog box. Click the Show In Menu checkbox. Click the OK button. Test your view By clicking the Show In Menu checkbox, you should see the myGantt view in your View Bar and in your View menu. Go to Click On View | myGantt. The myGantt view from Figure B will be displayed. With this view, you can click on one task in the upper window pane and view all the relevant tracking data in the lower pane. By highlighting multiple tasks, you'll receive all the key information you need to track your schedule. Primary benefit The key benefit of this myGantt view is the amount of time you'll save switching between different views and inserting or hiding different columns. With one combination view, the project manager is able to view the baseline dates, the actual dates, and the impact of those dates to the forecasted schedule. Using this single combination view, you can record the actual duration and the remaining duration to generate an objective percent complete. The supporting Gantt chart can still be formatted to view the critical path or other Gantt chart wizard graph charts. You can also change the upper and lower window panes based on the tracking or the resource utilization needs. Since you created custom objects, you can easily revert to the original views by clicking the Gantt chart icon and removing the split view. You can change the upper and lower window panes based on the tracking or the resource utilization needs. Since you created custom objects, you can easily revert to the original views by clicking the Gantt chart icon and removing the split view. Innovate Now that you understand how to customize Microsoft Project, I encourage you to discover new ways to view project data. If you have developed innovative views that you'd like to share with the community, please detail them in the discussion. Get weekly PM tips in your inbox TechRepublic's IT Project Management newsletter, delivered on Wednesday, offers tips to help keep project managers and their teams on track. Automatically sign up today!

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10 great ideas from five great bosses

By John McKee
Depending on the news you hear, it may seem like this economy is still going downhill or perhaps the bottom has finally been reached. But either way, there's no doubt that more organizations are going to fail before we're truly moving continually forward again.

However, while many organizations struggle, there are still great success stories out there. Leaders who see opportunities where others see roadblocks generally lead those operations. Not coincidently, their teams are usually both more positive and more productive than competitors' teams.

Over my 30+ years working with business leaders and professionals, I've been able to see which ideas will work in almost any arena. Here are 10 tactics I've garnered from some of the finest pros I've worked with. See if any of them could help you improve your rate of success.


1: Become a small picture kind of boss
 It's critical that you help everyone understand the overall goals and objectives of the organization. But don't forget that the best leaders also bring those goals down to the smallest details of individual jobs. Learn to help everyone, at every level, understand how his or her specific contribution can make the whole organization more successful.

2: Nuke the Blackberry when at home
It won't surprise you that many execs tell me their organization can't run without them. They say it's imperative that they take a message and help "fix" things. But you might be surprised to learn the percentage of bosses who never check messages or emails after hours. Yet these folks are generally highly rated and successful, and -- this is important -- they often work in the same industry or even company as those who tell me that they must be available at all times.

3: Stop treating vacations as an option
Almost like it's some kind of badge of honor, many managers frequently note how little time off they take each year. On the other hand, others get creative with their vacation planning. They look forward to getting away from the shop to recharge and clear their minds. They tell me that their breaks make them more effective and creative. Care to guess which group I've seen moving up the ladder most quickly?

4: Improve the preparation for hiring new players
Most organizations do really crappy interviewing. Many who interview potential new hires admit to not being well prepared. They say they figured someone else in the process would have done much better. Now more than ever, it's important that anyone joining your organization is well screened and the best fit for the opening. HR studies show that 60% of new hires fail in the first 12 months.

5: Develop your memory
Think back to the first time someone important remembered your name. It felt pretty good, right? Like you counted. The best leaders remember names, job roles, hobbies, partner's names, and more. Watching them go through a series of meetings, it can be amazing just how good their memories are. And it pays off. People work harder for those who care enough to remember personal things about them.

6: Exercise your body as well as your mind
Regularly scheduled forms of body work are a hallmark of the best bosses. The body needs to be exercised and maintained so that you can function at peak performance. Yoga, for example helps to release stress. That's good emotionally too, of course, but it also helps our posture because we have a tendency to hold stress in the front of our body. So it helps us to walk and sit taller; breath better, and have more energy to take on the demands of the job. And keep this in mind: If you were choosing between two candidates for a promotion, would you pick the one who looked fit and alert or the one who looked tired and worn out?

7: Learn these words: "I made a mistake"
And then say them as required. When you are confident enough to admit your screw-ups, it's a great signal to team members that you are real and that you get it. This encourages them to be just as honest, reducing the fudging and BS so prevalent in many organizations. This makes it less likely that you'll get one of those surprises that cause people to reach for purple pills in the top left-hand drawer.

8: Track how you spend your time
The finest managers spend their time where the best payoff is likely to come. However, many leaders, despite their best intentions, spend too much of their time on problems or dealing with problem people. To see how you're doing, I suggest that you regularly take out your calendar and review how much of your time you spent with what and who. If you see a pattern in your behavior -- like too much time dealing with the whiny guy who always has troubles in his department and not with the positive individual who always delivers on her commitments -- make some changes to your time management.

9: Don't demi-task
Do you listen 100 percent of the time or are you usually mentally engaged in several things at once? Top dogs know that nobody can multitask effectively over the long haul. They've figured out how to focus with laser-like precision. And their team members come to know that their boss is really hot and can't be bluffed. This makes the team better at being clear and precise in their communications to you, and it saves both time and energy for everyone.

10: Celebrate success
Whining doesn't create change. Managing by berating is counterproductive. Even in downtimes, you can probably find something that's doing well. Cite it during your meetings or in emails. And name the responsible individuals. What you choose to focus on gets the most attention from others on your team. When you celebrate the little wins, you encourage more of the same behavior from others. And soon, you'll have bigger things to celebrate.

The Power of Positive Thinking !!!

Positive thinking is a mental attitude that admits into the mind thoughts, words and images that are conductive to growth, expansion and success. It is a mental attitude that expects good and favorable results. A positive mind anticipates happiness, joy, health and a successful outcome of every situation and action. Whatever the mind expects, it finds.


Not everyone accepts or believes in positive thinking. Some consider the subject as just nonsense, and others scoff at people who believe and accept it. Among the people who accept it, not many know how to use it effectively to get results. Yet, it seems that many are becoming attracted to this subject, as evidenced by the many books, lectures and courses about it. This is a subject that is gaining popularity.

It is quite common to hear people say: "Think positive!", to someone who feels down and worried. Most people do not take these words seriously, as they do not know what they really mean, or do not consider them as useful and effective. How many people do you know, who stop to think what the power of positive thinking means?

The following story illustrates how this power works:
Allan applied for a new job, but as his self-esteem was low, and he considered himself as a failure and unworthy of success, he was sure that he was not going to get the job. He had a negative attitude towards himself, and believed that the other applicants were better and more qualified than him. Allan manifested this attitude, due to his negative past experiences with job interviews.

His mind was filled with negative thoughts and fears concerning the job for the whole week before the job interview. He was sure he would be rejected. On the day of the interview he got up late, and to his horror he discovered that the shirt he had planned to wear was dirty, and the other one needed ironing. As it was already too late, he went out wearing a shirt full of wrinkles.

During the interview he was tense, displayed a negative attitude, worried about his shirt, and felt hungry because he did not have enough time to eat breakfast. All this distracted his mind and made it difficult for him to focus on the interview. His overall behavior made a bad impression, and consequently he materialized his fear and did not get the job.

Jim applied for the same job too, but approached the matter in a different way. He was sure that he was going to get the job. During the week preceding the interview he often visualized himself making a good impression and getting the job.

In the evening before the interview he prepared the clothes he was going to wear, and went to sleep a little earlier. On day of the interview he woke up earlier than usual, and had ample time to eat breakfast, and then to arrive to the interview before the scheduled time.

He got the job because he made a good impression. He had also of course, the proper qualifications for the job, but so had Allan.

What do we learn from these two stories? Is there any magic employed here? No, it is all natural. When the attitude is positive we entertain pleasant feelings and constructive images, and see in our mind's eye what we really want to happen. This brings brightness to the eyes, more energy and happiness. The whole being broadcasts good will, happiness and success. Even the health is affected in a beneficial way. We walk tall and the voice is more powerful. Our body language shows the way you feel inside.

Positive and negative thinking are both contagious.


All of us affect, in one way or another, the people we meet. This happens instinctively and on a subconscious level, through thoughts and feelings transference, and through body language. People sense our aura and are affected by our thoughts, and vice versa. Is it any wonder that we want to be around positive people and avoid negative ones? People are more disposed to help us if we are positive, and they dislike and avoid anyone broadcasting negativity.

Negative thoughts, words and attitude bring up negative and unhappy moods and actions. When the mind is negative, poisons are released into the blood, which cause more unhappiness and negativity. This is the way to failure, frustration and disappointment.

Practical Instructions:

In order to turn the mind toward the positive, inner work and training are required. Attitude and thoughts do not change overnight.

Read about this subject, think about its benefits and persuade yourself to try it. The power of thoughts is a mighty power that is always shaping our life. This shaping is usually done subconsciously, but it is possible to make the process a conscious one. Even if the idea seems strange give it a try, as you have nothing to lose, but only to gain. Ignore what others might say or think about you, if they discover that you are changing the way you think.

Always visualize only favorable and beneficial situations. Use positive words in your inner dialogues or when talking with others. Smile a little more, as this helps to think positively. Disregard any feelings of laziness or a desire to quit. If you persevere, you will transform the way your mind thinks.

Once a negative thought enters your mind, you have to be aware of it and endeavor to replace it with a constructive one. The negative thought will try again to enter your mind, and then you have to replace it again with a positive one. It is as if there are two pictures in front of you, and you choose to look at one of them and disregard the other. Persistence will eventually teach your mind to think positively and ignore negative thoughts.

In case you feel any inner resistance when replacing negative thoughts with positive ones, do not give up, but keep looking only at the beneficial, good and happy thoughts in your mind.

It does not matter what your circumstances are at the present moment. Think positively, expect only favorable results and situations, and circumstances will change accordingly. It may take some time for the changes to take place, but eventually they do.

Another method to employ is the repetition of affirmations. It is a method which resembles creative visualization, and which can be used in conjunction with it.

about the power of concentration, will power, self-discipline and peace of mind also contribute to the development of a positive mind, and are recommended for reading and practicing.