Using Microsoft Visio To Enhance Project Management

Microsoft Visio can be used successfully in project management. It can be used to present graphical diagrams which enable the project team members and other stakeholders to better understand the project. When a project plan is quite elaborate it facilitates easier understanding and execution.


Microsoft Visio is basically software that can be used for diagramming purpose. It is currently available in two editions. They are Standard and Professional. Both share the same interface but the professional edition has extra templates. It also has the functionality to enable users to connect their diagrams to different data sources.

 

Microsoft Visio can be used to do 3-D diagrams. Microsoft Office 2007 and Microsoft Visio 2007 present integration capabilities which were not presented in earlier versions. Microsoft Visio can be used for the purpose of drawing project plans as graphical representations. Using this tool has proved as a time saver for engineers, Planners and Architects in drawing complex structures.

 

Microsoft Office Visio 2007 has some fundamental project schedule creation tools that can be used. This can be combined with the reporting functions of Project 2007 to yield remarkable results.
Some of the default template categories for scheduling are the Calendar, Gantt Chart, PERT Chart and Timeline.

 

Microsoft Visio can be used to create Gantt charts according to user’s requirements. Here the graphical abilities of Visio can also be used to advantage. It can then be printed and saved in different formats. The interface is understandable easily enough, especially if the user is familiar with Project 2007. If a project is documented in Project 2007 the graphical features of Visio 2007 can be further leveraged by importing or exporting the data depending on the perspective.

 

The Theme feature in Visio 2007 makes it simple to format colors and effects in a complete diagram by a single click. The new 3-D workflow shapes designed with the new Theme feature is impressive. The option to save either as PDF or XPS file format makes it available to a broader range of users. The Visio diagram attachments can also be viewed from Microsoft Office Outlook 2007.

 

By means of the new Data Link functionality it is possible to automatically connect diagrams to data sources like Excel 2007 spreadsheets or Access 2007 databases. Visio 2007 also provides the flexibility to generate reports from Microsoft Office Project and Microsoft Office Sharepoint Server. This enables to track project tasks, owners, roles and responsibilities. It is also useful to portray complex project ownership structures. When new details are available they can be easily added due to the fact Visio 2007 automatically modifies report as the information related to project changes.

 

The Track Markup feature enables easy collaboration as multiple people can work in association on the same diagram. The benefit of creating diagrams is the capability it gives to identify trends and issues. Choosing to link diagrams to data provides a more complete picture of the process or project. The users can analyze or drilldown or create multiple views of data related to business and gain further insight. Information from a Microsoft Project Work Break down structure (WBS) can be incorporated as a Visio Organizational Chart diagram (Visio 2002).

 

On the whole Microsoft Visio 2007 helps in the diagramming and data visualization for IT professionals and managers to communicate complex information. Integrating diagrams with multiple data sources is more productive. PivotDiagrams helps in tracking of trends and issues. It provides a effective tool to track and report information and sharing of presentation to make better project decisions.

 

It can also be customized programmatically to fit the user’s special needs. The Visio 2007 software development kit (SDK) comprises of general samples, tools and documentation which allows development of custom applications at a faster pace. Pulling Project data into Visio enables communication of Project data to non project staff or executives seeking a quick review on the status of project.

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