How to Create Subtasks in MS Project for Better Project Management

If you manage complex projects, breaking down work into subtasks in Microsoft Project is key for organizing work and resources.

Subtasks make the project more manageable and help you track progress at a granular level.

In this comprehensive guide, I’ll cover how to create, organize, and manage subtasks in MS Project to take your project planning to the next level.

What are Subtasks in Microsoft Project?

A subtask is a task that falls under a higher-level summary task. It represents a smaller piece of work needed to complete the overall summary deliverable.

For example. if your summary task is “Develop training course” the subtasks would be things like

• Conduct needs analysis
• Write course outline
• Develop course materials
• Record training videos
• Test course with users

Subtasks roll up into the summary task above them. The summary task shows aggregated data like duration and work based on the subtasks.

Benefits of Using Subtasks in MS Project

Leveraging subtasks in your Microsoft Project plans has many benefits:

• Break down work – Make large deliverables more manageable by splitting into smaller subtask steps.

• Improve organization – Organize tasks and work packages in a hierarchical structure using indentation.

• Track progress – Monitor subtask progress within each summary task.

• Assign resources – Allocate resources and track effort at the subtask level.

• Identify path – See the critical path through key subtask dependencies vs. just summary tasks.

• Adjust scope – Add or remove subtask activities to adjust scope and effort.

Without subtasks, your project plan will be too high-level to manage and execute effectively.

How to Create Subtasks in Microsoft Project

There are a few ways to create subtasks for your summary tasks:

Indent existing tasks

1. Select the task you want as a subtask
2. Go to Task > Indent (or press CTRL+SHIFT+RIGHT).

This indents the task and makes it a subtask under the higher level task above it.

Enter subtasks directly

1. Click into the blank row below the parent task.
2. Type the subtask name and indent it using the indentation markers.

This creates the subtask at the correct indentation level instantly.

Promote tasks to subtasks

1. Select one or more tasks.
2. Go to Task > Outline > Promote Selection.

This turns the selected task(s) into subtasks of the task above them.

No matter how you create them, the result is subtasks nested under summary tasks in an outline format.

How to Organize Subtasks in MS Project

Once you know how to create subtasks, you can build out an organized subtask structure:

• Put tasks in logical order under each summary task
• Start general then break down into detailed steps
• Organize by phase, work package, or timeline as needed
• Indent subtasks to matching levels consistently
• Number subtasks sequentially (1.1, 1.2, 1.3, etc.)

Here are some ways to structure subtasks in Microsoft Project:

1. By Project Phase

Break down each major phase into subtasks:

• Initiation Phase
  • Develop project charter
  • Identify stakeholders
• Planning Phase
  • Write scope statement
  • Create WBS
  • Develop schedule
  • Plan budget
  • Assess risks

2. By Work Package

Organize subtasks under each work package, module, or component:

• Core App Development
  • Build CRUD forms
  • Develop APIs
  • Implement security
• Database Development
  • Design database schema
  • Write stored procedures
  • Test and optimize

3. By Timeline

Separate subtasks sequentially based on timeline:

• January
  • Research project options
  • Create business case
• February
  • Get budget approved
  • Hire project team
  • Initiate project

Choose the grouping method that provides the most organized structure for your project.

How to Manage Subtasks in Microsoft Project

Once you have an outlined subtask structure, you can start managing work at the subtask level:

• Set durations – Estimate duration for each subtask. The summary task duration will aggregate.

• Link dependencies – Create dependencies between subtasks, not just summary tasks.

• Assign resources – Assign resources and estimate work hours at subtask level.

• Track progress – Update percent complete and remaining work for each subtask.

• Add new subtasks – Insert new subtask rows to expand scope and work.

• Delete subtasks – Delete unnecessary subtasks to reduce scope.

Managing at the subtask level gives you greater control and visibility into progress and work effort.

Tips for Working with Subtasks in MS Project

Keep these tips in mind when creating and organizing subtasks:

• Break down summary tasks into 2-8 subtasks for best manageability.

• Try to break subtasks down into 1-10 day durations.

• Avoid assigning resources directly to summary tasks. Assign to subtasks only.

• Subtasks do not increase the duration of the summary task automatically. Manage durations independently.

• Indent subtasks consistently using the ribbon or keyboard shortcuts for best organization.

• Delete or indent subtasks up before deleting a summary task to retain needed work.

Following best practices for subtasks will help you build professional project plans.

Common Problems with Subtasks in MS Project

Here are some common issues that may arise with subtasks and how to resolve them:

Can’t indent tasks: Verify the outline level. The View tab > Data group > Outline button may be restricting indentation.

Summary task doesn’t show subtask info: Open the summary task details to calculate subtask rollups manually.

Duration doesn’t match subtasks: Alter the summary task duration or dependencies vs. changing subtask durations.

Can’t delete summary task: Indent subtasks up a level before deleting the summary task.

Subtasks lose indent: Use the indent markers or Promote/Demote buttons to fix indentation. Don’t drag and drop.

Subtask out of order: Cut and paste the subtask to move it or renumber subtasks sequentially.

Addressing subtask issues promptly results in cleaner project plans.

Subtasks vs. Summary Tasks in Microsoft Project

Subtasks and summary tasks work together in Microsoft Project:

• Summary tasks are the parent tasks made up of subtasks underneath them. They display aggregated subtask data.

• Subtasks are the child tasks that break down the work of the summary task. They contain detailed activities.

Indentation determines the relationship, with subtasks indented under their parent summary task. Subtasks cannot stand on their own.

Using both levels gives you a complete work breakdown for robust project plans.

Next Steps with Microsoft Project Subtasks

Now that you know how to leverage subtasks in MS Project, here are some next steps to take your skills even further:

• Use Project Online to collaborate with your team on subtasks in real-time.

• Customize tables and views to display the subtask fields and data you need.

• Generate reports on subtask progress compared to plans.

• Import and export subtask data to other systems like SharePoint or Excel.

• Level resources and costs up to summary tasks for high-level estimates.

• UseProject for the web to access subtasks from anywhere on any device.

The more you work with subtasks in Microsoft Project, the better you will become at project planning.

Key Takeaways

• Subtasks are smaller tasks that make up a larger summary deliverable.

• Creating and organizing subtasks makes projects more manageable.

• You can create subtasks by indenting tasks, entering directly, or promoting tasks.

• Manage subtasks by setting durations, dependencies, resources, and progress.

• Structure subtasks by project phase, work package, or timeline.

• Fix common subtask problems like indentation issues directly in Microsoft Project.

• Subtasks and summary tasks work together to provide hierarchy in your project plans.

With these best practices, you will be able to create detailed project plans and manage work down to the subtask level. Your Microsoft Project skills will improve as will your ability to execute projects successfully.

Summary

Leveraging subtasks within your Microsoft Project plans helps provide the detail needed to manage large complex projects.

Subtasks give you greater visibility into work breakdowns and progress tracking. Building out your project structure with indented subtasks makes the plan easier to understand and update.

Now you have a solid understanding of how to create, organize, manage, and troubleshoot subtasks in MS Project. You also know how subtasks integrate with summary tasks to build hierarchy.

Put these skills into action on your next project to take your planning to the next level. Your plans will be more professional