Microsoft Project 2019 Pro is a powerful project management tool used by professionals to plan, execute, and monitor projects with precision. However, even seasoned users may encounter scheduling conflicts that disrupt timelines, overburden resources, or create unrealistic task overlaps. These conflicts not only slow down the project but can also lead to budget overruns and resource burnout.

This comprehensive guide walks you through understanding, identifying, and resolving task scheduling conflicts in Microsoft Project 2019 Pro. Whether you’re managing a construction timeline, IT deployment, or a marketing campaign, this post will help you create reliable and conflict-free schedules.

Understanding Task Scheduling Conflicts

A task scheduling conflict occurs when dependencies, constraints, calendars, or resource availability create inconsistencies in the project plan. Examples include:

  • A task starts before its predecessor finishes.

  • A resource is assigned to multiple tasks at the same time.

  • Task dates violate constraints or deadlines.

  • Manual and auto-scheduling conflict with one another.

These issues are common in complex project files and must be addressed early to maintain accuracy and efficiency.

Causes of Scheduling Conflicts in Microsoft Project 2019 Pro

Conflict Type Description
Dependency Conflicts Predecessor and successor tasks not aligning correctly.
Resource Over-Allocation A single resource is assigned to tasks beyond available capacity.
Constraint Violations Tasks ignore Start No Earlier Than, Finish No Later Than, etc.
Manually Scheduled Tasks Fixed dates not adjusting with project changes.
Calendar Conflicts Task schedules conflicting with non-working time or holiday calendars.

Step-by-Step: How to Identify and Fix Scheduling Conflicts

Step 1: Switch to Auto Scheduling

Manual scheduling often leads to fixed dates that don’t adjust when dependencies or task durations change.

  • Select all tasks (Ctrl + A).

  • Go to Task tab > Click Auto Schedule.

  • Auto-scheduled tasks follow logical constraints and dependencies.

Step 2: Check Task Dependencies

Incorrect dependencies can lead to overlap or gaps.

  • Click on View > Gantt Chart.

  • Use the Predecessors column to view relationships.

  • Ensure logical links:

    • Finish-to-Start (FS): Task B starts after Task A finishes.

    • Start-to-Start (SS): Task B starts when Task A starts.

    • Finish-to-Finish (FF): Task B finishes with Task A.

Correct dependencies by:

  • Double-clicking a task > Go to Predecessors tab > Edit relationship type and lag.

Step 3: Review Constraints and Deadlines

Constraints like “Must Start On” can block rescheduling flexibility.

  • In the Task Information dialog box:

    • Go to the Advanced tab.

    • Change constraint type to “As Soon As Possible” for more flexibility.

Avoid hard constraints unless absolutely necessary. Use deadlines to monitor important dates without restricting scheduling.

Step 4: Identify Resource Over-Allocations

Over-allocations occur when a resource is scheduled for more than 100% of their available time.

  • Go to Resource Sheet or Resource Usage View.

  • Over-allocated resources will be highlighted in red.

  • To resolve:

    • Adjust assignment units.

    • Delay or split tasks.

    • Assign alternative resources.

    • Level resources using Resource > Level Resource.

Step 5: Use the Task Inspector

Task Inspector automatically shows issues and solutions.

  • Select a task.

  • Click Task > Inspect Task.

  • A pane appears showing:

    • Scheduling conflicts

    • Constraint violations

    • Suggestions to fix the issue

Apply recommended changes or manually adjust as needed.

Step 6: Review Project and Task Calendars

Calendars define working and non-working hours.

  • Go to Project > Change Working Time.

  • Check:

    • Project calendar (overall schedule)

    • Resource calendar (individual availability)

    • Task calendar (task-specific settings)

Ensure no conflicts exist between these calendars. For example, don’t schedule work during holidays or off-hours.

Step 7: Adjust Task Priorities for Resource Leveling

Use priorities to control which tasks are delayed when resources are leveled.

  • Add the Priority column in Gantt Chart.

  • Set a value from 0 (lowest) to 1000 (highest).

  • Higher priority tasks are kept fixed during automatic leveling.

Step 8: Use the Leveling Feature Wisely

Automatic leveling reschedules tasks to fix over-allocation.

  • Go to Resource > Leveling Options.

  • Choose settings:

    • Manual or Automatic leveling

    • Level only within available slack

    • Clear leveling values before applying

  • Click Level All or Level Selected Resources.

Caution: Always save your project before applying leveling.

Best Practices to Avoid Task Conflicts

Tip Benefit
Use Auto Schedule from the beginning Ensures dynamic scheduling based on task logic
Define logical dependencies early Prevents unnecessary overlaps or delays
Avoid hard constraints unless needed Gives flexibility to the project plan
Regularly review over-allocations Keeps resources balanced and schedules realistic
Use the Task Inspector tool often Instant diagnosis and conflict resolution suggestions
Communicate calendars and holidays Aligns project schedule with actual working time

Sample Scenario: Fixing a Conflict Step-by-Step

Imagine you’re managing a website development project. The UI Design task is scheduled to start before the Wireframing task finishes, which is illogical and leads to confusion.

Fix:

  1. Double-click on the UI Design task.

  2. Go to the Predecessors tab.

  3. Add Wireframing as a predecessor with a Finish-to-Start relationship.

  4. Set Lag = 0 days.

  5. Apply and click OK.

Result: UI Design will now automatically begin after Wireframing finishes, keeping your project logic intact.

When to Use Manual Scheduling

Manual scheduling is suitable for:

  • Early planning phases

  • Tasks with unknown start/end dates

  • High-level milestones not yet tied to dependencies

However, switch to auto-scheduling once planning matures to ensure better alignment and fewer conflicts.

Troubleshooting Tips

Problem: Task starts before predecessor finishes

Fix: Check dependency type; change to Finish-to-Start if needed.

Problem: Tasks not shifting when project start date changes

Fix: Ensure tasks are auto-scheduled and not using “Must Start On” constraints.

Problem: Resource over-allocated even after leveling

Fix: Check calendars and assignment units. Reduce hours or split tasks manually.

Problem: Tasks scheduled on non-working days

Fix: Adjust task calendar or global calendar to reflect accurate working time.

Benefits of Conflict-Free Scheduling

  • Improved Accuracy: Reduces timeline errors and delays.

  • Better Resource Utilization: Prevents burnout and inefficient assignments.

  • Stronger Communication: Clear task dependencies and dates help team collaboration.

  • Real-Time Adjustments: Easier to adapt when changes occur.

Using Microsoft Project 2019 Pro correctly helps you keep your project smooth and conflict-free from start to finish.

Frequently Asked Questions (FAQ)

Q1: What does the red man icon mean in MS Project?

A: It indicates resource over-allocation. The assigned resource is scheduled for more hours than available.

Q2: How do I remove a scheduling constraint?

A: Double-click the task, go to the Advanced tab, and change the constraint type to “As Soon As Possible”.

Q3: Can I assign multiple calendars to a task?

A: No, each task can only have one task calendar. However, it can also inherit working time from the project or resource calendar.

Q4: What’s the difference between task constraints and deadlines?

A: Constraints limit when a task can be scheduled. Deadlines track time goals without affecting scheduling.

Q5: Why are my manually scheduled tasks not moving?

A: Manually scheduled tasks do not automatically adjust to changes in predecessors or project dates. Switch to auto-scheduling for dynamic control.