How to Build a Project Tracker with Status and Due Dates

Recommended tracker fields

Field	Purpose
Task ID	Captures the task id required by the workflow.
Task	Captures the task required by the workflow.
Owner	Captures the owner required by the workflow.
Start Date	Captures the start date required by the workflow.
Due Date	Captures the due date required by the workflow.
Priority	Captures the priority required by the workflow.
Status	Captures the status required by the workflow.
Dependency	Captures the dependency required by the workflow.
Percent Complete	Captures the percent complete required by the workflow.
Next Action	Captures the next action required by the workflow.

Build the workflow

1. Create one row per actionable task.
2. Assign a stable Task ID.
3. Use controlled owner, priority, and status lists.
4. Enter realistic start and due dates.
5. Record dependencies by Task ID.
6. Calculate overdue status and days remaining.
7. Review owners and next actions on a consistent cadence.

Useful formulas

Overdue flag: =IF(AND([@[Due Date]]<TODAY(),[@Status]<>"Complete"),"Overdue","")

Days remaining: =[@[Due Date]]-TODAY()

Common tracker mistakes

Mistake	Impact
Using vague tasks	A row should describe a deliverable or action.
Allowing free-text status values	Filtering and counts become unreliable.
Tracking percent complete without evidence	Use milestones or completed outputs.
Ignoring dependencies	A delayed predecessor can make the due date unrealistic.
Deleting completed tasks	Historical records support reporting and lessons learned.

Turn the tracker into a weekly review tool

The tracker becomes useful when the fields drive decisions. Add a simple health column such as =IF([@Status]="Complete","Done",IF([@[Due Date]]<TODAY(),"Overdue",IF([@[Due Date]]-TODAY()<=3,"Due soon","On track"))). Use the result for filtering or restrained conditional formatting, not as a replacement for the underlying dates and status.

During a weekly review, filter first to Blocked and Overdue items, then group by Owner. For each row, confirm the next action is specific enough to perform and that the dependency points to a real Task ID. Percent Complete is most reliable when tied to observable milestones; a task sitting at 90% for several weeks is a signal to ask what deliverable remains. Keep completed rows in the table so cycle time, overdue history, and owner workload can be reviewed later.

Separate schedule health from task status

A task can be In Progress and still be healthy, due soon, or overdue. Keep Status for workflow state and calculate a separate schedule-health field from Due Date and current date. This avoids overloading one dropdown with values such as In Progress – Late and makes filtering more consistent. Add a simple owner summary showing open, overdue, and blocked items so the tracker supports weekly workload review as well as individual task entry.

Frequently asked questions

Should milestones be separate rows?

Yes, when they represent meaningful approval or delivery points.

Can I use a Gantt chart?

Yes. Build it from the same task table rather than maintaining a second schedule.

How do I track recurring tasks?

Create repeated dated records or generate them from a template.

What status values work well?

Use a small controlled set such as Not Started, In Progress, Blocked, and Complete.