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How to Use SharePoint for Project Management Success - 4 Key Features of a SharePoint Project Site
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Microsoft sharepoint 2013 project management free.How to Use SharePoint for Project Management Success
The project homepage pictured above is made up of various web parts that provide a window into the various lists in your site. As the data is a summary of underlying reports, you can simply click each element to drill down for more information. The data on the project homepage automatically updates as each report is updated, so you have access to up-to-date information at all times.
As well as a single location for project reports and tasks, your SharePoint project site also provides a centralized document repository. A document repository in a SharePoint project site means there is just one version of a document stored in one place. A quick way to get started with project management on SharePoint is the free template from BrightWork.
The template allows teams to manage individual project sites in your existing SharePoint On-Premises infrastructure — no coding required. The site already includes the project management essentials to help you plan, track, and re-plan the project, including:. If you need to manage multiple projects and report across portfolios, take a look at the BrightWork Video Demo to learn more about our PPM solution.
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Billy Guinan. See how to improve project and portfolio management with BrightWork for SharePoint On-Premises [Video demo] A SharePoint site can be easily configured to provide a more structured environment to track and manage a project with your team. What is Microsoft SharePoint? Instead, SharePoint is a collection of tools used to: Build intranets and external websites.
Store and manage documents. Improve access to business data. Boost collaboration with wikis, forums, and social sharing capabilities. Automate processes using workflows. By collating all inputs and sharing your vision, you can effectively:. Each team member should have a site collection to use the template in their own environment. Then, you can then run a series of training sessions with the team based on the five steps of collaborative management mentioned above. Try dedicating an hour long session to each step and share notes to help everyone prepare.
Armed with this new information, you can collaboratively plan a mock project together and work through each phase to generate a plan.
This exercise allows you to resolve any issues or reservations about your new approach. Getting stuck in and using the BrightWork Free Template approach is your next and most valuable step. Maintain regular meetings with your team and carry out a post-mortem to reflect on your learnings. Based on your learnings, document all Lessons Learned and revise your approach for the next project.
Making the step to change existing project management structures is not a step to be taken lightly but can yield tremendous reward. One must manage the people side of the change to secure buy-in. The beauty of SharePoint is that it is non-restrictive and can cater for and adapt to what is already working for you. About the author: Micheal Clesham is an inbound marketing executive at BrightWork. She helps managers juggle their projects and ditch the overwhelm, making tools and techniques work in the real world.
Elizabeth is also the founder of the Project Management Rebels community, a teaching-led mentoring group for professionals.
She's written several books for project managers including Managing Multiple Projects. Understand and learn what new project leaders and managers need to be successful with these tips for project leader success.
The mid-market project management software arena is becoming much more competitive. Clarizen click here to see my review of their software is another player. I spoke to Avinoam Nowogrodski in Israel to find out what sets Clarizen apart from the competition. Tell me about the company. Clarizen is…. Free trial.
Languages: English Currency: Feature to add your own currency symbol Basic features: building projects I found it practically impossible to get in to the software once…. Earlier this month I reviewed Easy Projects. NET, a project management package from Logic Software. Next, update the status for some tasks. You can also view the tasks and schedule in a timeline and Gantt chart from the project homepage.
Easy access to project documents is key to quick, effective collaboration. Using the third tile, add project documents to the document library. Only one copy of each file will exist in the project site to avoid any confusion about the correct version.
Ask the team to use the relevant file in the document library instead of creating multiple versions of the same document with different dates or notes added to the title. Finally, files will not be stored in folders in the document library — the naming convention above removes this need. Note — to ensure edits to your document are synced to the library, download the document using Microsoft Edge.
You may also wish to add users to the SharePoint site. Every time a task or issue is updated, the reports on the homepage are automatically updated. This helps to keep everyone informed about the progress of the project without the need for meetings or lengthy email chains. Another useful feature of a SharePoint project site is the Quick Launch , a menu with links located on the left-hand side of the project site. The Quick Launch improves navigation around the site by grouping the various web parts and lists together by phase.
With the project charter, tasks, and documents now added to the SharePoint project site, ask the team and sponsor to check the site and the proposed timelines. Before any work begins on the project, use a project kick-off meeting to ensure everyone is clear about their roles and responsibilities. You should also establish some ways of working from the outset, for example, the team needs to update their tasks in the project site every Friday morning. As mentioned above, daily stand-ups are a key part of communication for this project.
Using the homepage of the project site in these daily meetings will help focus the team. Each individual team member can track and update their own work. Using the Excel-like datasheet view in SharePoint, team members can easily record progress on what is complete, in progress, and or in trouble. This means you can easily check overdue, work due soon, open work, closed work, and unassigned work. The interface works in the same way as above — simply click on the task you need to update and make the changes.
The website project — like most projects — will move quickly once work begins! The team is likely assigned to a few projects so you need a simple way to help them get focused when working on their tasks. The project homepage, which summarizes key updates and data from the reports on the site, is particularly useful. The project homepage surfaces key information such as:.
To drill down for more information, for example, to view which tasks are late, simply click on the relevant tile. This will open the task list. The late items are highlighted in red below. No project ever goes to plan! To get the project back on track, you should assess the status of the work before re-planning the work.
Use the reports in the SharePoint project site to check the current status of the project. If further clarification is needed, meet with the relevant person directly. If everyone is updating their tasks weekly, the information should be correct.
Key project metrics highlighted below surface late tasks, the current finish date, and the date of the most recent update to the project site. Next, use the Work report to identify problem areas, like overdue or unassigned tasks. This report surfaces all issues on the project. The Red-Yellow-Green status indicators provide at-a-glance insights into the status of the project in terms of Time, Health, or Cost, and percent complete.
Having gathered this data and spoken with the team where needed, you can now re-plan the project. Once the tasks are updated, a new timeline is generated. The next step for re-planning the project is to add a project status report , which takes around three minutes to complete.
A typical Project Status Report includes red-amber-green indicators and captures other information such as details on project issues and items of note. The report adds more context to your project and will help you to track trends over time. The new information will display on the various reports on the project homepage. Let the team and stakeholders know the project plan and site are updated so they can review the latest timeline. After months of hard work and extensive pre-launch testing, the new website is live!
Once this review is finished, mark all tasks as complete using the bulk edit function as explained above. Likewise, you can use the bulk editing functionality to mark all issues as resolved. Next, add a final project status report to the site to capture some thoughts about the project overall. It is also important to remember as a project manager, you were the leader of the project, but not the sole owner of its processes and tasks. The simplest way to run a project post-mortem is a team meeting.
Use the meeting to answer three questions:. Review the feedback and suggestions to find actionable inputs to your next project. Finally, share these insights with the wider organization to help evolve project management practices across all teams. Below is a recap of the five-stages of collaborative project management and the supporting tools in the free SharePoint project management template.
If you are ready to start managing a project using the approach and tool outlined above, go for it! There is simply no better way to implement the guidance or leverage SharePoint than by trying it. Practice with a plan and intent will get you there even faster.
Make sure to gather inputs from the team during and after project execution to accelerate your journey:. In both cases, you need a change management plan to win internal support and drive user adoption.
Successful change management involves numerous elements such as:. The following section applies the 3Ps to increase user adoption of SharePoint for project management.
Firstly, you need to start with a clear vision of why the team should use SharePoint for project management, the benefits of this change, and how the Free SharePoint Template will help.
Be able to explain why you want to introduce SharePoint for project management and what you hope to achieve with this change. Finally, plan any training sessions you will need to carry out. Training and upskilling help people to feel competent and more motivated to adopt a new process. The information in Chapter Two is a good starting point.
You can also use the Free Template training video from BrightWork. A key principle of change management is identifying and engaging stakeholders early in the process. Using tools such as interviews, surveys, focus groups, and brainstorm sessions, find out how the team is currently managing projects. Common project management tools include email, Excel, and PowerPoint. Ask your team to share the challenges they face with such tools, such as multiple versions of the same file.
Remember — you need to understand the limitations of the current project management tools to build excitement about SharePoint. Finally, ask a member of the senior management or executive team to sponsor your efforts and get their feedback about SharePoint for project management.
In addition to removing roadblocks at a senior level, a prominent role model will encourage others to try the new approach. Download and install the Free Template in your SharePoint environment. With a little help from IT, you can create a SharePoint site collection for each team member. This means each person can install and use the template in their own environment. Based on the five-steps of collaborative project management, run a series of workshops with the team. A sample set of sessions to run is as follows:.
Try to keep each session to 60 minutes in length and share notes in advance to help everyone prepare. Make these sessions as practical as possible. Ask team members to commit to a weekly exercise, for example, use the learnings from Session 2 to launch their own project site on SharePoint.
If possible, record the sessions so people can review in their own time. This will also ensure anyone who misses a session can catch up quickly. Armed with this new information, bring the team together for another workshop — this time, planning a mock project together. Work through each phase together to generate a collaborative plan.
During this session, resolve any issues the team have experienced with the Free SharePoint Template and agree on ways of working, for example, how to name files. As recommended above, schedule some time to get regular feedback from the team about using the process. Once the project is complete, carry out a project post-mortem to reflect on your learnings.
You can use the same process explained in Chapter 3 , asking:. Read more SharePoint and project management articles from Grace!
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