How To Use SharePoint in Project Management

How to Configure a SharePoint Site for Project Management

What are the benefits of using SharePoint project management?

Because team members can access project data and communicate in one place when using SharePoint for project management, there is effective collaboration. Project managers can set up their SharePoint programs in a way that creates the best approach for each project, arranging project delivery, increasing visibility, and reporting. Additionally, SharePoint enables stakeholders to monitor project progress and provides real-time updates on program deadlines, budgets, and member assignment schedules. The fact that SharePoint is connected to Microsoft Office and compatible with Office apps makes it easier for team members to use the interface.

What is SharePoint project management?

The project management technique known as “SharePoint project management” makes use of several web-based tools to facilitate team collaboration on a variety of tasks. This web- or cloud-based solution is frequently used by businesses with Office 365 to assist teams in creating intranets, managing documents, or collaborating in a secure environment. Newsfeeds, forums, document management and sharing, intranet portals, and knowledge management are some of the features of SharePoint. SharePoint also has security features like encryptions and control permissions for only allowing team members to access certain information. This platform includes four components:

How to use SharePoint project management

Although creating a SharePoint site can occasionally be a challenging process, many online resources provide templates or advice to assist you Although the steps in this article call for using the free SharePoint templates for quick setup, some organizations have an IT team that creates SharePoint sites. Here is a list of the steps to setting up and managing a project using SharePoint templates:

1. Prepare project resources

Before configuring SharePoint, secure project resources like team members, budgets, and a project statement. As a result, you can populate the site with all the information necessary to start outlining the project. Your project statement may include information such as:

2. Create a project site

A SharePoint template with pre-formatted lists or web parts, such as a project statement, documents, tasks, and issues, may be used by project managers. By visiting the Lookbook website and downloading a template there, you can see these templates. Open SharePoint once you’ve downloaded a template, then use it to launch your first project. Using the lists and web parts elements, you can add the details you included in the project statement using the “Get started” tiles.

3. Set up the project

To modify the project statement, choose the “Set up project” tile. This brings up a window with editable fields for the name of your project, its description, the name of the customer organization, the name of the project manager, its type, its status, its deadline, and its underlying assumptions. Select “Save” when youve finished.

4. Add project tasks

To the right of the “Set up project” tile, choose the “Add tasks” tile. This brings up a window where you can give your team members detailed instructions. Although this window may already contain tasks that have been pre-populated from the template, you can click each one to adjust it to fit your project. Click “Save” when youre done. Selecting “Edit this list” will open a datasheet view where you can update a number of the selected tasks in bulk. When you’re ready to save your changes, click and drag these updates into lower cells while choosing to “Stop editing this list.”

By selecting “Create subtask” from the right-click menu next to a project task in the edit menu, you can add project-specific subtasks. The task’s name, start and end dates, status, and the team member to whom it is assigned can then be added. You can also view task and schedule timelines in a Gantt chart on the project homepage.

4. Add project documents

“Add documents” is the third tile under “Get started.” To upload a file, pick this tile and click “New document.” You and the team might find it beneficial for organizational reasons to name each file in accordance with the area of work to which it belongs. For example, you could name it “Plan_project_statement. Since the document library doesn’t use folders to organize its documents, its team members can quickly find the materials they need by using the labels.

5. Configure the site

Click the “Configuration” button on the gray ribbon under the tiles to add team members and other users, such as stakeholders or senior management. A window with the option to “Share your site” and a dialogue box for their contact information appears. The “Invite people” text box allows you to include multiple email addresses as well as a brief message with the invitation. Select the blue “Share” button to send the invitations.

6. Ask your team to review the site

Ask team members to review and validate the data on the website after inviting them. This may ensure that everyone understands the projects requirements. Before the project is officially launched, it may be advantageous to meet with the team to clarify any misunderstandings, answer questions, and establish communication protocols.

7. Give the team instructions for using the site

Project managers may want to instruct team members on how to use the website, including completing tasks, collaborating, and working on deliverables. They might need guidance on where to look for and update their work or how to report problems. They can do this using these tools:

8. Check project progress

Project managers can monitor progress by choosing the “Key project metrics” options from the home page as team members complete their tasks. The metrics include the number of incomplete tasks, the anticipated completion date, and the date of the most recent site update. To view more information about a tile, choose it in this section. The “Work” report can also be used to see potential problems. A report titled “Top open issues” that provides a summary of all project issues can be found on the project homepage.

9. Edit the project plan

Editing is sometimes necessary for certain project components, such as the timeline or budget. Do this by using the bulk editor. The group can view the homepage to learn more about the new project. A “Project Status” report can also be added using the “Quick launch” menu.

10. Close the project

You can shut down the project site once the team has finished. Be sure to check that every task has been completed by going over it. Mark all tasks as completed and all problems as resolved using the bulk editor. You can revise and finish the project documentation after reviewing.

Please note that Indeed is not affiliated with any of the businesses mentioned in this article.


Can I use SharePoint for project management?

One of the best tools for project management in businesses is Microsoft SharePoint. It is an effective and complete platform that can assist your project management team in completing projects successfully. It includes functional features that can meet your business needs.

How do I manage project tasks in SharePoint?

Create a task list in SharePoint in Microsoft 365 or SharePoint 2016 or 2013
  1. From your site’s home page, click Settings. and then click Add an app.
  2. Type “Tasks” into the search box and press Enter. …
  3. Press Create after entering the task’s name or title.
  4. SharePoint returns you to the Site contents page.

How do I run a project in SharePoint?

Select File >> New >> Project, as shown below. Select “SharePoint 2016 – Empty Project” from the list of templates after that. This template is available under Office/SharePoint – SharePoint Solutions. Choose the template, then enter the project’s name and choose the project’s location based on your needs.

How do I create a project plan in SharePoint?

Select File >> New >> Project, as shown below. Select “SharePoint 2016 – Empty Project” from the list of templates after that. This template is available under Office/SharePoint – SharePoint Solutions. Choose the template, then enter the project’s name and choose the project’s location based on your needs.

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