How to Use SharePoint for Project ManagementGet free SharePoint template How to Use SharePoint for Project ManagementGET FREE TEMPLATE Show
From configurable lists to document management, search, and automated workflows, its easy to see why Microsoft SharePoint On-Premises is a popular project management tool. A SharePoint site brings all project information into one central location, making collaboration and reporting much easier. However, configuring SharePoint for project management requires both SharePoint and project management knowledge. Using this guide, youll find out how to manage your projects on SharePoint with a free, pre-configured template from BrightWork. By the end of the guide, you will have learned how to initiate, plan, track, and report on a project using SharePoint On-Premises (server version of SharePoint 2019, 2016, or 2013). Click here to download your copy of the free SharePoint template and lets get started! Table of ContentsClick on any chapter to jump directly to it. 1. Collaborative Project Management 2. Why Use SharePoint for Project Management? 3. How to Manage a Project on SharePoint 4. Improve User Adoption of SharePoint Free SharePoint Project Management TemplateUse the no-code template to try the steps in this guide!Download now GET FREE TEMPLATE Chapter 1.Collaborative Project Management: An OverviewIf youre in an organization and you want to do something new, strategic, exciting, challenging, difficult its a project.Éamonn McGuinness, Author,Collaborative Project Management: A Handbook, and CEO, BrightWork.The Project Management Institute (PMI) defines project management as the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. The purpose of effective project management is delivering a positive change for your organization or customers. Project management is a vital business activity but its not getting any easier! Projects fail every day with serious consequences for the financial stability and reputation of organizations. The causes of project failure are numerous:
To help our customers introduce a standardized approach to project management, win internal buy-in for project management, and provide training, we developed a guide to collaborative project management. Collaborative project management helps individuals from different departments, teams, and locations work together to deliver a project successfully. Collaborative project management encompasses five stages:
Each stage has three associated steps, addressing people, process, and technology over the course of the project. The steps are summarized below. If you want to learn more about each stage and collaborative project management, download a free PDF copy of Collaborative Project Management: A Handbook. The Five Stages of Collaborative Project Management1. Initiate the ProjectStarting your project the right way creates the foundation for the work to come. During this stage, you will start to work with your project sponsor, decide how to manage the project, and create the project site. Youll need to:
2. Plan and Setup the ProjectWith the project site in place, you can
3. Work the ProjectDuring project execution, help your team to:
4. Track and Re- Plan the ProjectProjects rarely run according to plan, making it essential to continuously track and re-plan the project. Some project managers are natural re-planners and do this daily as work progress. For others, re-planning needs to be added as a task to the project plan. Whatever your preference, re-planning is a key project management activity. To track and re-plan your project:
5. Close the ProjectThe more you learn from the project you have just completed, the more successful you will be with the project you are about to start. Once the project is completed, its a good idea to formally close the project.
As youll see later on, achieving this way of working is very easy with the Free SharePoint Project Management Template. Now that youve read about collaborative project management, its time to learn why SharePoint is a great project management tool. Youll also find out more about the Free SharePoint template from BrightWork, which is an easy way to start managing projects on SharePoint. Chapter 2.Why Use SharePoint for Project Management?Launched in 2001 as a web-based collaborative tool, Microsoft SharePoint is used by over 400,000 customers in 250,000 organizations worldwide, including 85% of Fortune 500 companies. SharePoint is available as a server-based On-Premises solution, a cloud-hosted solution, or a hybrid solution, which combines an On-Premises installation with Office 365. Unlike Word or Excel, SharePoint is not a single tool. Instead, SharePoint is a collection of tools designed to help organizations build intranets, manage documents, and collaborate in a secure environment. SharePoint provides a number of features and functionality to help drive collaboration including:
SharePoint also offers numerous security settings such as encryption and permissions to help you control who can access and edit project data. As a project is a highly collaborative activity, it makes sense to use SharePoint for project management. Think about common project management challenges no process, lack of visibility, multiple versions of the same document, manual reports, poor communication and so on. Using SharePoint to bring all project information and tasks into one central place can resolve many of these problems. The project site can be structured to match your project approach, helping to standardize project delivery and improve visibility. SharePoint has a number of elements suited to effective project management lists, web parts, sites, and site collections. The architecture of SharePoint1. SharePoint ListsA list is a way of organizing information in SharePoint. Made up of headings, rows, and columns, a SharePoint list is quite similar to an Excel spreadsheet, but with more flexibility. 2. SharePoint Web PartsA SharePoint web part is a type of list used to store content in your site. Like an app on a smartphone, web parts such as contacts and announcements enhance the functionality of your site. 3. SharePoint SiteA SharePoint site is used to organize different types of content in one place. A SharePoint site is a home for your project, bringing together lists (information and processes) and web parts (dashboards and reports) in one central location for your team. 4. SharePoint Site CollectionA SharePoint site collection is a collection of SharePoint sites. When applied to project management, a site collection acts as your project portfolio, rolling up information from various projects in one place. Site collections are typically used in large organizations with different project requirements for each business unit. Creating a SharePoint Project SiteAs you can see, SharePoint is a powerful project management tool. A SharePoint project site centralizes all project information, connects your team to the project, and makes reporting much easier. No more outdated Excel filesThere is a caveat, however; SharePoint doesnt look like a project management tool out of the box. Below is an image of a typical SharePoint site without any configuration. If you decide to use out-of-the-box SharePoint for project management, you will need to configure your site or ask your IT team to do so. Its a long process, especially if you dont have any SharePoint development experience or simply dont have the time. Of course, if you do have some SharePoint development experience and are willing to roll up your sleeves, creating a SharePoint project site is not just adding lists or web parts. You also need to make sure you have the right project management process in place. The formula for a successful project on SharePoint is something like: SharePoint knowledge + project management knowledge + a project site = successIf one element of this formula is off, your project is at risk. Thats where the Free SharePoint Project Management Template from BrightWork will give you a head start.* Based on the Project Lite template in the BrightWork solution, the free template has everything you need to initiate, plan, track, and report on a single project site using SharePoint On-Premises. In addition to the lists and web parts mentioned above, the template includes metric tiles, RAG (red-amber-green) reporting, project status reports, Work reports, and a tasks by status chart. The template is based on the five-step approach to project management outlined above, with tools to support each stage: In the next chapter, youll learn how to manage a project using the Free SharePoint Template. Note you will need to be a site collection administrator to implement the steps in this article. Please contact your IT team for guidance as needed. Watch the BrightWork DemoManage across multiple projects and improve portfolio performance with BrightWork PPM Software for SharePoint On-Premises. Watch Video Demo Chapter 3.How to Manage a Project on SharePointHow to Manage a Project on SharePoint in 5 Steps1. Initiate the ProjectA. Get the Project Approved, Sponsored, and ResourcedThe first step to a project is to get the project approved, sponsored, and resourced. With the project approved and sponsored, you need to secure project resources like key team members and budgets. To do this, you will prepare a project charter. A project charter or statementis an outline of what is included and excluded from the project, making it a useful way toavoid scope creep. The statement may contain the following information:
Some of this information will be used to populate the SharePoint project site. B. Decide the Project Management ProcessOnce the project is approved, you can choose an appropriate management process. The free SharePoint project management template is ideal for a lighter approach with a project statement, documents, tasks, and issues. C. Create a Collaborative Project SiteWith these key decisions in place, you can now create a collaborative project site for your team using the Free SharePoint Template. There are three simple steps to download and install the template from the BrightWork website.
Note: To install the template in your SharePoint environment, you will need to be a site collection administrator. 2. Plan and Setup the ProjectA. Plan the ProjectUse the Get Started tiles to add the project statement, tasks, and documents to the project site. As explained above, these elements are lists and web parts in SharePoint. Set Up ProjectSetup Project links to the Project Charter or Statement. Click the icon highlighted below to edit the statement. Add key information such as the project name and description, project manager, status, and due date. Project TasksWith the statement in place, lets look at project tasks. Tasks arestep-by-step instructionsfor delivering the required outcomes for your project in an efficient way.Before adding project tasks to the site, spend some time planning and prioritizingwhat youll need. Using this list, its time to assign tasks to your team so they can get to work! Click Add Tasks to open the task list. The template ships with a pre-populated list of tasks and sub-tasks of collaborative project management. Its easy to update each item in the list just click the item to open the editing dialogue box. Update the task as needed and save. To save time, you can also make bulk edits to the task list. Lets imagine you need to update the status and owner of tasks for project initiation. First, click edit this list to open the datasheet view. Next, update the status for some tasks. Drag these updates down to the relevant task and select stop editing this list to save your edits. Add some tasks that are specific to the website project under Work the Project. Right-click the editing menu beside the relevant project phase and select add subtask. Here, we have selected Work the Project. Follow the columns to add the task name, start and finish date, task status, and assigned to. You can also view the tasks and schedule in a timeline and Gantt chart from the project homepage. Project DocumentsEasy access to project documents is key to quick, effective collaboration. With a SharePoint document library, its easy to centralize all project documents in one place. Using the third tile, add project documents to the document library. Simply click new document to upload the relevant file. To make it easier to search for files, its a good idea to agree on some guidelines with your team, for example, file names. For this project, lets preface each file name by the area of work. For example, planning documents will include plan in the title; the same applies to content, design and so on.
If our designer wants to find a document, all they need to do is search design in 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. Incorrect:
Correct: Content_New Homepage Copy. 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. Otherwise, youll end up with read-only copies of the file you will need to save locally and re-upload to the site. Site ConfigurationYou may also wish to add users to the SharePoint site. Click on configuration, located under the Get Started Tiles. Select share your site. Add the relevant information to the invitation dialogue box and select Share. Youll notice the project homepage reflects the new information in the project 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. B. Check the plan with your teamWith 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. Its important to achieve clear alignment with everyone before the project starts to avoid project scope creep changes to tasks and deliverables later on. C. Project Kick-off MeetingBefore 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. 3. Work the ProjectDuring this critical stage of the project, you need to give team members direction on how to:
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. As such, its important the team can find, do, and update their work as well as report issues easily. As well see below, the My Work report is designed to do this. Well also take a look at the Work report (for project managers) and key data on the project homepage. The My Work ReportLocated under Execute and Control on the Quick Launch menu is a link to the My Work report. The My Work report is a list of work assigned to the logged-in user. 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. To edit an individual item, click the relevant task to access the editing options. Alternatively, to make bulk updates to the lists, simply click edit this list: Work ReportThe Work report is very similar to the My Work report except it displays all work across the project for the assigned project manager. 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. Issues ReportThe Issues Report is located under Execute and Control on the Quick Launch. To add an issue, click new item and complete each field on the dashboard. The issue is now added to several reports, including:
The website project like most projects will move quickly once work begins! Theteam 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. You can also see the task owner and the status such as waiting on someone else or not started. 4. Track and Re- Plan the ProjectNo 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. A. Check and Understand the Projects ProgressUse 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. The free SharePoint Template is pre-populated with a range of visual, intuitive project reports for at-a-glance information. If everyone is updating their tasks weekly, the information should be correct. Lets start with the project homepage. Key project metrics (highlighted below) surface late tasks, the current finish date, and the date of the most recent update to the project site. As explained above, simply click on the tile to view the underlying information. Next, use the Work report to identify problem areas, like overdue or unassigned tasks. In this example, an issue has been added about room availability for a weekly team meeting. Another way to check issues is the Top Open Issues report on the project homepage. 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. You can also find issues by clicking Project Issues in the Quick Launch menu. You can change the view to show:
Having gathered this data and spoken with the team where needed, you can now re-plan the project. B. Re-plan the ProjectStart by updating tasks using the bulk editor. Once the tasks are updated, a new timeline is generated. Its important to compare the revised projection against the original plan and share with the sponsor. If the date is too late, youll need to work on a revised plan, such as dropping some requirements or adding extra resources. If you do change or re-assign project tasks, make sure you inform the relevant team member! 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 Project Status report is located under the Execute and Control section of the Quick Launch. This section also links to previous status reports. Simply add a new item or click Edit this list to add a new status report. Using the datasheet view, work through each column:
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. 5. Close the ProjectAfter months of hard work and extensive pre-launch testing, the new website is live! Close the project by updating the project site and running a retrospective with the team to document Lessons Learned. A. Close Out the Project SiteFirstly, review all tasks to make sure nothing has been overlooked. 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. Finally, review and update project documentation as needed. B. Document Lessons LearnedThe more you learn from the project you have just completed, the more successful you will be with the project you are about to start. 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:
Here are a few tips to help you frame the discussion and answer these questions.
Review the feedback and suggestions to find actionable inputs to your next project. For example, if unassigned tasks were a roadblock, you can use the Work reports more frequently on future projects. 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. Free SharePoint Project Management TemplateAssign tasks, meet deadlines, and deliver more for stakeholders from any location.DOWNLOAD NOW GET FREE TEMPLATE Chapter 4.How toImprove User Adoption of SharePoint for Project Management
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 is key to successful project management on SharePoint. 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:
As you start to use the Free SharePoint Project Management Template, youll likely face two scenarios:
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:
Building on the concept of Practice, below is a framework the 3 Ps to help you increase user adoption of SharePoint for project management using these best-practices.
The following section applies the 3Ps to increase user adoption of SharePoint for project management. If needed, its easy to apply the same steps to winning support for project management. The 3Ps of User Adoption: SharePoint for Project Management1. PurposeA. Build the Case for ChangeFirstly, 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. Connecting individuals to the why behind a change helpsto inspire people to change their behavior. Be able to explain why you want to introduce SharePoint for project management and what you hope to achieve with this change. Start by preparing answers to some common questions about SharePoint:
Next, find examples of successful projects delivered using SharePoint. Finally, plan any training sessions you will need to carry out. One of the key reasons people fail to change is a belief that they cant change or learn something new. 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. B. Gather Inputs from Your TeamA key principle of change management is identifying and engaging stakeholders early in the process. Its important for your team to feel the change will make a positive impact on their work; that they have a say in the change, and that they can play a key role in the success of future projects. 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. C. Tell the Story of Where You Want To GoUsing these inputs, share your vision and plan with the team. Use a project kick-off meeting to:
2. PreparationA. Set Up a Project Site with the Free SharePoint TemplateDownload 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. B. Run Training Sessions with The TeamBased 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. C. Collaboratively Plan a Mock Project TogetherArmed 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. 3. PracticeA. Use the Free SharePoint Template for your next projectNow its time to use the template to manage your next project on SharePoint. As recommended above, schedule some time to get regular feedback from the team about using the process. B. Carry out a post-mortem to reflect your learningsOnce 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:
C. Update your approach using Lessons LearnedBased on the learnings from the post-mortem, document the Lessons Learned and revise your approach for the next project. Below is a recap of each stage. Free SharePoint Project Management TemplateUnlimited projects on SharePoint. Free forever. No coding required.DOWNLOAD NOW GET FREE TEMPLATE Created ByGrace WindsorRead more SharePoint and project management articles fromGrace! *The Free Template is used to create and manage individual project sites. You can create as many sites as you wish with the template; however, the template does not support cross-project reporting. Learn more about the full BrightWork PPM Solution for SharePoint On-Premiseshere. |