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Maximize Team Output: Innovative Ways to Utilize SharePoint for Project Management

In the changing world of technology, it’s certain that SharePoint will always be a vital part of its success. More firms are turning to SharePoint project management to assist them with project management. Businesses may succeed and stay competitive by taking advantage of everything SharePoint offers. Here, you can learn about Sharepoint as a project management tool and how to utilize it to maximize team output. 

How can SharePoint be used for the collaborative platform, and how to maximize it?

SharePoint, which was previously part of Microsoft Office 365 business subscriptions, is now part of the redesigned Microsoft 365 software environment. It is a web-based collaborative platform that allows enterprises to create team sites for centralized document management and online storage. As a very adaptable platform that smoothly interfaces with the larger Microsoft 365 ecosystem, its utilization varies widely across enterprises. SharePoint is one of the most powerful intranet solutions that any corporation or business can invest in to reduce latency and delay while increasing team responsiveness and credibility. Many businesses prefer project management within SharePoint as its functionality and role help to maximize the collaboration output. Every day, SharePoint takes a step further by integrating even the most fundamental functions into a single package by attracting more organizations. Here are the steps you can take to maximize your organization’s output by using the magic benefits of SharePoint. 

Also Read: 7 Ultra-Powerful Tips for Project Management Success

Customize site settings aligned with project goals & objectives

One of the benefits of MS SharePoint is the ability to establish a team site, which is a private online environment where teams may cooperate and communicate rather than depending on several distinct apps and platforms. Most crucially, information access is restricted to members of a given team or persons working on a specific project, making it a safe and secure way to interact in the age of remote work. One common issue for project team members is feeling alienated from the project and their peers. Poor teamwork, along with a plethora of conflicting duties, frequently leads to team members feeling as if they are wasting their time working too hard for inadequate outcomes. Managing your projects in a SharePoint site maintains everything on the project homepage in one place for ‘at-a-glance’ visibility. This keeps the team constantly informed and engaged with correct data. A SharePoint project site’s project homepage could include:

  • Status of the project % done
  • Task by Status Chart Issue List
  • Schedules and Timelines for Metric Tiles

Use built-in workflows

Using SharePoint for project management is having access to many built-in workflows to meet a wide range of everyday business use cases, such as gathering signatures, requesting permission for documents and other things, and curating comments from team members. Also, you can use three-state workflows to manage business processes that necessitate tracking for many issues or items, such as customer service inquiries and sales leads. Advanced users can also use SharePoint Designer or Office Visio to develop bespoke workflows. Because these visual development tools do not involve any code, they are more accessible to non-technologists. Professional software developers, on the other hand, may construct entirely new workflows from scratch and distribute them across many sites. This is especially useful in huge businesses with unusual workflows and dependencies.

Share Resources with your teammates 

To keep all team or project-related documents in a single shared repository, Microsoft SharePoint is primarily used. This enables information to be collected and shared from Outlook, OneDrive, and desktop productivity programs like Word, Excel, and PowerPoint. This is made possible by native interaction with the larger Microsoft 365 family of products and services. Those with the required access rights can also update dynamic, centrally shared lists that you can construct. Creativity is significantly enhanced at this level of integration. For instance, having everything in one location eliminates the possibility of redundant or inconsistent data entry if the marketing team must transmit leads to the sales team for follow-up. Additionally, workers won’t have to waste time following up on emails. Due to the fact that you can maintain complete visibility into and control over your team conversations, this strategy is also far better from a compliance and security perspective.

Visualize project progress with Power BI integration

Portfolio dashboards are created using Power BI to give high-level, rapid visibility across portfolios. Senior executives can use these dashboards to quickly and easily view a variety of portfolios and projects. When all project data and essential metrics are compiled into one dashboard, performance and problems can be seen clearly and accurately. Senior managers may rapidly customize the dashboard to their needs using filter choices such as project type, status, or department.  

Set metrics for measuring project management success

Microsoft SharePoint’s ability to use automated workflows for feedback collection is another major productivity advantage. For instance, there is a good likelihood that a new brochure or other piece of marketing collateral may go through multiple team members before being accepted. In this situation, establishing an approval-based workflow guarantees that each team member has immediate access to the same version for providing pertinent comments. In SharePoint, there are several ways to create a feedback form. You could, for instance, design a survey that includes multiple-choice questions, one or more lines of text, dates, numbers, currencies, and more. The possibilities for customization are essentially endless. When the form is finished, you can immediately publish the results live on your SharePoint site and send an alert to any or all of the team members.

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