3 Ways Your Project Team Can Collaborate Using SharePoint [+ Free Template]

3 Ways Your Project Team Can Collaborate Using SharePoint

July 15, 2019 by

A common problem for project team members is they sometimes feel disconnected from the project and their peers.

Poor collaboration coupled with lots of competing responsibilities often makes team members feel they are wasting their time working too hard for poor results and that little is changing to improve their situation.

Many organizations try to solve these collaboration problems with software. Unfortunately, this can make matters worse with too many tools in use. Often, these tools are not integrated, leading to silos of information and poor visibility into project progress.

Team members want to contribute to project success, so you need to make it as easy as possible for them to do just that! Here we look at three simple ways to enable project team members using one collaborative project tool, SharePoint.


Why use SharePoint for project team collaboration?

Since its launch in 2001, SharePoint has been designed for collaboration. Key capabilities include:

  • Team sites
  • Communication sites (Office 365)
  • Intranets
  • Document management
  • Task management
  • Robust permissions and security
  • Configurable templates
  • Workflows
  • No-code configurations
  • Forums, wikis, and discussions.


Part of the Microsoft suite, SharePoint also integrates with other products such as Outlook, OneNote, and Teams.

This makes it easy to centralize project information and updates in one location, easily accessible to in-house and remote team members.

Now that you know a little about using SharePoint for team collaboration, let’s take a closer look at three features – a team site with tasks, personalized dashboards, and the document library.


3 Ways Your Project Team Can Collaborate Using SharePoint

1. Increase Accountability with a Project Site

Collaborative sites enable real-time collaboration and communication for the entire project team. By using a project site, the project manager and team members can easily share and find project information in a centralized location.



The Quick Launch menu on the left-hand side simplifies navigation, placing information in easy reach for the team.


Using a task list, you can plan, assign, and track work. Lists are available to everyone, increasing transparency and accountability. Everyone needs to know their upcoming tasks and how their work impacts on other areas of the project.


They should also be ready to help the team as needed. Adding a report for delayed tasks, risks, or issues (or all three) on the project homepage increases visibility into problems.


2. Track Tasks using Boards

BrightWork templates include an optional Kanban-style Board, making it easy to track and manage tasks in a simple drag-and-drop card interface.

Users can update the status of the task by dragging and dropping the card from one status column to the next, updating the status of the Task, % complete, and even assigned to when necessary.

Boards on BrightWork also include Swimlanes, mapping work to a particular team member or department. Swimlanes provide ‘at-a-glance’ visibility into tasks while the drag-and-drop functionality allows for quick re-planning from the board view.





3. Personalized Team Member Dashboards

It is highly unlikely that your project team members will only be working on a single project at a time.

They will have lots of competing tasks and deadlines from lots of projects and their own day-to-day responsibilities. Sometimes it can be tough to manage all of that.

By providing team members with “My Work” dashboards, for example, they can easily find and update their work assignments in the collaborative project management environment, where they are also connected to their extended teams.





Start managing your projects on SharePoint 

If you want to try some of these tips, our free SharePoint project management template is a fast starting point!

Key features of the free template include:

  • Project Homepage with metric tiles, RAG status icons, and ‘tasks by status’ chart
  • Tasks List
  • Project timeline and Gantt charts
  • Issues List
  • My Work and Work Reports
  • Project Status Reports
  • Document repository.


The template is free, forever, and can be used to manage as many projects as you need. The Free SharePoint Project Management Template from BrightWork runs on SharePoint 2010/2013/2016/2019.


Editor’s Note: This post was originally published in December 2014 and has been updated for freshness, accuracy, and comprehensiveness. 


Image credit 

Grace Windsor

Grace is a content creator within the marketing team at BrightWork. She loves creating actionable content in different formats to help others achieve more project success. Grace spent far too long at university studying English literature, which instilled a life-long love of learning and upskilling.

In her free time, she enjoys a challenging session at the gym, tucking into a good book, and walking the beautiful Galway coastline with her dog.
Grace Windsor

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