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.

 

Engage team members with a collaborative project site using your free SharePoint Project Management Template

 

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. 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.

 

 

 

3. A Centralized Project Document Library

Without a central place to manage project documents, your team will quickly become buried in multiple and outdated version of the same document stored in different places.

As well as working with the correct document at all times, your team will likely also need to co-edit documents together. This should be protected by an option to restore previous versions.

Finally, the team must be able to find the relevant document easily using a strong search feature.

Adding a document library to SharePoint makes document management simple and clear.

 

 

With SharePoint, you can:

  • Add, edit, delete, and download documents.
  • Work in real-time with your team on a document.
  • Control access to a library, a folder within a library, or an individual file within a library.
  • Restore previous versions of a file.
  • Use metadata for faster searches.
  • View the history of a file, including the last modification.
  • Set up alerts to track changes to a document.
  • Share files or folders with others.
  • Build different libraries for different types of content.

 

These capabilities not only improve team productivity by connecting the team members to their work and their peers but also provide executives with better visibility into project status to inform decisions.

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

 

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

 

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