BrightWork Projects and Work Tracker

How to Track Small Projects with a BrightWork Template

October 18, 2016 by

In many organizations, the only projects that get formally tracked are large, complicated projects. They tend to be complex in nature, with a long duration, lots of stakeholders and many moving parts. And those kinds of projects do require a high level of project management process.

But those certainly are not the only projects that an organization typically works on! Every department, team, and group will have their own initiatives and project work to carry out. They might have one or two of those large and medium projects, but others will only need a few tasks and a place to store some documents and that’s it.

 

Easily manage your next project using a free, pre-configured SharePoint project management template 

 

Just because these projects are small, it doesn’t mean they don’t need to be tracked.  These smaller projects can start to add up over time, creating strains on personnel resources and time allocation.

So what can you do to get the visibility into these projects?

 

 

Smaller projects are just as important as the bigger ones!

A lot of the time, the projects that get “formally” tracked are the ones that require significant capital investment. Smaller projects happen without visibility into how they fit into the overall strategic picture. So start by admitting that the smaller projects are just as important as the “big” ones.

 

 

Too much process hinders progress

With these lightweight projects, you’ll want to manage:

  • A few tasks (and maybe some issues).
  • A couple of project documents and deliverables.
  • A record of the project.

 

In this scenario, having to set up and use an individual project site may be overkill!  What you need is a place that you can rapidly add a few project details and get stuck into the tasks straight away.

 

BrightWork Projects and Work Tracker

The Projects and Work Tracker template from BrightWork provides a single site for tracking the high-level details about several projects. It’s the perfect solution for all those smaller projects you may have.

So how does it work?

One site to manage many projects

In our own marketing department, we have lots of these so-called “mini-projects.” We create email templates, new ebooks, publish new website pages, and produce video series.  Not all of this work requires its own project site. But we do need visibility into who is working on it and the status of the work.  The Projects and Work Tracker is the perfect solution!

Here’s a sample Projects and Worker Tracker site that might as well be our own. You see there are three projects in there that the team is working on right now.

BrightWork Projects and Work Tracker

 

 

And if I select the “Monthly email revamp” project, I see the tasks, documents, and issues associated with that project. It’s a very “lite” level of project management.

BrightWork Projects and Work Tracker

 

From the Quick Launch, I can see all the work or issues assigned to me across these mini-projects.

BrightWork Projects and Work Tracker

 

Where it fits in the project hierarchy

BrightWork supports a hierarchy of sites within SharePoint that could look something like this:

  • Top-level Project Office (Organization)
    • Department 1 (HR)
      • Project A
      • Project B
    • Department 2 (Marketing)
      • Project A
      • Project B
      • Project C
    • Department 3 (IT)
      • Project A

 

In the screenshot below, you see how it all fits together in a real SharePoint site collection.

  • The Marketing Mini-Projects (the Projects and Work Tracker!) is nestled underneath the Contoso Marketing Project Office
  • The PWT template rolls up to the Contoso Marketing (PO), along with the Web Site Build project which has its own project site
  • In turn, the Contoso Marketing PO rolls up to the Business Project Office.

 

BrightWork Projects and Work Tracker

 

Rollup dashboards for all projects

Here is a screenshot from the Business Project Office at the top of the hierarchy. It’s pulling data from all the project sites underneath it, including the three projects from the Marketing Mini-Projects PWT.

So those “small” projects can be managed with a light amount of process at the project level, but still get the visibility required within the overall project office.

BrightWork project report

Conclusion

Remember those smaller projects are just as important as those bigger projects. The Projects and Work Tracker is a good choice for lightweight management to track several small projects in one place. It will give you the visibility you need to make sure those smaller projects don’t fall through the cracks!

 

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