Master SharePoint Project Management: Everything You Need to Know

Start by defining your goals

• Do you need a tool for task management?
• Are you focused on document collaboration?
• Or is tracking progress your top priority?

Look at the tools your team already uses.

• Are there any gaps in what you are using?
• How can SharePoint help fill those gaps?
• A marketing team may prioritize document sharing for campaigns.
• An IT team might focus on task management and tracking project milestones.
• Understanding your team’s unique needs will help you set up SharePoint to work efficiently for everyone.

• SharePoint offers shared document libraries, making it easy for teams to access and update files.
• Team sites allow everyone to stay on the same page with project updates and discussions.
• It supports real-time collaboration. It lets team members edit documents and leave comments simultaneously.

• SharePoint is flexible and can be tailored to fit your specific project needs.
• You can set up custom workflows, tasks, and tools to match your project’s requirements.
• Teams can create their own project dashboards, track tasks, and set priorities.

• SharePoint integrates smoothly with Microsoft 365 apps like Teams and Outlook.
• This means no switching between different platforms.
• Use Microsoft Planner for task management and link it directly to SharePoint project site.

• Use SharePoint to manage project deadlines and stay on top of important dates.
• You can also track resources and budgets, keeping all project info in one place for easier management.
• Custom alerts and reminders help ensure you never miss critical milestones or budget limits.

• SharePoint keeps track of document versions, so you can always access the most recent files.
• This prevents errors and ensures that team members are always working on the latest version.

• With discussion boards, announcements, and news feeds, SharePoint becomes a central communication hub.
• It keeps project-related conversations in one place, making it easy to find updates and decisions.

• SharePoint ensures that your project data remains secure with robust access controls and permissions.
• You can set restrictions based on roles, ensuring sensitive information is only accessed by the right people.

• Create task list with clear descriptions and deadlines.
• Assign tasks to team members and track progress easily.
• Set priority levels to stay focused on what matters most.
• View tasks in a list or Kanban board for better visualization.

• Store all project files in one secure, organized location.
• Easily upload, share, and edit documents with team members.
• Set permissions to control who can view or edit files.
• Use versioning to track document changes and revert to previous versions if needed.

• Build a dedicated site for each project to keep everything organized.
• Customize the SharePoint site with lists, libraries, and other tools specific to your project.
• Use project sites for real-time collaboration, discussion, and updates.
• Assign roles to team members to manage access and responsibilities.

• Schedule key project milestones, meetings, and deadlines.
• Share the calendar with your team to stay aligned on important dates.
• Set up reminders to ensure no deadlines are missed.
• Sync with Outlook to stay updated on your project timeline.

• Automate routine tasks like approval processes or document reviews.
• Set up triggers to move tasks through different stages without manual effort.
• Save time by streamlining repetitive actions with workflows.
• Customize workflows to fit your team’s specific needs.

• Multiple team members can edit documents at the same time.
• Changes are tracked in real time, reducing the risk of conflicting edits.
• Easily resolve issues with built-in version history and comments.

• Set granular permissions to control who can access or edit specific files or a SharePoint list.
• Manage access based on team roles, ensuring sensitive data stays secure.
• Customize security settings for different project stages to protect critical information.

• Create project dashboards to track key metrics like task completion and resource usage.
• Use built-in reporting tools to generate project status reports.
• Visualize project data with charts and graphs for a clearer overview.

• Access your SharePoint project site on mobile devices, keeping you updated on the go.
• Edit tasks, check documents, and communicate with the team from anywhere.
• Stay connected and in control, even when you’re out of the office.

• Set up clear folders and categories to organize project files.
• Use consistent naming conventions to make it easy to find documents.
• Create a central dashboard for quick access to key project details.
• Keep related documents and resources in one place to avoid clutter.

• Make sure all tasks are regularly updated with progress details.
• Mark completed tasks and add comments on any delays.
• This helps keep everyone on the same page and avoids confusion.
• Update task deadlines if necessary to reflect any project changes.

• Use SharePoint’s comment features to encourage team discussions.
• Create dedicated spaces for brainstorming, feedback, or Q&A.
• Encourage team members to communicate openly to share ideas and insights.

• Enable version control to track changes and maintain document history.
• This ensures that everyone is working with the most up-to-date version.
• It also helps avoid mix-ups if multiple people are editing the same document.

• Assign different permissions based on team roles to protect sensitive information.
• Ensure that only authorized team members can edit or access specific files.
• Review permissions regularly to maintain security as the project evolves.

• Set up automatic alerts to notify team members of important updates or changes.
• Alerts can be sent for task assignments, document edits, or approaching deadlines.
• This helps team members stay proactive and reduces the chance of missing key updates.

• Review your project’s workflows to ensure they’re running smoothly.
• Adjust processes if there are bottlenecks or inefficiencies.
• Regular monitoring helps streamline the workflow and keeps the project on track.

• A SharePoint Project Management Dashboard is a centralized tool for tracking project progress.
• It offers a real-time overview of key project metrics and tasks.
• The project dashboard can be customized to display the information that matters most to your team.
• It helps teams stay aligned by providing quick access to project data and status updates.

• Tailor the dashboard to fit your project’s specific needs.
• Choose which project data to display (e.g., task status, resource use, upcoming milestones).
• Add custom web parts like charts, lists, and task summaries.
• Provide team members with personalized views of relevant project information.

• View project tasks, assigned team members, and deadlines.
• Quickly identify which tasks are overdue or need attention.

• Track the overall project progress using visual indicators.
• Display milestones and completed task list to highlight achievements.

• Show upcoming milestones and deadlines.
• Use Gantt charts or calendars to visualize project timelines.

• Monitor resource usage and ensure team members are not overloaded.
• Track budgets and costs to keep the project within scope.

• Set up automatic alerts for missed deadlines, upcoming tasks, or approvals.
• Keep the team informed without manual follow-ups.

• Teams can access the same data, reducing misunderstandings.
• Project managers can stay up-to-date with real-time project updates.

• A clear overview of the project helps managers make informed decisions.
• It’s easier to spot potential risks and address them early.

• Centralizing project data reduces time spent searching for information.
• Automating updates and alerts keeps everyone on track without extra effort.

• SharePoint offers advanced security tools to protect your project data.
• Set up access control to manage who can view, edit, or delete files.
• Assign permissions based on roles or groups to limit access to sensitive information.

• Ensure compliance by configuring data retention policies.
• Set rules for how long project data should be kept and when it should be deleted.
• Use SharePoint’s compliance center to help meet industry-specific regulations (GDPR & HIPAA).

• Track changes made to documents, lists, and tasks with SharePoint’s audit logs.
• Monitor user activity and document access to maintain transparency.
• Review logs to spot unauthorized access or modifications.

• Tailor security settings based on project needs and sensitivity.
• Control external sharing of documents and restrict guest access when necessary.
• Use encryption to protect data both in transit and at rest.

• Periodically review and update access controls to ensure they align with current team roles.
• Make sure security settings are up to date with any changes in regulations or project needs.

• Educate team members on security best practices, like using strong passwords and recognizing phishing attempts.
• Promote awareness of compliance requirements and the importance of following set protocols.