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SharePoint Blog

March 10
4 Ways SharePoint lists Win The Day For Project Managers

Tasks, defects, budgets, enhancements – projects generate lists upon lists, spreadsheet upon spreadsheet. With many team member preferring his or her own favorite spreadsheet, soon task management and document management becomes a cumbersome and error prone exercise. Never fear - the SharePoint list is here to save the day or at least part of your day!

A workhorse of SharePoint functionality, lists may be leveraged for project management to house risks, assumptions, issues or dependencies for your project. Let’s take a look:

Win # 1 Risks

By simply creating a custom list, project managers may quickly capture risks and assign a risk manager. The custom list is easily available within your SharePoint 2013 Apps. The list below illustrates a basic repository for risks that are now available for viewing by all team members. 

Win # 2 Assumptions

As projects move forward conversations with multiple stakeholders emerge where assumptions are stated. Rather than trying to recall assumptions later on – ask team members to record them as they are stated. Assumptions may then be validated as in alignment with the goals of the project or not.  A basic list is the perfect place to quickly enter and display this valuable information.

By using a “Category” column within this list, the type of assumption may be classified into segments that one may filter upon to aggregate assumptions.

Win #3 Issues

The SharePoint Development Team has already provided a template for issue tracking. By selecting it from your App List – you are ready to go on a moment’s notice with issue tracking.  The issue list has great features such as a self-generating Issue ID number, Issue Status, Issue Priority and views to display Active issues and issues assigned to you.

As all issues are not stand alone and may relate to one or more items, the issue list also features the ability to connect items as shown in the example below. We can now see the server administrator leaving the organization is related to the delayed hardware order.

Win #4 Dependencies

Within project work, one thing always relies upon another. Leverage a task list, available from your App choices, to create a basic schedule with dependencies.

Looking more closely at the “Create Design” Task, we see that the kick off meeting, User Experience Session 1 and User Experience Session 2 are all predecessors of this task. Selecting the predecessor task for review is easy – just click and done! 

The tracking of risks, assumptions, issues and dependencies are central to a successful project and clear team communication. Let SharePoint 2013 and its powerful yet simple list Apps add some simplicity to your complex projects and put some wins back into your day.​ 

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