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August 27
PM Tips: 5 Fab Uses for a Project Team Template

​Effective project management can be a challenge without tools or visibility for team members. SharePoint 2013’s project team template offers a quick and scalable solution to take your projects out of your inbox and into a space designed to help your team succeed. Here are five compelling reasons to use the project team template.

1. Establish unique site permissions

In a flash you can establish permissions for your project site by modifying them only to include members of your team.
Begin by accessing the gear icon and selecting site settings.

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Select “Create a New Group” and name them. In this example, the groups are named Single Project Visitors, Contributors and Owners. Select OK when you are done.

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You’ll now see your new groups reflected in the permission group listing:

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2. Collaborate with a OneNote Notebook

Need a place to capture meeting notes, brainstorming sessions or other details? Collaborate with OneNote! Start by selecting “Notebook” from the left side navigation and your notebook will open. You can see all of your stored notes in one location and sync them from your desktop.
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To add another page, simply select the plus sign.

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3. Leverage a document library with version control

With many project initiatives, document editing, storage and retrieval becomes an issue. A document library with version control enabled solves this challenge with ease.


Begin by selecting “Documents” from the left side navigation and selecting “Library Settings” from within the Ribbon once inside the Library. From the settings menu select “Versioning settings.”

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When in use, you’ll be able to see the version history of each document, compare or restore versions.
From the versioning settings select “Create major and minor (draft) versions” and select OK at the bottom of the page.
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4. Bring visibility to assigned tasks with a task list

Bring project tasks to life by adding them to a visual timeline, lists upon lists can be a little overwhelming for the multi-tasked project team member. Understanding where a task falls on a visual timeline can bring greater awareness and accountability to the team.

Start by selecting Tasks from the left side navigation to open your task list.
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 Select the elipse on your task (…) and “ADD TO TIMELINE.”
 
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Tasks are added to the visual timeline at the top of the tasks page.
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5. Overlay your Outlook calendar with a project calendar

Scheduling and calendaring are two project management challenges. As a team leader you have your own schedule, team member schedules, client schedules, project milestones and other key dates to consider. The SharePoint project site template provides integration with Outlook for calendar overlays.

Begin from within your calendar and select “Connect to Outlook.”
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 Follow the prompts and select “Yes” to connect this SharePoint Calendar to Outlook.
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Your project calendar will appear in your Outlook Calendar pane side by side. In this example, my calendar is blue and the project calendar is green.
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Take it one step farther and overlay the project calendar on your calendar.

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Permissions, shared notebooks, visual tasks, document versioning and calendaring are just the start to incredible SharePoint project management opportunities. Look for more PM Tips!

-Nora

If you're interested in learning more about Project Management for SharePoint, consider attending our SharePoint Project Managment Symposium​ in June.  Nora will be co-presenting at the event. Hope to see you there!  

For free opportunities to earn PDU credit, consider registering for a SharePoint Roundtable​ in your community! ​​


About Nora Ten Broeck, PMP: Nora is a SharePoint enthusiast and expert-in-the-making with interests in collaboration, project management and improved business processes. Follow her @NoraTenBroeck

 

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