Managing projects often requires significant collaboration between different areas of the company and for effective collaboration it is essential that the design and usability of the tools used significantly improve the user experience. The Microsoft 365 platform offers remarkable functionality that adheres to the fundamental principles of project management, while providing rich collaboration and security to address diverse project management challenges, regardless of the industry. In this article, we are going to see how to take advantage of Microsoft 365 for project management and how it can help us to bring home the results we want to achieve for our business.
Not all of us are project managers, but that doesn't mean we don't have to manage and participate in projects on a daily basis.
Let's think about our job duties: it is likely that we are part of teams that manage many activities at the same time and that our job is to help our colleagues organize themselves and meet deadlines, with the ultimate goal of improving economic results by the end of the year.
This description also applies to small business owners. There are a lot of things to keep under control and we often find ourselves in the role of project manager to help our teams do their best.
The world of work is changing day by day, which means it's time to acquire new skills, but we can't limit ourselves to micromanagement or simply writing to-do lists. We need professional support.
We need software, tools or apps to help us manage projects, simplify tasks and collaborate with our teams, possibly all in one place. And this is where it comes in. Microsoft 365 and its tools for office work and business productivity.
The term “project management” refers to the set of practices and processes aimed at planning, managing and scrutiny of projects, to ensure that they achieve their objectives while complying with the defined quality, time and cost parameters. It is an activity that combines organizational skills and leadership skills, thanks to which it is possible to adapt to the changing situations in which a team often finds itself operating.
In each team, the project manager represents the key figure for the success of the project. In fact, one of the first tasks of the project manager is to precisely define the scope And the requisites of the project. This phase includes identifying key objectives and analyzing the resources needed to achieve them within set times.
Subsequently, the project manager draws up a detailed work plan, which establishes the activities to be carried out, those responsible for each phase into which the project has been divided and the deadlines for completion. In general, each work plan is based on a particular project management methodology. Among the most common:
After that, it is necessary to identify, evaluate and manage potential risks for the success of the project. A risk management plan is then developed that includes mitigation strategies to minimize the impact of any problems, which could compromise the achievement of the objectives outlined in the previous phase.
Once the drafting of the plan has been completed, the project manager is responsible for coordinating resources (human and material).
This includes assigning tasks to team members based on their skills and maintaining a collaborative work environment, often facilitated by digital tools that not only support management activities, but also allow the team to be motivated and aligned for the duration of the project.
The project manager also manages the expectations of the stakeholders, taking care of sharing constant updates on the status of the project, on the challenges encountered and on the results obtained, especially to maintain a Buon customer engagement.
To evaluate the progress of the project, performance indicators (KPIs) are established, which may include compliance with deadlines, budget management and quality of work based on customer feedback. Based on the KPIs, the project manager can follow the progress of the project and make the strategic decisions necessary to achieve the objectives.
In the final phase, the project manager evaluates the final results and collects the lessons learned in a closing report. This process, often called “post-mortem”, is essential to facilitate the transition of the project to the customer and to learn from the mistakes made to improve future planning methods.
Today, tools such as project management software, collaborative platforms and KPI monitoring dashboards are essential allies to ensure optimal project management in the company.
These technologies allow the project manager to optimize workflow, improve communication with the team and stakeholders, and make quick decisions based on data and feedback collected in real time.
For companies, adopting the right technologies means reducing construction times, containing costs and increasing the quality of results, while improving the ability to adapt to unforeseen events.
Microsoft 365 represents a complete platform which allows companies to manage projects internally, centralizing the necessary information and resources without the need for external tools and with access to advanced functionality for communication, collaboration, activity management and information exchange.
Thanks then to the centralization of data in the Cloud, the information shared in the corporate digital workplace is made accessible only through special permissions assigned to internal (but also external) users of the organization. With the right permissions, users have the ability to use and collaborate on files in real time, at any time and from any device.
SharePoint Online is the core of the Microsoft 365 suite, acting as a platform for managing documents and business content thanks to the creation of sites such as the intranet. Its strength therefore lies in its ability to centralize information, collecting them in a single position in the digital workplace.
With SharePoint, project information can be structured into lists and libraries, while web parts and collaboration sites offer acustomizable interface to allow teams to manage and monitor the status of their activities. Then through the functionality of advanced search, SharePoint allows you to quickly find the information in the integrated Microsoft 365 environment with the use of tags, categories and keywords included in files, contacts and links.
Project management can greatly benefit from using SharePoint as corporate intranet. With its ability to aggregate data and documents into a single secure platform, SharePoint allows you to overcome the most common difficulties related to complex project management activities, such as lack of visibility, duplication of documents and ineffective communication between the people involved (both internal and external to the organization).
Thanks to the flexibility of SharePoint Online, project teams can access key information, collaborate in real time, and monitor the progress of activities, all through a integrated solution.
Every team member can access documents and updates related to their projects in real time, regardless of the place or device on which their work is based. The flexible structure of the platform allows you to create project sub-sites dedicated, in which to collect files, plan activities, share announcements and coordinate work through planners, calendars, brainstorming sessions and more.
In addition, permission control features allow you to regulate access to information based on the roles assigned to users and the needs of the project, ensuring that only authorized people can view and modify the sensitive documents contained in the SharePoint archives.
SharePoint can further facilitate project management processes through its integrations with the remaining Microsoft 365 applications.
Starting from Microsoft Teams, the integration allows team members to access files in SharePoint directly from Teams channels, working on the same documents in real time without having to change platforms.
The SharePoint intranet can also show users the activities, progress, and deadlines coming from the message boards of Microsoft Planner. Team members can then view updates and modify assigned tasks directly from the portal.
Finally, the integration with Microsoft Loop allows teams to create dynamic components such as tables, lists and notes, which remain synchronized in real time on all the platforms where they have been shared and that can be easily incorporated into SharePoint intranet pages.
Microsoft Teams represents the central platform for real-time collaboration. With Teams, project managers can easily monitor the work of colleagues, assign tasks and follow the evolution of activities thanks to a simple and intuitive interface.
The platform allows you to update and share documents without interrupting your workflow. I dedicated channels, in addition, they allow targeted communication for each project, with specific features to facilitate brainstorming, meetings and discussions, especially when collaborating remotely.
To successfully implement business processes within the Microsoft 365 ecosystem, the following skills are needed:
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Microsoft Planner is the Microsoft 365 application dedicated to project management, integrated with Microsoft Teams and SharePoint. With Planner, teams can create work plans, assign specific tasks, set deadlines, and track progress, all in a single, easy-to-use platform.
This allows the project manager to divide the project into activities and sub-activities, assign clear objectives and track the results obtained in real time. Planner also integrates features such as the calendar for planning events, the notebook for organizing meeting notes and comments for immediate communication.
Finally, thanks to the integration with SharePoint and Teams, project documents can be saved in the project document library and automatically synchronized, to allow team members to stay up to date on the latest changes to shared resources.
Planner is the ideal solution for teams that need collaborative task management without the complexity of software like Microsoft Project. On the contrary, Planner is designed for those looking for a project management solution complete but simple, to be integrated into the corporate digital workplace based on Microsoft 365.
Here are some of the features worth mentioning:
Microsoft Loop is one of Microsoft 365's most innovative project management tools, designed to facilitate collaboration thanks to dynamic content called”Canvas”. In fact, Loop allows you to create modular components, such as tables, lists or documents, that can be easily shared and modified in real time by all team members.
This flexibility allows project managers to exchange information and ideas, adapting the contents to the needs of the moment. Loop automatically synchronizes with Microsoft Teams, Outlook and SharePoint through OneDrive, ensuring that every component remains accessible and updated, regardless of where it is viewed or modified by users with the correct authorization.
Loop consists of two main elements: Workspaces (workspaces) and Components (components), which provide a centralized and interactive platform for coordinating project activities.
Gli workspaces of Microsoft Loop act as centralized areas where you can collect information and resources. Project managers can create a customized structure to organize content, divide activities and monitor progress, obtaining a clear view of the tasks and responsibilities assigned to each team member.
I components — such as checklists, tables, lists and notes — are interactive elements that can be integrated into other Microsoft 365 apps, such as Teams, Outlook and Word for the Web, keeping the contents always synchronized. For example, a checklist created in Loop can be viewed and updated in a Teams channel or in an Outlook email, allowing the team to collaborate not only from any place and device, but also from any platform integrated with the digital workplace and corporate intranet.
Meetings are an inevitable part of project management, and Outlook can become your go-to tool for planning and managing them. Thanks to the integration with the calendar and email, Outlook helps you keep your meetings organized and to better manage your inbox.
You can use the calendar function to schedule meetings, check the availability of team members, and send invitations. The Outlook integration with Teams also allows you to add a link for Teams meetings directly to the calendar event, making it easy for everyone to join the meeting from anywhere.
The Outlook activity function can also be used to manage meeting follow-ups. After a meeting, you can create tasks from emails and assign them to team members, ensuring that the agreed actions are tracked and carried out.
One of the most common questions we receive is: Viva Engage Can (formerly Yammer) be used for project management?
The answer is yes.
Viva Engage (formerly Yammer) is very elegant, with a streamlined user interface that feels like something that many startup project managers might use. It is a Microsoft product and this guarantees high quality standards, it is free with Microsoft 365 and is modeled on social networks rather than on project management software (unlike the other Microsoft 365 tools). Its interface is similar to that of Facebook, so team members could immediately feel at home.
However, it's not a particularly scalable solution, so unless we're looking exclusively for collaborative functionality to involve teams in projects with Viva Engage, the service cannot be compared to more complete solutions such as SharePoint.
The main functionalities of Viva Engage (formerly Yammer) that can be used for project management include:
Because it's free, it could be a good starting point for organizations that want to look for solutions that are not only agile, but that also guarantee a good compromise between quality and resources invested.
Project analysis with Power BI uses advanced data visualization and business intelligence capabilities to improve project management. Power BI allows teams to monitor key performance indicators (KPIs), resource utilization, timing, and budget adherence through interactive dashboards and real-time reports.
By integrating data from different sources, it offers comprehensive insights into the project's progress and potential risks. In short, it transforms raw project data into useful information, facilitating proactive management and strategic planning.
Among the features that Power BI can offer for project management, we can mention:
But it's not just Microsoft that makes up the digital infrastructures of many companies, and the latter very often find themselves using third-party software as part of their daily operations.
The Redmond company knows this well and in recent years it has adopted a policy of maximum openness and integrations also with software from companies and developers outside Microsoft, in order to guarantee the best possible interaction between the software in its office productivity suites and the tools developed by other companies that accompany the daily work of employees around the world.
In this section, we are therefore going to talk about the integrations of the 365 suite with the most interesting third-party software for the project management field, with particular reference to those with two highly appreciated tools, namely Jira and Trello.
Jira is a project management platform developed by Atlassian, used primarily for tracking activities, managing workflows and monitoring progress in software development.
It is very popular among agile teams for its ability to support methodologies such as Scrum and Kanban. With Jira, teams can create and manage tasks, bugs, user stories and sprints, assign priorities and deadlines, and collaborate in real time. The application has become very popular in the context of software development and agile management, especially among small and medium-sized businesses.
But the icing on the cake is that the platform can also be integrated into Microsoft Teams.
The Jira Cloud app for Microsoft Teams allows you to connect Jira projects to Microsoft Teams, so you can view personal notifications, view reports in a tab within a Teams chat or channel, and create Jira reports directly from the workspace of the Microsoft communication platform.
To get started, simply install Jira from the Microsoft Teams app store and use the instructions and connector URL provided on the connector configuration page.
To set up a Webhook, you'll need Jira administrator rights. If you don't have administrator rights, you'll need to contact your IT department for assistance installing the Webhook.
The administrator will need to configure the firewall to allow outbound traffic from the Jira instance to the Teams Connector app, i.e. add the address 'connectors.msteams-atlassian.com' to any whitelist that monitors outbound network traffic.
Trello is a project and task management platform that uses a system of visual cards to organize work. Each project or activity is represented by a 'card' that can be moved between different columns, called 'lists', depending on its progress. The cards can contain detailed information, such as descriptions, deadlines, attachments, labels, and comments.
The platform is mainly used by work teams to collaborate and plan projects in a simple and visual way. It's especially useful for managing tasks, workflows, and monitoring progress.
In addition, it is possible to integrate Trello through appropriate connectors (or power-ups as defined by Atlassian) with other applications for greater customization and functionality such as Teams, To do and Microsoft Planner.
For Teams in particular, there are already pre-configured connectors available on its marketplace and configurable in a few clicks and that will allow you to receive Trello notifications, view your Trello boards within the Microsoft communication platform and much more.
To install it in Teams:
As for the integration with To Do and Planner, on the other hand, it is possible to integrate the two with Trello through automated workflows that can be carried out in a short time through the functions of Power Automate. Just create a workflow of any type and select Trello as the source app, then choose the appropriate triggers, such as 'When a new tab is added' or 'When a tab changes status'.
Once the Trello trigger has been chosen, for example, you can add an action for Microsoft To Do, such as 'Create an activity' or 'Add an item to the list'. Then you can specify how the data from Trello should be transferred to Microsoft To Do, setting the action so that every time a new tab is created in Trello, a corresponding activity is created in Microsoft To Do with the name of the card and the description.
Project management is a fundamental part of the daily work of any type of business and it is therefore necessary to rely on first-rate tools to ensure that your operations go smoothly.
The experience accumulated by Microsoft in almost forty years in the field of productivity for office work has allowed its software to become the cornerstone of today's digital workplaces and it is no coincidence that companies in every sector rely on the tools of the Microsoft 365 suite every day to carry out, among other things, also the management of their projects.
Yes, Microsoft 365 offers a series of tools designed to facilitate project management, allowing teams to collaborate, monitor activities and centralize documents in a single environment. With SharePoint Online, Microsoft Planner, Teams, Loop, and Power BI, companies can organize work efficiently and improve coordination between team members.
Among the most effective tools are Microsoft Planner, which allows you to create work plans and assign activities, and SharePoint Online, which offers a centralized system for managing documents. Microsoft Teams is essential for real-time communication and coordination between colleagues. Microsoft Loop allows you to work on dynamic shared content and Power BI allows you to monitor project performance through interactive reports and dashboards.
Microsoft Planner is an intuitive solution for visually organizing activities, designed for teams that need collaborative and flexible management. Microsoft Project, on the other hand, is a more advanced tool that offers specific functionality for detailed management of resources, budgets and timelines, making it suitable for more complex projects that require structured planning.
Yes, the Microsoft 365 suite is compatible with different project management methodologies. Microsoft Planner is suitable for a Kanban approach, as it allows you to organize your work through customizable cards and lists. Microsoft Project offers support for Agile and Scrum methodologies, with tools for planning sprints and managing iterative activities. Microsoft Teams and Loop facilitate real-time collaboration, making project management more dynamic.
Microsoft 365 is designed to integrate with many third-party solutions, including Jira and Trello. Thanks to the integration with Microsoft Teams and Power Automate, it is possible to receive notifications, create activities and synchronize data between different platforms, ensuring a more fluid and centralized project management.
Microsoft Teams is an essential tool for collaborating on projects. In addition to allowing communication between team members through chats and virtual meetings, it allows you to share documents stored in SharePoint, assign activities directly to discussion channels and integrate management tools such as Planner, Loop and Jira. Thanks to these features, Teams allows you to keep your team aligned and updated on the status of the project without having to switch from one platform to another.
To monitor the progress of a project, Microsoft 365 offers several options. Power BI is the most advanced tool for creating interactive dashboards and reports, providing a detailed view of project performance. Microsoft Planner allows you to view the status of activities in real time, while Teams makes it easy to share updates and coordinate between team members.
Yes, Microsoft 365 can also be used for complex projects, especially when combining multiple tools. Microsoft Project offers a complete system for detailed resource and budget management, while Power BI helps monitor KPIs and performance. SharePoint Online centralizes project documents and ensures controlled access to information, improving collaboration between teams.
SharePoint Online allows you to centralize documents and resources on a single platform, reducing the risk of information dispersion. Thanks to document collections and structured lists, it is possible to organize content effectively and ensure quick access to information. Authorization management features allow you to assign specific roles to team members, protecting sensitive data and regulating access to resources. In addition, SharePoint integrates with Planner and Teams, making it easier to manage activities and communicate between project members.
Basic project management tools, such as Planner, Teams, and SharePoint, are included in the Microsoft 365 Business and Enterprise plans, at no additional cost for existing subscribers. However, to access advanced features such as Microsoft Project or Power BI Premium, a separate subscription may be required.
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