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Mastering SharePoint Calendars and Tasks

Mastering SharePoint Calendars and Tasks. Agenda. About us Organizational challenges Case studies for addressing challenges. About us. The company The people. Organizational Challenges. Team structure Tools Culture. Formalized PMO. Team Members. Resource Managers.

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Mastering SharePoint Calendars and Tasks

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  1. Mastering SharePoint Calendars and Tasks

  2. Agenda • About us • Organizational challenges • Case studies for addressing challenges

  3. About us • The company • The people

  4. Organizational Challenges • Team structure • Tools • Culture

  5. Formalized PMO Team Members Resource Managers ExecStakeholders Project Managers IT And..

  6. The rest of the company • Small teams • Manager • Contributors • V-Teams • Lead • Participants • Most of the company!

  7. No shortage of tools …

  8. SharePoint can support: Structured tasks Unstructured tasks

  9. Can SharePoint Help? Yes, but there are challenges here… Hint: “Buy in”, Training & Tools

  10. Tracking and accountability Lessons learned • “Buy in” • Training • Reinforcement

  11. Case Studies • An Ad Agency • A Public Sector IT • A Software company

  12. Case I:A large Ad Agency

  13. Personas

  14. Prior Tools

  15. Challenge • Managing Workload • Evolving priorities • Who is doing/did what • Phone call updates • Email updates

  16. Impact: Managing Tasks • Business Process: • Paper/Email -> Digital Tasks • Technology: • SharePoint • Why it worked: • Buy in & Onboarding • Team meeting reinforcement

  17. CASE II:A large Public Sector IT

  18. Challenge: Deploy SharePoint Across the ENTIRE state?!?!

  19. Problem: PMO not flexible enough & flexible tools not effective

  20. Solution: SharePoint Calendar & Dashboards Milestone 2 Milestone 3 Milestone 4 Milestone 1 Division 1 Division 2 Division 3 X X X X X X X X X X X X

  21. Impact: Managing Structured Tasks • Business Process: • Project Schedule -> Agile Calendar • Technology: • SharePoint • Why it worked: • Buy in & Onboarding • Team meeting reinforcement • Executive Dashboard

  22. CASE III:A Microsoft Product Team 

  23. Challenge • Capture travel budget for upcoming product launch • Map expenses to demographic data • Report expense

  24. History: Already tried and failed with a SharePoint calendar

  25. Problem: Why did the last effort fail? Training Buy in Technology

  26. Impact: Budget Planning • Business Process: • SharePoint -> SharePoint + Outlook • Technology: • SharePoint • Outlook • Why it worked: • Technology

  27. Solution: Connect their Outlook Calendar to SharePoint Demo

  28. Recap • Go digital • Behavior change “Buy in” • Communication • Training • Reinforcement activities • SharePoint is good, but • Make it part of THEIR process • Dashboards help

  29. Questions?

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