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Mastering SharePoint for Effective Task Management and Calendar Use

Discover how to leverage SharePoint for structured and unstructured task management. This guide tackles common organizational challenges through real-world case studies, demonstrating how effective training, buy-in, and reinforcement are critical for successful implementation. Explore the experiences of an ad agency, a public sector IT department, and a software company, highlighting the importance of technology integration, team culture, and flexible project management tools. Learn how case studies illustrate the impact of a formalized PMO and the role of dashboards in enhancing accountability and communication.

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Mastering SharePoint for Effective Task Management and Calendar Use

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Presentation Transcript

  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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