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SharePoint for Project Management Collaboration

Gerry Brimacombe Sector Learning Solutions Inc. www.sectorlearning.com. SharePoint for Project Management Collaboration. Agenda. C hallenges in project communication T he importance of collaboration tools One Stop Shop One Version of the Truth

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SharePoint for Project Management Collaboration

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  1. Gerry Brimacombe Sector Learning Solutions Inc. www.sectorlearning.com SharePoint for Project Management Collaboration

  2. Agenda • Challenges in project communication • The importance of collaboration tools • One Stop Shop • One Version of the Truth • SharePoint Tools applied to Project Management

  3. Leveraging Collaboration tools • What is a “collaboration tool”? • Teams Inside/outside/across your organization need to efficiently share private information • A plethora of tools makes work confusing • 24/7 work • Offsite work (home, travel, client site)

  4. Importance of Collaboration Tools • One study showed project team members spend an average of 45 minutes per day searching for information. • Project Managers need to consider collaboration tools to better manage information with key stakeholders and team members. • Our Collaboration Tool of choice is SharePoint.

  5. Challenges in Project Communication • More with Less mentality • Lay-offs but work load actually has gone up • Using contractors and specialist in diverse locations and time zones • Tracking of budgets and schedules must be timely and accurate • Expensive tools can help, but who can afford them right now • Email and telephone are inefficient • Changing work hours and expectations of 24/7 collaboration

  6. SharePoint: One Stop Shop • Central repository for a variety of information. • If your project team can call one place "home" then they are more able to quickly find the information they need, when they need it. • “Home site” for your project, your team, your family, your club, your company, etc.

  7. One Version of the Truth • One current version of the document stored in a place that everyone can access. • Don’t have different versions of documents stored in different places • Don’t waste effort of searching for the most current version • Same for accidentally using an out-dated version. • Email a link to the SharePoint document. • Encourage / enforce everyone to not create copies

  8. The power of version controlVersion Control in Document Libraries • Versioning Settings • Major vs. Minor (draft) versions • Managing Versions – delete/restore • Versions and Check-out / Check-in • Track changes vs. Versioning (and Word “compare”)

  9. The power of version controlVersion Control elsewhere • Versioning Settings in Lists • Tasks and Issues Log Version control • Append Changes to Existing Text • Versioning in Wiki

  10. Microsoft Office Integration • Microsoft Office 2007 and 2010: "SharePoint aware" • Metadata access from Office • Timesaving features. For example: • Word 2007 to compare two versions of a file • Take documents offline • Take entire document libraries offline • Take contacts and calendars offline www.sectorlearning.com

  11. Shared Calendars • Especially useful if your team is not using the same Exchange server. • Even if you are, the “One Stop Shop” access to a project calendar is very useful. • Everyone on your team can read and edit shared calendars. • Can be sync'ed with Outlook.

  12. Task Lists • “To-do” list shared across your project. • Can email a person when a task is assigned to them, with a link to the SharePoint task. • Straight out of the box, the tasks lists have several fields including priority, owner, start date, due date, status, comments, etc. • Completely customizable. • Issues Log

  13. Contact lists • Successful projects are all about good communication. • Capture contact information for every member of your team in a list that can be easily updated by every team member. • Connect to Outlook so contacts are always accessible and automatically synchronized.

  14. Alerts • Email you (and your team members) when changes occur • Use for immediate reminder when a task or a document is updated. • Use for a daily or weekly summary.

  15. SharePoint Help • SharePoint best practices document: www.thedynamicsector.com/e/wss/Shared%20Documents/Best_Practices_for_SharePoint_End-User_Success.pdf • Sector’s Ask-an-Instructor site:www.thedynamicsector.com/docs/ask-an-instructor.aspx • SharePoint 2010 courses under development and will be launched January 18.

  16. Contact Us. Sector Learning Solutions for: • A copy of this PowerPoint • SharePoint and MS Office Training • SharePoint Consulting • A presentation like this for your organization …contact Gerry Brimacombe at 250-727-2266 or gerry@sectorlearning.com www.sectorlearning.com

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