- September 20, 2023
- Posted by: Christa Johnson
- Categories: Intranet, Process Optimization
Effortless Small Business Project Management with SharePoint & Planner
Small business owners often find themselves juggling numerous responsibilities, from managing finances to overseeing daily operations. Keeping track of projects and tasks can become a daunting challenge amid this chaos. Many resort to a patchwork of tools like Slack, Dropbox, Trello, and email, leading to inefficiencies, missed deadlines, and increased stress. Fortunately, there’s a better way.
In this guide, we’ll explore how Microsoft 365, specifically SharePoint and Microsoft Planner, can be harnessed to streamline project tracking and task management. Even if you lack technical expertise or an IT department, you can leverage the power of automation to simplify processes, centralize data, and boost productivity within your small business.
Benefits of Microsoft 365 for Small Businesses
Before diving into the specifics of SharePoint and Microsoft Planner, it’s essential to understand why Microsoft 365 is a game-changer for small businesses. Microsoft 365 offers an integrated suite of cost-effective tools tailored to enhance collaboration and productivity.
1. Cost-effectiveness: Microsoft 365 provides a cost-effective solution, combining essential business tools into a single package. This eliminates the need to purchase multiple subscriptions, saving both time and money.
2. Integration: The seamless integration of Microsoft 365 apps allows for a more cohesive workflow. SharePoint and Planner are designed to work harmoniously with other Microsoft tools, such as Teams and Outlook, making communication and collaboration a breeze.
Identifying Repetitive Processes
One of the primary hurdles in small business operations is dealing with repetitive tasks and processes. These tasks consume valuable time and are prone to errors. Here’s where automation comes to the rescue.
- Start by identifying repetitive processes within your business operations. These might include routine data entry, report generation, or task assignments.
- Once identified, you can leverage Microsoft 365 to automate these processes, saving time and reducing the risk of human error.
SharePoint for Centralized Data
SharePoint is a versatile platform that can serve as a centralized repository for project-related documents, data, and metrics. Here are some key benefits:
1. Organized Document Libraries: SharePoint offers organized document libraries, making it easy to categorize and access important files. Say goodbye to the chaos of scattered documents.
2. Version Control: SharePoint provides version control features, ensuring that everyone is working with the most up-to-date documents. No more confusion over outdated files.
3. Access Management: You can control who has access to specific documents and folders, enhancing data security and confidentiality.
Microsoft Planner for Task Management
Microsoft Planner is a user-friendly task management tool designed to help teams stay organized and focused. It offers an intuitive interface for effectively creating, assigning, and tracking tasks.
Tasks in Microsoft Planner can be organized into boards, making it easy to categorize them by project, priority, or due date. This simplifies task management and ensures that nothing slips through the cracks.
Integrating SharePoint and Planner
The real magic happens when you integrate SharePoint and Microsoft Planner. Tasks in Planner can be linked to SharePoint documents and project sites, creating a seamless workflow. When a task is completed in Planner, it can trigger actions in SharePoint, automating the movement and organization of documents.
Steps to integrate SharePoint and Planner:
1. Access SharePoint and Planner:
Make sure you have access to both Microsoft SharePoint and Microsoft Planner. You should have the necessary permissions to create and manage tasks and documents in both services.
2. Create a SharePoint Site (if needed):
If you haven’t already, create a SharePoint site where you want to store your documents related to the Planner tasks. You can do this by going to SharePoint and clicking “Create Site” or by using an existing site.
3. Set Up a Planner Board:
Go to Microsoft Planner and create a new plan or open an existing one. A plan is a collection of tasks that you can organize into buckets.
4. Create or Open a Task:
Create a new task or open an existing one inside your Planner plan. You’ll need to associate this task with your SharePoint document.
5. Link Task to SharePoint Document:
In the Planner task, there should be an option to attach files or documents. Use this option to link the task to the relevant SharePoint document. You can browse and select the file from your SharePoint site.
6. Sync Tasks to Outlook (Optional):
If you want to track your Planner tasks in Outlook, you can sync them by clicking the “Add to Outlook” option within Planner. This can help you manage your tasks across both services.
7. Collaborate on SharePoint Documents:
SharePoint allows you to collaborate on documents with your team. You can create, edit, and manage documents within SharePoint, and these changes will be reflected in the linked tasks in Planner.
8. Track Progress:
As you work on tasks and documents, use Planner to track the progress of your project. You can update task status, due dates, and assignees.
9. Share and Communicate:
SharePoint also offers communication and collaboration features. You can share documents, set permissions, and communicate with your team through SharePoint.
10. Review and Update:
Regularly review your Planner tasks and associated SharePoint documents to ensure that everything is up to date. Make adjustments as needed.
Automating Task Assignments
Automation isn’t limited to document management. You can also automate task assignments based on predefined criteria. For instance, you can set up automatic notifications and reminders to ensure that tasks are completed on time. This not only reduces manual workload but also improves productivity and accountability.
Data Reporting and Analytics
Leveraging SharePoint, you can generate data reports and analytics to gain insights into your projects and tasks. Create customized dashboards and reports that clearly overview project progress, task completion rates, and other key metrics. This data-driven approach can inform better decision-making and strategy adjustments.
Real-Life Examples
To illustrate the effectiveness of Microsoft 365, let’s look at some real-world case studies. These small businesses transformed their project tracking and task management by implementing SharePoint and Planner:
Case Study 1 – Adcock Refrigeration and Air Conditioning
Adcock Refrigeration and Air Conditioning Ltd, an esteemed family-owned business established in 1964, has garnered numerous accolades over the years. Operating from 12 fully equipped centers, Adcock boasts a workforce of over 230 individuals, with more than half comprising highly skilled engineering professionals.
The company’s extensive clientele spans across diverse sectors, including commercial buildings, healthcare, public services, education, and manufacturing. Adcock excels in providing unmatched expertise in air conditioning, ventilation, and heating systems tailored for various environments. Additionally, they specialize in refrigeration, process cooling, and cold storage systems for niche applications.
In an effort to streamline their internal communication, Adcock proactively adopted Microsoft Office 365, with Yammer initially serving as the preferred tool for local and national team interaction among engineers and office staff. However, it soon became evident that Yammer was not the ideal solution for document management.
Recognizing the need for SharePoint Online, Adcock sought assistance from Business Cloud Integration to enhance their document management capabilities.
Case Study 2 – AFS global non-profit organization
AFS is committed to fostering a fairer and more harmonious world by offering international and cross-cultural learning opportunities to individuals, families, schools, and communities through a global network of volunteers.
As a global non-profit organization operating in over 50 countries, AFS provides students worldwide with valuable cultural exchange opportunities. These opportunities are made possible by the dedicated efforts of AFS staff and a remarkable team of volunteers, numbering more than 4,400 in the United States and exceeding 50,000 globally. However, managing such a vast and active volunteer workforce involves intricate onboarding and offboarding processes.
To tackle this challenge efficiently, Joe Collins, AFS’s SharePoint Administrator and IT Project Manager, sought a solution to streamline these procedures within SharePoint. Crow Canyon’s onboarding application for SharePoint emerged as the answer, empowering AFS to automate, streamline, and secure the onboarding process for employees, ensuring that no crucial tasks are overlooked.
Security and Compliance
Data security and compliance are paramount in today’s business environment. Microsoft 365 provides robust security measures and compliance considerations to protect your data. You can set up access controls, encryption, and multi-factor authentication to safeguard sensitive information.
Getting Started
Ready to get started with Microsoft 365, SharePoint, and Planner? Here are some practical steps:
1. Assessment: Evaluate your current processes and identify areas where automation can impact most significantly.
2. Training: Invest in training for you and your team to ensure you’re making the most of these tools.
3. Phased Implementation: Start with a phased implementation approach. Start with one project or department to identify any issues before scaling up.
Conclusion
In conclusion, Microsoft 365, SharePoint, and Microsoft Planner offer a powerful solution for small business owners seeking to streamline project tracking and task management. By harnessing the potential of automation, you can simplify repetitive processes, centralize data, and boost productivity.
Don’t let the technical aspects intimidate you. With the right guidance and resources, you can transform your small business into an efficient, well-oiled machine, ready to tackle any project that comes your way. Empower yourself with Microsoft 365 and take the first step towards effortless project management.
Journey Point stands as your comprehensive Microsoft 365 online consulting partner. Please don’t hesitate to reach out for any inquiries you may have; we are at your service.
Contact us at the Consulting WP office nearest to you or submit a business inquiry online.
