Build a customized project management tool in Microsoft 365

Do you dream of a flexible project management tool that allows you to work with both internal flows and external stakeholders such as customers and suppliers? Many companies have realized how different parts of Microsoft 365 can be combined for a tailored project management tool. Since you already have the building blocks in the form of standardized automation tools, features and modules through your Microsoft license, the development cost is only a fraction of what it would have cost to build a similar solution with older technology.

Increased flexibility with project management tools in Microsoft 365

When you have previously chosen to start from a ready-made project management solution, it has been difficult, if not impossible, to customize the solution. In many cases, it has been about adapting the company's processes based on the ready-made flows available in the tool. Building a solution in Microsoft 365 means that you can make the tool work exactly as you want it to. If you have Microsoft 365 as your IT platform. Then you do not need to think about user accounts, rights sets or login management - it is already set up.

Same basic data - multiple presentation layers

A major advantage of Microsoft 365 over traditional project management tools is that it is not an isolated system. The base data used is always the same and on top of that you can add different presentation layers, for example in the form of mobile apps. A typical project management solution in Microsoft 365 takes functionality from the platforms Sharepoint, Flow, Power Apps and Power BI.

The basic idea is that the right people should be notified throughout the chain and that everyone should be able to see what is relevant to them, without being distracted by functionality they do not need. The project manager sits on a Sharepoint page with a lot of functionality, while an electrician or a fitter working in the field can have a mobile app with a few clear choices. The field worker can both enter information and access relevant information needed to do the job. By setting up notifications between different parts of the chain, for example, unnecessary phone calls can be avoided.

Working with external stakeholders

Project management tools built in Microsoft 365 are characterized by the fact that you can easily collaborate with external stakeholders as well. You may run projects together with customers or you may want to be able to see the stock status at project level with your suppliers or subcontractors. As the system can be integrated with Teams, it is easy and smooth for external parties to join and start working on the projects.

How we help you with a project management tool in Microsoft 365

Since the tool can be customized at a detailed level, it requires you to think about what the business processes look like today and how you want it to work. When we at WeSafe build a project management solution in Microsoft 365, we usually expect that the largest part of the work consists of dialog with the customer. Together we map what the flows look like and go through the different solutions that may be suitable. At this stage, it is important to think beyond the technology, go to the core and not be limited by how you think a project management tool "should" look and work.

If you're using an IT partner to build a solution in Microsoft 365, an agile project approach with collaboration throughout the project is appropriate. A common practice is that we build 10% of the solution at a time, with reconciliation between each part. If we get off track along the way, it doesn't matter because it's easy to go back a step and do it again.

It is possible to start on a small scale

Once you have the license, you can start small and begin automating one or two processes that you can then build on. A good way to get started is to review where the time thieves are and where there is room for error. Once you get into the mindset and tools, you will soon realize that the possibilities are almost limitless.

Want to know more about how you can use the built-in features of Microsoft 365 to create a customized project management tool for your business? Get in touch with us.