Microsoft Teams - your platform for project work

Some companies use 100s of different software and numerous service providers to run and manage the organization's operations. Even those who have a Microsoft 365 license sometimes use external tools and platforms to solve various tasks - completely unnecessarily.

The main reason for choosing the Microsoft 365 platform are is to be able to do your work wherever you are without having to be in the office or connected via a VPN. However, some companies store their files on other platforms, or handle email conversations outside of or manage email conversations and other communications outside the Microsoft ecosystem.

"Yes, sometimes we meet people who only use Teams to chat and book remote meetings, much in the same way as the old Skype was used," says Robert Veberg, Cloud Advisor at WeSafe.

So the bad news is that many people are not yet using the full capacity of the platform. The good news is that it is not a long step to take to make more use of the system. For example, as support for project work. 

Work on your projects in Teams

Many organizations have solutions in place today that they don't know they have. They are working in an old Excel file and not utilizing the tools they have paid for. If a CEO of a company begins to understand that the Microsoft 365 platform is mostly used for internal use and Teams meetings, there are some logical steps to take; including when it comes to working with projects.

"Sure, it should be interesting for most people to make project work more efficient and have everything in one place. To manage the communication there, get an overview of how much time has been spent and to secure the material included in the project in the form of data, files, conversations and other relevant documents. Just imagine being able to set how long each document should be saved - all this is available to those who have Microsoft 365," says Robert.

That Microsoft Teams is a project tool many people don't seem to know about it - something that Robert and his colleagues want to change.

 "Using Teams for projects often leads the organization to develop the entire Teams use for other functions as well," says Robert. 

A project platform you already have!

So, if a company is currently using Excel to structure the flows in their projects and employees are sending a lot of emails between them to communicate and exchange files - how should they think about changing?

"This way of working is actually a very good basis in combination with the possibilities of the Microsoft platform. They should start by asking themselves what files they have and what the flows look like. Then they can create a picture of how these flows should be in Teams. For example, the Excel files they send between themselves can become a list in Microsoft Lists. By moving to Teams and working in a new way, a new culture is created," says Robert.

Starting to work with Teams as a project platform is a big cultural change compared to before for those who are used to working with folders, emails and "their own solutions".

"It is important to let go of the idea of having everything in your head and instead trust the tools and possibilities - to see Teams as a communication partner that will make the organization work more efficiently and get more done in an easier way."

Get started in a few simple steps

So what is Robert's first tip for anyone who wants to turn the Microsoft platform into a project tool?

"You can start right now by reading this article! Then I suggest that you watch a webinar (if you haven't already seen it) from WeSafe where I show more how the work is done in practice. If you have not worked with Teams in your company: start getting your employees to do so. Start by creating an organization-wide Team, where everyone is automatically added to the organization. Instead of sending out a mass email to everyone in the organization, try the conversation function in the Team! Next time you send an email to a colleague asking about the quarterly report, put it in a chat message. Email is something we would like to see less of and is quite easily replaced by conversations and chat in Teams."

The next step could be to turn an Excel file into a list in Microsoft Lists. Using lists gives you more and better opportunities to track and work with information. Automate processes that otherwise require manual intervention. An example of a list that fits in a project could be an "ATTA" list, which tracks and displays changes and additions that have occurred during the course of the project. Or a list to ensure that the project budget is maintained, or perhaps a list to keep track of the time spent in each step.

So everything is already there! Ready to use. Robert says that most people can start working with Teams as a project platform on their own. Some need help to set a structure and then turn to WeSafe.

"One of the biggest benefits is that you can reuse any Teams, Planner and Lists template once you've created it. So when you do a new project, you don't have to start from scratch - you're basically already there," says Robert.

FIVE TIPS ON HOW TO KICKSTART MICROSOFT TEAMS AS A PROJECT PLATFORM:

• Listen to our webinar to get a better idea of all the possibilities of project management in Microsoft 365.
• Create project teams in Teams with the name of the project or the name of the client. Make sure to save documents, files and everything related to the project.
• Invite all relevant people and encourage them to use the chat attached to the project channel for all communication related to the project, instead of emailing the information around.
• Manage all project planning with activities, resources and deadlines integrated into the project channel. Use the tools offered such as Microsoft Lists and Planner instead of using Excel documents.
• Create a good structure from the beginning that you can reuse in future new projects. Get external help from WeSafe if you need to refine/adjust or have specific requests.   

If you want help setting a structure for project work in Microsoft Teams, please contact us!