Today project management is an essential process in any organization. It doesn’t matter if you are an experienced manager or you’re just starting your career. Either way, in this article you will learn how you can succeed in project management with Microsoft Teams. It will also be useful for anyone who is interested in a proactive and successful work style.
According to the market research, the global collaboration market size is projected to grow from $31 billion in 2019 to $48.1 billion by 2024. Thus, project managers are still searching for new tools, such as Microsoft Teams, to run business processes in a collaborative way. Let’s figure out the main issues for project managers and how you can solve them in an easy way.
Project management settings
First, project management as one of the modern phenomena is an acceleration of knowledge and tools used in planning, control, review, and project monitoring. In this way, we can determine the most common issues for a project manager.
Miscommunication between team members
This problem may look for you like not a big deal at all. However, members of your team may use different channels for communication: emails, social media, messengers, internal tools, calls, and face-to-face meetings. With that huge variety of channels, it’s very common to be faced with miscommunication. As a result, managers have to deal with conflicts, loss of important documentation and different perception of the same information.
In addition, don’t forget that members of your team may be of different ages. Z-generation have reached working age, millennials today work close with baby boomers. While the youngest of the three generations prefer chatting in Messenger, the latter may discuss important problems during face-to-face meetings. This may result in conflicts and information loss.
Inefficient work and time loss
Team members shouldn’t lose time, having to deal with useless and routine tasks. In addition, you must make sure you appoint the right task for the right person who is able to keep up with it. In that case, it’s extremely important that all team members have strong skills and readiness to work hard and do their best for achieving success.
Sometimes, managers recognize that teamwork is disorganized, people don’t know their role or duties. Thus, your role as a project manager is to understand the problem and reorganize work as soon as possible. We will tell you later how you can avoid these problems.
Insufficient defining of goals and deadlines
It’s extremely important for a project manager to identify the main project reference marks such as deadlines, KPIs and goals. In other words, to build a road-map with all possible obstacles before starting a new project.
Unfortunately, oftentimes employees, overlook the main project direction, important deadlines and goals while carrying out their daily duties. In addition, for a successful and constant project development, as a project manager you have to plan all project activities, set up control points and monitor team movement.
Outdated software for project management
As we said earlier, meeting deadlines, good communication, a clear understanding of the objectives and goals is crucial when we are talking about successful project management. But it’s impossible to get ahead without the right tools and this is your responsibility to provide the right software for your team.
Here is the same situation with a diversity of ways of communication: the market offers us thousands of software and applications, promising quick and simple work. For instance, you should look into the latest updates, new software and technological news for efficient and simple teamwork. Also, don’t forget about people who are sometimes not ready for changes, thus you should provide courses and training and develop your environment for your team project.
After all, don’t be confused, we are here to help you to handle all the challenges you meet during work!
Microsoft Teams – a solution for project management
Open space for each team member
In case of keeping your team on one page, you should create a space for all members to avoid miscommunication. And the platform must be easy to use and include all tools and software for work. Try to convince your team of importance of communication in one channel in case of saving all information. Let’s look at Microsoft Teams as a tool for your teamwork communication.
In that software you are able to create new teams and channels for all your projects. In addition, your team can manage voice or video calls, chats and posts right in one place. Users may appoint meetings for all members of channel or have a private call.
Moreover, it’s possible to create and share files or work on it together online. Also, you are free to use all Microsoft tools, such as Word, Excel, SharePoint, etc.
Project management organization with Microsoft Teams
What’s important is that each of your team members should understand their role in a project. Your role here is to provide correct and clear information about responsibilities, tasks, and goals for each employee. In addition, provide a useful and technological environment for your team and understand your team needs. As a result, people don’t need to keep all information and tasks in their heads or post-it notes in order to work effectively and with pleasure.
Let’s return to Microsoft Teams where you can create a team for new projects. While creating your new team, you may determine owners and members and set up private or public channels.
With Microsoft Teams, workers can share not only main project documentation, but also add news, knowledge, useful articles and webinars in a post. Just add the @mention and the person will receive notification and wouldn’t miss your post.
What’s more, your team can share useful files and documents without losing information. In addition, they can work together on files, add comments right there, in Microsoft Teams. No more need to download a huge amount of documents and think about storage space.
Project management with planning in Microsoft Teams
In the first step of each project, you should manage the planning of the process. For example, you should determine step-by-step all the main points, including tasks, deadlines and of course who oversees each operation. The project manager must control the project progress and be flexible in case of lag and deviation.
In that way, you can identify KPIs for people in your team, such as time frames or specific results that must be achieved. Thus, make sure that each team member clearly understands tasks and goals and of course, your deadlines and KPIs must be attainable.
We would like to point out the SMART goals strategy which allows you to set up goals and tasks in a logical way.
It means that each of your goals should be:
In that case, we suggest that you look at Microsoft Teams as a great tool for setting up SMART goals. With Planner you or your team members can organize all tasks and monitor the progress.
Again, don’t forget about collaboration with other apps. For example, with Salestim you can duplicate the repetitive process, create a new team and respective channels from a business owned templates catalog. In the catalog you may also see the templates for a project manager, which could include the following channels:
- Business Case
- Steering Committee
- Team Meetings
Download the free Guide
Microsoft Teams Project Management: Best Practices with Templates
Video calling for project management in Microsoft Teams
It’s extremely important to keep together all communication between team members. In today’s way of working, it’s not obligatory to meet each day with team members in an office.
With Microsoft Team you can manage meetings and use video calls from your computer or mobile phone. Moreover, you can have a one-on-one or group video call from a chat even without hosting a team meeting. Be sure that calls are private and won’t appear in any team conversation.
In addition, you can make a presentation for your team by sharing your screen, as well as provide useful training or sharing a link for video calls with your freelancers or partners who aren’t team members.
Use technology for your team development
Our world is constantly developing. Make sure you keep up with the latest technologies for work. Your team members will be glad to work in a modern environment and you will see how your teamwork becomes more efficient.
In MS Teams your team may share and create all important documentation without losing information. If someone shouldn’t see some data, you may create a private channel in one click.
Add all your apps in one place for personal or common work. You may set up new tabs for your channel with different content, applications and even websites.
Our advice here for you is a permanent search for the latest updates and testing different apps to simplify your work. We already told you about the great collaboration of MS Teams and Salestim which are working together for your efficient work.
Let’s talk about Salestim – the platform for improving and enforcing your work. As a project manager, you may often have the same tasks or maybe a similar structure for some projects. Forget about repetitive actions, you can build a team from ready-to-use templates. Here are dozens of benefits, including:
- Strong collaboration with Microsoft Teams
- Smart IT work
- Collaboration processes assistant
- CRM engagement
In conclusion, we would like to say that project management work is not only about pains and challenges. Collaborative work gives you an opportunity to develop your team, find solutions, and face everyday curious events. We are convinced that the current challenges you have maybe solved in an easy way. Don’t forget about step-by-step planning, building a friendly atmosphere in the team, and your main role, not as simply a manager but as a leader as well.
We are here to help you with providing the right tools for your success. Take it and enjoy your work!