Sharepoint quickr file management

This means you can easily check overdue, work due soon, open work, closed work, and unassigned work. The interface works in the same way as above — simply click on the task you need to update and make the changes. The website project — like most projects — will move quickly once work begins! The team is likely assigned to a few projects so you need a simple way to help them get focused when working on their tasks. The project homepage, which summarizes key updates and data from the reports on the site, is particularly useful.

The project homepage surfaces key information such as:. To drill down for more information, for example, to view which tasks are late, simply click on the relevant tile. This will open the task list. The late items are highlighted in red below. No project ever goes to plan! To get the project back on track, you should assess the status of the work before re-planning the work. Use the reports in the SharePoint project site to check the current status of the project. If further clarification is needed, meet with the relevant person directly.

If everyone is updating their tasks weekly, the information should be correct. Key project metrics highlighted below surface late tasks, the current finish date, and the date of the most recent update to the project site. Next, use the Work report to identify problem areas, like overdue or unassigned tasks. This report surfaces all issues on the project.

The Red-Yellow-Green status indicators provide at-a-glance insights into the status of the project in terms of Time, Health, or Cost, and percent complete.

Having gathered this data and spoken with the team where needed, you can now re-plan the project. Once the tasks are updated, a new timeline is generated. The next step for re-planning the project is to add a project status report , which takes around three minutes to complete.

A typical Project Status Report includes red-amber-green indicators and captures other information such as details on project issues and items of note. The report adds more context to your project and will help you to track trends over time.

The new information will display on the various reports on the project homepage. Let the team and stakeholders know the project plan and site are updated so they can review the latest timeline. After months of hard work and extensive pre-launch testing, the new website is live!

Once this review is finished, mark all tasks as complete using the bulk edit function as explained above. Likewise, you can use the bulk editing functionality to mark all issues as resolved. Next, add a final project status report to the site to capture some thoughts about the project overall.

It is also important to remember as a project manager, you were the leader of the project, but not the sole owner of its processes and tasks. The simplest way to run a project post-mortem is a team meeting. Use the meeting to answer three questions:. Review the feedback and suggestions to find actionable inputs to your next project. Finally, share these insights with the wider organization to help evolve project management practices across all teams. Below is a recap of the five-stages of collaborative project management and the supporting tools in the free SharePoint project management template.

If you are ready to start managing a project using the approach and tool outlined above, go for it! There is simply no better way to implement the guidance or leverage SharePoint than by trying it. Practice with a plan and intent will get you there even faster. Make sure to gather inputs from the team during and after project execution to accelerate your journey:.

In both cases, you need a change management plan to win internal support and drive user adoption. Successful change management involves numerous elements such as:. The following section applies the 3Ps to increase user adoption of SharePoint for project management. Firstly, you need to start with a clear vision of why the team should use SharePoint for project management, the benefits of this change, and how the Free SharePoint Template will help.

Be able to explain why you want to introduce SharePoint for project management and what you hope to achieve with this change. Next, find examples of successful projects delivered using SharePoint. Finally, plan any training sessions you will need to carry out.

Training and upskilling help people to feel competent and more motivated to adopt a new process. The information in Chapter Two is a good starting point.

You can also use the Free Template training video from BrightWork. A key principle of change management is identifying and engaging stakeholders early in the process. Using tools such as interviews, surveys, focus groups, and brainstorm sessions, find out how the team is currently managing projects. Common project management tools include email, Excel, and PowerPoint. Ask your team to share the challenges they face with such tools, such as multiple versions of the same file.

Remember — you need to understand the limitations of the current project management tools to build excitement about SharePoint. Finally, ask a member of the senior management or executive team to sponsor your efforts and get their feedback about SharePoint for project management.

In addition to removing roadblocks at a senior level, a prominent role model will encourage others to try the new approach. Download and install the Free Template in your SharePoint environment.

With a little help from IT, you can create a SharePoint site collection for each team member. This means each person can install and use the template in their own environment. Based on the five-steps of collaborative project management, run a series of workshops with the team. A sample set of sessions to run is as follows:.

Try to keep each session to 60 minutes in length and share notes in advance to help everyone prepare. Make these sessions as practical as possible.

Ask team members to commit to a weekly exercise, for example, use the learnings from Session 2 to launch their own project site on SharePoint.

If possible, record the sessions so people can review in their own time. This will also ensure anyone who misses a session can catch up quickly. Armed with this new information, bring the team together for another workshop — this time, planning a mock project together.

Work through each phase together to generate a collaborative plan. During this session, resolve any issues the team have experienced with the Free SharePoint Template and agree on ways of working, for example, how to name files. As recommended above, schedule some time to get regular feedback from the team about using the process.

Once the project is complete, carry out a project post-mortem to reflect on your learnings. You can use the same process explained in Chapter 3 , asking:. Read more SharePoint and project management articles from Grace! You can create as many sites as you wish with the template; however, the template does not support cross-project reporting. Necessary cookies are absolutely essential for the website to function properly. This category only includes cookies that ensures basic functionalities and security features of the website.

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It is mandatory to procure user consent prior to running these cookies on your website. Get free SharePoint template. Table of Contents Click on any chapter to jump directly to it. Collaborative Project Management. How to Manage a Project on SharePoint.

Improve User Adoption of SharePoint. Download now. Chapter 1. Collaborative Project Management: An Overview. Initiate the Project Starting your project the right way creates the foundation for the work to come. This will typically involve creating a project charter to help define the objectives of the project, the scope of work, timelines and so on.

Decide on a project management approach. Create a collaborative project site. Plan and Setup the Project With the project site in place, you can Plan the project by adding tasks and a document repository to your project site.

Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. Try Smartsheet for free, today. Smartsheet has more information about document management resources for you to check out: Learn how Smartsheet works with Google Drive Learn about how Smartsheet work with OneDrive Learn how easy it is to upload and attach items Take a product tour.

In This Article. What You Can Expect from SharePoint Document Management Designed to be a collaboration and intranet building tool, SharePoint was intended to provide a secure place to store, organize, share, and access information. See how Smartsheet can help you be more effective. Results of an early poll of 1, SharePoint users are telling: 72 percent used SharePoint Server 54 percent use SharePoint Server 19 percent use SharePoint Server 4 percent use SharePoint Server 1 percent still use the version The reason many companies stay with earlier versions is that migration can be a major challenge, and come at a high cost in both time and money for users who have invested in customization of SharePoint on-premises.

What is SharePoint document management? This is particularly true for users who are using SharePoint as part of an Office suite, where access to Exchange, Office clients, and web apps are also available in the cloud.

The fine-tuning required to meet specific organizational requirements creates the need for training and communication to get team members to adopt SharePoint document management. Security is tricky to manage out-of-the-box and larger companies often need third-party tools. Larger organizations can take three to five years to successfully rollout and adopt SharePoint. In medium companies, one to two years and for small operations six to eight months. Performance particularly in older server versions has been notoriously sluggish.

This difference between consumer-friendly technology and SharePoint can create frustration and sometimes dislike by users. Repeat the above 7 steps for all the remaining content types Step 7: Create a document Library on the site where your SharePoint DMS will reside I trust that you know how to create a new site and add a Document Library to it. This will allow us to add our custom site content types to our document library Scroll to the middle of the screen.

I like to disable folder creation for users anytime library uses metadata. You really do not want to mix the 2 together.

Scroll to the bottom of the page and click OK button From the Library Settings page again, click on Versioning Settings Make sure Create major versions option is chosen it usually is, but just to make sure Step 9: Add custom content types to the document library OK, now we are into some exciting stuff. To do this: Scroll down to the middle of the Library Settings Page.

In there you will see a section called Content Type. This is a section that appears in a document library once we enabled content types in previous step. By default it shows a single, default Content Type called Document. We eventually will remove it. Click on Add from existing site content types On the next screen, choose custom content types you created.

Just like with site columns, select the grouping you used to organize your Content Types from the drop-down. Click OK Your middle section of the page will look like this, with custom content types added next to the default document type Document Notice how not only the document types were added, but also all corresponding site columns were brought over as well.

You can see them in the Columns section at the bottom of the screen. That section also shows you all the columns used and where they are used which content types. Pretty powerful! To do that, click on the Document Content Type from Content Types section middle of the screen and click Delete this content type. You will get a warning message. Click OK. Another thing that is optional, but I personally like to do is Hide the Title Field.

Title Field is added by default to every content type. Sometimes it means an extra entry for the user. I like to hide it. If you want to hide it, go to the content type, click on the Title Column and choose Hidden radio button. Step Upload some documents We are pretty much there. Email Address Required. This field is for validation purposes and should be left unchanged. You may also like How to color code and format lists and libraries in SharePoint Online January 6th, You may also like How to limit the selection of choices in a People column November 2nd,