Running a project using Office 365 could be challenging. Yet, thanks to productivity scenarios, the challenges can be transformed in opportunities. A productivity scenario offers guidance on how and when to use which Office 365 tool in their concrete daily work, considering their needs and the whished outcomes of a project.
Specifically, if we talk about the scenario “how to run a project”, we can identify several steps.
1. Define the project
Firstly, you should define the desired outcomes and results of the project, with a strict time planning. Another important task in this phase, is to assign the right human and financial resources, together with the necessary tools and rules.
Moreover, you should also define which type of project is suitable for achieving the pre-established goals.
Will it be a team project? Then, be aware of the fact that there will be no project manager. This entails that each member should be able to manage the tasks and time himself/herself. The most indicated Office 365 tools for these kind of projects are: Excel, To-do, Outlook Groups, Planner.
Will it be an informal project? In this case, there will be a leader that actually runs the project and direct other employees. In this case, the best tools would be Planner, Teams, Outlook Groups.
2. Choose the right methodology
The second step is to choose the right methodology to implement the project: change management, process-based methodologies or other? The choice is not simple and it depends a lot on the features of the project.
3. Select your tools
Select the most appropriate Office 365 tools and get 100% efficiency! You can choose among more than 20 apps: Skype for Business for chat and video conferencing; SharePoint for sharing and finding documents; Outlook for traditional email and tasks; OneDrive for storing, sharing, finding files and data; and again, Yammer, Planner, Teams, OneNote. How can you orient yourself? When to use what in Office 365 can give you some guidance.
4. Overcome failure
Here there are some things you should avoid, if you do not want to make your project fail:
– Poor planning or inadequate process
– Not tracking progress
– Poor leadership
– Inadequately-trained project managers
– Inaccurate cost estimation
– Lack of communication
5. Run a collaborative project
– Reduction of paper work
– Speed and efficiency of collaboration
– Improved sharing of information and ideas
– Better team work among team members
– More effective management of a work process or project
– Reduction of travel to meetings
This is just a short list of all the benefits that a better collaboration can bring to your project. Don’t you think that is time to change?
6. Next steps
Do not forget to audit your project statistics; deliver guidance and train people on embracing focused work.
By following this scenario and the advice of experts in project management using Office 365 tools, you will certainly run a successful project!