Best practices for setting up a SharePoint project collaboration site

Setting up a SharePoint project collaboration site is essential for efficient project management, document management, and task management. SharePoint is a powerful platform that offers various tools and features to streamline project collaboration and enhance productivity. In this article, we will discuss the best practices for setting up a SharePoint project collaboration site and explore how it can be used for project management, document management, and task management.

SharePoint For Project Management

SharePoint provides a comprehensive set of features and tools that can greatly assist in project management. One of the key features is the ability to create project sites, which serve as a central hub for all project-related activities. These project sites can be customized to include project calendars, task lists, document libraries, and more. By utilizing these features, project managers can effectively track project progress, assign tasks, and collaborate with team members.

SharePoint Document Management

Effective document management is crucial for project collaboration, and SharePoint offers a range of features to facilitate this process. SharePoint allows users to create document libraries where project-related documents can be stored, organized, and easily accessed by team members. Furthermore, SharePoint supports document versioning, which enables users to track changes made to documents and revert to previous versions if needed. This ensures that all team members have access to the most up-to-date project documents.

SharePoint Task Management

Task management is an integral part of project collaboration, and SharePoint provides several tools to streamline this process. SharePoint allows users to create task lists where project tasks can be assigned, tracked, and updated. Task lists can be customized to include due dates, priority levels, and other relevant information. Additionally, SharePoint provides notifications and reminders to keep team members informed about upcoming deadlines and task updates.

SharePoint Forms and Workflows

SharePoint forms and workflows are powerful tools that can automate and streamline various project-related processes. SharePoint allows users to create custom forms using InfoPath or SharePoint Designer. These forms can be used to collect data, gather feedback, and streamline approval processes. SharePoint workflows enable users to automate tasks, such as document approval or task assignment, based on predefined rules and conditions. By leveraging these tools, project managers can save time and improve overall project efficiency.

SharePoint Online vs. On-Premises

When setting up a SharePoint project collaboration site, one of the key considerations is whether to use SharePoint Online or an on-premises installation. SharePoint Online is a cloud-based solution offered by Microsoft, while on-premises SharePoint requires hosting and maintenance on your own servers. SharePoint Online offers the advantage of easy accessibility, scalability, and automatic updates. On the other hand, on-premises SharePoint provides more control over data security and customization. The choice between SharePoint Online and on-premises depends on the specific requirements and preferences of your organization.

Enterprise Content Management

SharePoint is not just a project collaboration tool; it is also a powerful Enterprise Content Management (ECM) solution. ECM refers to the strategies and technologies used to capture, manage, store, preserve, and deliver content and documents related to the organization's processes. SharePoint offers a range of features for ECM, such as document management, records management, search capabilities, and business process automation. By utilizing these ECM features, organizations can improve information governance, compliance, and overall business efficiency.

SharePoint Tools and Add-ons

In addition to the built-in features, SharePoint offers a wide range of tools and add-ons that can enhance the functionality and usability of your project collaboration site. Some popular tools and add-ons include:

• SharePoint Designer: A powerful tool for customizing SharePoint sites and workflows.
• Nintex: A workflow automation tool that extends the capabilities of SharePoint workflows.
• Sharegate: A migration tool that simplifies the process of migrating content to SharePoint.
• SharePoint Online Management Shell: A command-line tool for managing SharePoint Online sites and settings.
• Third-party integrations: Many third-party tools and services offer integrations with SharePoint, such as project management tools, CRM systems, and document signing solutions.

Conclusion

Setting up a SharePoint project collaboration site requires careful planning and consideration of the specific requirements of your organization. By following the best practices outlined in this article, you can create an efficient and effective project collaboration site using SharePoint. Whether you are looking to streamline project management, document management, task management, or overall project collaboration, SharePoint offers a range of features and tools to meet your needs. Additionally, by leveraging SharePoint's ECM capabilities and integrating with third-party tools, you can further enhance the functionality and usability of your project collaboration site.