SharePoint as a platform for managing project communication and stakeholder engagement

Effective project communication and stakeholder engagement are crucial for the success of any project. Without proper communication and collaboration, projects can easily go off track and fail to meet stakeholder expectations. SharePoint, a popular Microsoft platform, offers a range of features and functionalities that make it an excellent choice for managing project communication and stakeholder engagement.

SharePoint as an Enterprise Content Management Solution

SharePoint is widely recognized as a powerful enterprise content management solution. It allows organizations to create, manage, and share content in a secure and centralized manner. This makes it an ideal platform for managing project communication and stakeholder engagement.

With SharePoint, project teams can create project sites where they can store and organize project-related documents, files, and information. These project sites serve as a centralized hub for all project-related content, making it easily accessible to all project team members and stakeholders.

SharePoint Project Sites

SharePoint project sites are dedicated spaces within SharePoint where project teams can collaborate, communicate, and manage project-related activities. These sites can be customized to meet the specific needs of the project and can include various features and functionalities.

One of the key features of SharePoint project sites is the ability to create and manage tasks. Project teams can create task lists, assign tasks to team members, set due dates, and track the progress of tasks. This helps in ensuring that everyone is aware of their responsibilities and deadlines, improving project communication and coordination.

SharePoint Task Management

SharePoint offers robust task management capabilities that allow project teams to effectively manage and track tasks throughout the project lifecycle. The task management features in SharePoint include:

• Task Lists: Project teams can create task lists to organize and manage tasks. Each task can have attributes such as due date, priority, status, and assigned team member.
• Task Assignments: Tasks can be assigned to specific team members, who can then view and update the task details. This ensures that everyone knows what tasks they are responsible for and can track their progress.
• Task Notifications: SharePoint can send automated notifications to team members when tasks are assigned or updated. This helps in keeping everyone informed about task changes and updates.
• Task Tracking: Project teams can track the progress of tasks and generate reports to analyze task performance. This allows project managers to identify bottlenecks and take necessary actions to keep the project on track.

SharePoint Document Management

Another key feature of SharePoint is its document management capabilities. SharePoint allows project teams to store, manage, and collaborate on project-related documents in a secure and organized manner.

With SharePoint, project teams can create document libraries where they can store documents and files. These document libraries can be organized into folders and subfolders, making it easy to find and access the required documents. Team members can also set permissions and access controls to ensure that only authorized individuals can view or edit the documents.

SharePoint Forms

SharePoint offers built-in forms functionality that allows project teams to create and manage custom forms. These forms can be used for various purposes, such as collecting project feedback, requesting approvals, or capturing project requirements.

Using SharePoint forms, project teams can create forms with customized fields and options. They can then share these forms with stakeholders, who can fill them out online. The submitted data is automatically captured and stored in SharePoint, eliminating the need for manual data entry and ensuring data accuracy.

SharePoint Project Collaboration

SharePoint provides a range of collaboration features that enhance project communication and stakeholder engagement. These features include:

• Discussion Boards: Project teams can create discussion boards where team members and stakeholders can post questions, share updates, and engage in ongoing discussions. This promotes open communication and collaboration among project stakeholders.
• Announcements: SharePoint allows project teams to create announcements to share important project updates and news. Announcements can be targeted to specific project sites or stakeholders, ensuring that the right information reaches the right people.
• Calendars: SharePoint calendars enable project teams to schedule and track project-related events and milestones. Team members can add events, set reminders, and view the calendar to stay updated on upcoming project activities.
• Surveys and Polls: SharePoint allows project teams to create surveys and polls to gather feedback and opinions from project stakeholders. This helps in capturing stakeholder insights and incorporating them into project decision-making.

SharePoint Online

SharePoint Online is the cloud-based version of SharePoint, offering all the features and functionalities of on-premises SharePoint but with the added benefits of cloud-based accessibility and scalability.

With SharePoint Online, project teams can access project sites and collaborate on project-related activities from anywhere, at any time, using any device with an internet connection. This makes it easier for remote team members and stakeholders to stay connected and engaged in the project.

SharePoint Tutorial

Getting started with SharePoint can be overwhelming for those who are new to the platform. However, Microsoft offers comprehensive tutorials and resources to help users learn and navigate SharePoint effectively.

There are various online tutorials, videos, and documentation available that cover different aspects of SharePoint, including project management and collaboration. These resources provide step-by-step instructions and best practices for using SharePoint for managing project communication and stakeholder engagement.

Conclusion

SharePoint provides a robust platform for managing project communication and stakeholder engagement. With its enterprise content management capabilities, project sites, task management features, document management functionalities, and collaboration tools, SharePoint offers a comprehensive solution for project teams to effectively communicate, collaborate, and engage with stakeholders.

Whether it's managing tasks, sharing project documents, collecting feedback, or facilitating discussions, SharePoint provides the tools and capabilities needed to ensure successful project communication and stakeholder engagement. By leveraging SharePoint, project teams can streamline their project management processes and improve overall project outcomes.