The use of SharePoint project sites for project task delegation and tracking

SharePoint is a powerful platform that offers a wide range of features and functionalities to enhance project management. One of the key features of SharePoint is the ability to create project sites, which serve as a central hub for project collaboration, task delegation, and tracking. In this article, we will explore how SharePoint project sites can be used for effective project task delegation and tracking.

What is a SharePoint project site?

A SharePoint project site is a dedicated space within the SharePoint platform that is specifically designed to manage and coordinate project-related activities. It provides a centralized location where project team members can access project documents, communicate with each other, and track project progress.

Benefits of using SharePoint project sites for project task delegation and tracking

Using SharePoint project sites for project task delegation and tracking offers several benefits:

• Centralized information: SharePoint project sites provide a centralized location where all project-related information, including documents, tasks, and discussions, can be stored and accessed by project team members.
• Improved collaboration: SharePoint project sites allow project team members to collaborate and communicate effectively. They can share documents, exchange ideas, and discuss project tasks in real-time.
• Efficient task delegation: SharePoint project sites enable project managers to delegate tasks to team members and track their progress. They can assign tasks, set deadlines, and monitor the status of each task.
• Enhanced visibility: SharePoint project sites provide a clear overview of the project's progress. Project team members can easily track the status of tasks, identify bottlenecks, and take necessary actions to ensure timely completion of the project.
• Version control: SharePoint project sites offer version control for documents, ensuring that team members are always working on the latest version. This eliminates the confusion caused by multiple versions of the same document.

How to set up a SharePoint project site

Setting up a SharePoint project site is a straightforward process. Here are the steps to follow:

1. Log in to your SharePoint site using your credentials.
2. Create a new site by clicking on the "Create site" button.
3. Choose the "Team site" template, which is specifically designed for project collaboration.
4. Enter a name and description for your project site.
5. Click on the "Create" button to create the project site.
6. Customize the project site by adding relevant lists, libraries, and web parts.
7. Add project team members to the site by granting them appropriate permissions.
8. Start adding project tasks, documents, and discussions to the site.

Using SharePoint project sites for task delegation

SharePoint project sites offer several features that make task delegation efficient and streamlined:

• Task lists: SharePoint project sites provide built-in task lists that allow project managers to create and assign tasks to team members. They can specify task details such as due dates, priorities, and assignments.
• Task assignments: Project managers can assign tasks to individual team members or entire groups. They can also set task dependencies and priorities to ensure the smooth flow of work.
• Task notifications: SharePoint project sites send automatic notifications to team members when tasks are assigned to them or when task deadlines are approaching. This helps to keep everyone informed and ensures timely task completion.
• Task tracking: SharePoint project sites provide a visual representation of task progress through Gantt charts and task boards. Project managers can easily track the status of each task and take corrective actions if necessary.

Using SharePoint project sites for task tracking

SharePoint project sites offer robust features for task tracking:

• Gantt charts: SharePoint project sites offer built-in Gantt charts that provide a visual representation of task timelines, dependencies, and progress. Project managers can easily identify critical paths, delays, and resource constraints.
• Task boards: SharePoint project sites provide task boards that allow team members to update the status of their tasks in real-time. This provides project managers with a clear overview of task progress and helps them identify bottlenecks.
• Document management: SharePoint project sites offer robust document management capabilities. Project team members can upload, share, and collaborate on project documents. They can also track document versions and access document history.
• Discussions and comments: SharePoint project sites provide discussion boards and comment sections where team members can discuss project-related topics, ask questions, and provide updates. This promotes effective collaboration and ensures that everyone is on the same page.

Conclusion

SharePoint project sites are a valuable tool for project task delegation and tracking. They provide a centralized and collaborative platform where project team members can access project information, delegate tasks, and track task progress. By using SharePoint project sites, project managers can ensure efficient task delegation, enhanced collaboration, and improved project visibility. With its robust features and functionalities, SharePoint project sites are an ideal solution for project management in organizations of all sizes.