Project Management with Microsoft 365

Posted by Fred Bauerfeld and Gretchen Thomas on January 29, 2021
Business Productivity, Cloud Services, Microsoft Teamwork Solutions

Situation 

A large nonprofit company with multiple locations in Treasure Valley, Idaho was struggling with its project management. They had been using notepads, email, and in-person meetings to create and manage projects. It was difficult for them to track and advance a project. As a result, no one knew where they were in the process. Subsequently, it was a challenge for management to complete projects in an ineffective and efficient manner. So, they called us to discuss some technology options that would increase their productivity.

The Problem

Inability to See the Bird’s Eye Perspective

Because they were not able to get an overall perspective of the components of each project, it took a long time to complete them. Consequently, this workflow was terribly slow and often frustrated everyone involved.

Ineffective Communication

Additionally, frontline workers were not being supported throughout the problem resolution stages. It was difficult to maintain effective communication on projects between offices and departments.

Disorganized File Systems

Moreover, mid-level managers were doing more work than needed. Each time they had to put a project down to work on something else, they would often lose their place. Upon returning to it, they wasted a lot of time finding their notes, documents, and where they had left off.

Inability to Make Decisions Quickly & Confidently

The upper management was not able to make executive decisions as quickly as they wanted. As a result, their resolution and implementation processes moved too slowly for their needs.

Our Solution

As their Managed Services Provider, we researched various solutions. We presented them with 3 to 4 options. After hearing about each one, they chose the following Microsoft 365 products:

  1. OneDrive and SharePoint for file storage
  2. Teams for chat, video conferencing, and project management

Impact on Project Management

Manage your Files with Microsoft OneDrive and SharePoint

They started using Microsoft OneDrive and SharePoint to save project files in one location. And everyone on the project team had access to them. With all the files in one place, each person always had an overview of the project. Team members that had to juggle multiple projects were able to move between projects more easily without wasting a lot of time figuring out where they left off.

Watch this SharePoint Tutorial to learn more: How to Use Microsoft SharePoint

Managing your Communication with Microsoft Teams

Microsoft Teams gave them the ability to quickly communicate with each other about their projects. No need to compose another email for a short question. A secure conversation could be ongoing from a project’s start to end. Because Teams saves all conversations, they had the ability to easily review previous communications to bring them up to speed when returning to a project.

And with video conferencing available at a click of a button in Teams, face to face meetings were a breeze. Even with employees working remotely or at different office locations, they could easily and efficiently collaborate in video meetings.

Conclusion

Organizing communication and project files increased this company’s productivity. Microsoft 365 gave them the tools and we facilitated the install and management. They now are able to work more effectively and efficiently as teams to complete their projects. This solution has been a great relief for them and continues to save them time and frustration.

If your business is experiencing similar problems, schedule a free consultation. Joe (Utah) and Fred (Idaho) sit down with you to learn about your specific business needs. They are excited to help you find solutions that are right for your business. Give us a call (844) 400-0616.

Learn more about Microsoft Teams: Crash Course in Office 365


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