Project management with Microsoft 365

What is project management

The term "project management" refers to the set of practices and processes aimed at the planning, management, and control of projects, ensuring they achieve their objectives while meeting predefined quality, time, and cost parameters. It is an activity that combines organizational skills and leadership capabilities, enabling teams to adapt to the ever-changing situations they often face.

In every team, the project manager plays a key role in the success of a project. One of the first tasks of the project manager is to precisely define the project's scope and requirements. This phase includes identifying key objectives and analyzing the resources needed to achieve them within the established timeframe.

Next, the project manager drafts a detailed work plan, outlining the tasks to be completed, the individuals responsible for each phase of the project, and the expected completion timelines. Generally, each work plan follows a specific project management methodology. Some of the most common ones include:

• Waterfall, suitable for linear projects with well-defined phases.
• Agile and Scrum, ideal for projects requiring flexibility and active client involvement.
• Kanban, designed for continuous workflows, particularly useful for teams focusing on continuous improvement.

Afterward, it is essential to identify, assess, and manage the potential risks that could affect the project's success. A risk management plan is developed, including mitigation strategies to minimize the impact of potential issues that could jeopardize the achievement of previously defined objectives.

Once the plan is finalized, the project manager is responsible for coordinating resources (both human and material). This includes assigning tasks to team members based on their expertise and fostering a collaborative work environment, often facilitated by digital tools that not only support project management activities but also help keep the team motivated and aligned throughout the project’s duration.

The project manager also manages stakeholder expectations, providing regular updates on the project's status, encountered challenges, and achieved results, particularly to maintain strong client engagement. To track project progress, key performance indicators (KPIs) are established, which may include adherence to deadlines, budget management, and work quality based on client feedback. By monitoring these KPIs, the project manager can track the project's progress and make strategic decisions necessary to achieve the objectives.

In the final phase, the project manager evaluates the final results and compiles lessons learned into a closing report. This process, often called a "post-mortem," is crucial for ensuring a smooth transition of the project to the client and for learning from past mistakes to improve future planning processes.

Today, project management software, collaborative platforms, and KPI tracking dashboards have become essential tools for ensuring optimal project management within companies.

These technologies allow project managers to streamline workflows, improve communication with teams and stakeholders, and make quick decisions based on real-time data and feedback.

For businesses, adopting the right technologies means reducing project completion times, controlling costs, and increasing the quality of results while enhancing their ability to adapt to unexpected challenges.

 

Project management with Microsoft 365:
Which apps to use?

Project management software and applications are becoming increasingly popular in the workplace, and for obvious reasons: they provide an effective way for teams to collaborate and work together on projects, whether large or small.

Microsoft 365 serves as a comprehensive platform that allows companies to manage projects internally, centralizing information and necessary resources without the need for external tools. It also provides access to advanced features for communication, collaboration, task management, and information sharing.

Thanks to data centralization in the cloud, shared information within the company's digital workplace is accessible only through specific permissions assigned to internal (and even external) users of the organization. With the right permissions, users can access and collaborate on files in real time, anytime, and from any device.

The company intranet, the core of Microsoft 365's digital workplace, integrates the features of the suite's apps and becomes the portal through which each team can quickly and securely access all shared resources, enhancing project management processes.

 

 

SharePoint Online for project management

SharePoint Online is the backbone of the Microsoft 365 suite, serving as a platform for managing company documents and content through the creation of sites like the intranet. Its strength lies in its ability to centralize information, bringing it all together in one location within the digital workplace.

With SharePoint, project information can be structured into lists and libraries, while web parts and collaboration sites provide a customizable interface that enables teams to manage and monitor the status of their tasks. Additionally, the advanced search feature allows users to quickly find information within the integrated Microsoft 365 environment by using tags, categories, and keywords included in files, contacts, and links.

 

Advanced search in the SharePoint intranet of intranet.ai

Microsoft Teams for project management

Microsoft Teams serves as the central platform for real-time collaboration. With Teams, project managers can easily monitor their colleagues' work, assign tasks, and track the progress of activities through a simple and intuitive interface.

The platform allows users to update and share documents without disrupting the workflow. Additionally, dedicated channels enable targeted communication for each project, with specific features to facilitate brainstorming sessions, meetings, and discussions, especially when collaborating remotely.

 

Coordinating project activities in Microsoft Teams channels

Microsoft Planner for project management

Microsoft Planner is the Microsoft 365 application dedicated to project management, integrated with Microsoft Teams and SharePoint. With Planner, teams can create work plans, assign specific tasks, set deadlines, and track progress—all within a single, easy-to-use platform.

This allows the project manager to break the project down into tasks and sub-tasks, assign clear objectives, and track results in real time. Planner also includes features such as a calendar for scheduling events, a notebook for organizing meeting notes, and comments for instant communication.

Finally, thanks to its integration with SharePoint and Teams, project documents can be stored in the project document library and automatically synchronized, ensuring that team members are always up to date on the latest changes to shared resources.

 

Microsoft Loop for project management

Microsoft Loop is one of the most innovative tools in Microsoft 365 for project management, designed to facilitate collaboration through dynamic content called "canvases". Loop allows users to create modular components, such as tables, lists, or documents, which can be easily shared and edited in real time by all team members.

This flexibility enables project managers to exchange information and ideas, adapting content to the needs of the moment. Loop automatically syncs with Microsoft Teams, Outlook, and SharePoint via OneDrive, ensuring that each component remains accessible and up to date, regardless of where it is viewed or modified by users with the appropriate permissions.

 

Project management with the SharePoint Online intranet

Project management can greatly benefit from using SharePoint as a corporate intranet.

With its ability to aggregate data and documents on a single secure platform, SharePoint helps overcome common challenges associated with complex project management activities, such as lack of visibility, document duplication, and ineffective communication among stakeholders (both internal and external to the organization).

Thanks to the flexibility of SharePoint Online, project teams can access key information, collaborate in real time, and track progress—all through an integrated solution.

Each team member can access project-related documents and updates in real time, regardless of location or device. The platform's flexible structure allows the creation of dedicated project subsites to store files, plan tasks, share announcements, and coordinate work through planners, calendars, brainstorming sessions, and more.

Additionally, permission control features allow access to be managed based on assigned roles and project requirements, ensuring that only authorized personnel can view and edit sensitive documents stored in SharePoint archives. But that's not all—below is a table with more details on the features offered by SharePoint and its intranet to simplify project management processes.

 

SharePoint intranet features for project management

 

SharePoint intranet features	Project management benefits
Project subsites	SharePoint allows the creation of sub-sites linked to the intranet to organize documents, tasks, and resources useful for ongoing projects. Each site can be customized to meet team needs and can include document libraries, task planners, calendars, and bulletin boards.
Document libraries	SharePoint libraries provide a central location to store and organize all project files. The built-in versioning system ensures that teams always work with the latest file versions, reducing errors and allowing the recovery of previous versions when needed.
Custom lists	SharePoint lists are versatile tools for tracking tasks, resources, contacts, and other project-related information. With metadata and custom filters, teams can quickly store and retrieve data as needed.
Task planner	SharePoint allows project tasks to be created and managed directly within the intranet, assigning them to team members and setting deadlines. Task lists can be integrated with Microsoft Planner for a more detailed view of project progress.
Interactive web parts	Web parts add visual and interactive features to SharePoint sites. For example, teams can add bulletin boards to display updates, reports to track progress, or tools to collect feedback.
Process automation	The SharePoint intranet integrates with Power Automate to automate repetitive processes, such as sending notifications or approving new documents to be added to libraries.
Mobile access	With mobile availability, SharePoint enables team members to update tasks, access documents, and participate in discussions from anywhere, simplifying remote project management.

 

Beyond these functional benefits, SharePoint further facilitates project management processes through its integrations with other Microsoft 365 applications.

Starting with Microsoft Teams, the integration allows team members to access SharePoint files directly from Teams channels, working on the same documents in real time without switching platforms.

The SharePoint intranet can also display tasks, progress, and deadlines from Microsoft Planner boards. Team members can view updates and modify assigned tasks directly from the portal.

Finally, the integration with Microsoft Loop allows teams to create dynamic components such as tables, lists, and notes that remain synchronized in real time across all shared platforms and can be easily embedded in SharePoint intranet pages.

 

Project management with Microsoft Planner

Overview of Microsoft Project

Project management with Microsoft Loop

Microsoft Loop is an innovative application within the Microsoft 365 suite that revolutionizes project management by enabling the creation and sharing of a new type of dynamic content. Loop introduces a more interactive and flexible approach, perfect for teams managing ever-evolving projects while maintaining an overview of all critical aspects.

Loop consists of two main elements: Workspaces and Components, providing a centralized and interactive platform to coordinate project activities.

Workspaces in Microsoft Loop serve as centralized areas for gathering information and resources. Project managers can create a customized structure to organize content, divide tasks, and track progress, ensuring a clear view of assigned responsibilities and ongoing activities.

Components—such as checklists, tables, lists, and notes—are interactive elements that can be integrated into other Microsoft 365 apps, including Teams, Outlook, and Word for the Web, keeping content always synchronized.

For example, a checklist created in Loop can be viewed and updated in a Teams channel or an Outlook email, allowing the team to collaborate not only from any location and device but also from any platform integrated with the digital workplace and the corporate intranet.

These features already highlight how Microsoft Loop stands out from other project management tools offered by Microsoft. While Planner and Project are designed for planning and tracking tasks with specific deadlines and assignments, Loop is built for continuous collaboration and rapid content updates, without the rigidity of a predefined structure.

 

Overview of Microsoft Loop

Project management with Microsoft 365:
benefits for Human Resources

The Human Resources department is leading a significant transformation in the way organizations work, adopting project management tools and methodologies to optimize processes in an era where technology and new ways of working (such as hybrid and remote work) require new skills not only for project management but also for managing company resources and talent.

With the increase in cross-functional and interdisciplinary projects, HR specialists are becoming more involved in strategic initiatives that shape corporate culture. This proactive approach leads them to collaborate with teams from other departments, offering support in communication and internal information management.

Although HR professionals are not traditionally considered project management experts, many of their activities follow project management principles.

Processes such as attracting new talent, developing training programs, conducting performance evaluations, and annual salary reviews can benefit from an organized and structured approach, requiring specific skills for managing activities and contributions from the involved stakeholders.

However, today, these skills must be accompanied by the adoption of appropriate tools. As we have seen, Microsoft 365 applications and the corporate intranet based on SharePoint Online stand out among these tools.

For Human Resources in particular, the intranet represents the ideal solution to optimize what can be considered the department’s most important project: increasing organizational productivity by improving the employee experience.

Here’s how the SharePoint intranet helps achieve this ambitious goal:

• Centralized employee onboarding: One of the key aspects of the employee experience is an organization’s ability to welcome new hires who will contribute to its growth, starting with onboarding. The SharePoint intranet allows the HR team to create a dedicated onboarding site with training materials, welcome documents, company presentations, and a step-by-step guide. New employees can easily access all the information they need to adapt to their new work environment, especially in digital workplaces, while HR can track their progress and provide the necessary support to help them feel at ease.
  
  

• Continuous skill development: Professional growth opportunities also play a crucial role in employee satisfaction and productivity. With the SharePoint intranet, the HR team can create a catalog of training courses and online workshops, making them accessible to all employees or tailoring them to the specific needs of individuals, teams, or entire departments. Users can explore the available courses, enroll in training sessions, and attend lessons directly from the platform. Additionally, integration with Microsoft Viva Learning enables the organization of personalized programs by combining company training content with resources from providers like Microsoft Learn and LinkedIn Learning.
  
  

• Fostering open communication: SharePoint offers the ability to create virtual bulletin boards, blogs, and dedicated spaces for sharing announcements, company policies, updates, or achievements. The HR team can use these tools to enhance transparency and strengthen the sense of belonging to the corporate community. For instance, in a major project, HR can create a dedicated site where all relevant information, team progress, and contributions can be gathered, allowing involved employees to share feedback, ideas, and questions.

 

 

• Feedback management: Employee experience improves when company culture allows people to express their opinions and feel heard. SharePoint helps the HR team create surveys and distribute customized forms to collect ideas, opinions, and suggestions from all employees. Thanks to tools like Microsoft Forms, which integrate natively with the intranet, feedback can be collected and analyzed in real time, providing HR with the insights they need to enhance the digital workplace.
  
  

• Support for interdepartmental collaboration: A productive work environment supports collaboration among all members of the organization. With SharePoint, HR teams can create project spaces that foster collaboration between different departments, bringing together documents, resources, and project plans. Users can access information and collaboration features to advance the project, with no limitations other than having the appropriate access permissions.
  
  

• Performance and corporate well-being analysis: Using SharePoint and Power BI reporting features, the HR team can monitor in real time the well-being and productivity indicators they have defined. For example, they can collect and analyze data related to participation in training programs, colleague satisfaction through surveys, staff turnover, and absenteeism rates. Overall, these reports provide a detailed view of corporate trends, allowing HR to promptly identify areas for improvement.
  
  

• Recognition management: The intranet allows the creation of bulletin boards or dedicated spaces for recognizing colleagues' achievements. The HR team can coordinate recognition initiatives, such as the "Employee of the month," enabling colleagues to nominate and acknowledge the merits of team members or employees from different departments. This is just one example of a practice that not only increases motivation but also helps create a corporate culture that values each employee's commitment.
  
  

• Support for internal mobility: The SharePoint intranet can include a section dedicated to career opportunities, where users can explore open positions within the company and apply directly through the platform. Thanks to custom features such as Job Posting by intranet.ai, HR teams can manage published job offers and select candidates by reviewing their integrated personal profile.

FAQ on project management with Microsoft 365

What is project management, and why is it important?

Project management involves planning, managing, and controlling project activities to achieve objectives within quality, time, and cost constraints. It combines organizational and leadership skills, enabling teams to adapt to evolving situations.

What methodologies are commonly used in project management?

The most popular methodologies include: Waterfall, ideal for linear projects with well-defined phases; Agile and Scrum, suited for flexible projects requiring customer involvement; and Kanban, designed for continuous workflows focused on process improvement.

How does Microsoft 365 support project management?

Microsoft 365 provides tools like SharePoint, Planner, and Loop that facilitate task management, resource coordination, and team collaboration, optimizing project workflows.

What are the roles and responsibilities of a project manager?

A project manager defines project goals, plans tasks, assigns responsibilities, manages risks, and communicates progress. They ensure team alignment and stakeholder engagement.

How does Microsoft SharePoint support project management?

SharePoint acts as a collaborative hub where team members can share files, access project information, and collaborate in real-time, enhancing communication and organization.

What is Microsoft Planner, and how does it help with project management?

Microsoft Planner is a task management tool that helps teams organize activities, assign roles, track progress, and improve productivity through visual task boards.

How does Microsoft Loop enhance project management processes?

Microsoft Loop is a collaborative tool that enables teams to create and share ideas dynamically, making brainstorming and innovation an integral part of the project workflow.

Why is project management with Microsoft 365 beneficial for HR?

Microsoft 365 helps HR streamline resource management, facilitates cross-department collaboration, and simplifies project tracking and reporting, enhancing HR’s involvement in business projects.