Have you ever wondered if you can effectively manage projects without a dedicated PMIS or other tools that will break the bank? Project Management Systems come in many sizes and forms. Most systems have a sophisticated multi-project/program planning component and also let you track, resources, risk and issues, and more. All these bells and whistles often carry a hefty price tag. For enterprises that manage large projects this makes sense. But if you’re a small or medium size business who doesn’t have the need for such complexity in your project tracking, Office 365 is a great.
In this presentation I introduce you to Office 365 and the apps that can help you in your day-to-day life as a project lead and discuss when to use what for a variety of use cases.
3. The goal is to give an overview on how Office 365 can help you with your tasks
Paving the
Way
When to use
What
Identifying the
Need
4. What frustrates you most with the work you do?
Paving the
Way
When to use
What
Identifying the
Need
5. 80% of PM’s time is typically spent communicating
Communication
• Medium
• Frequency
• Audience
• Triggers
Paving the
Way
When to use
What
Identifying the
Need
Communication
Project Plan
Status
Reports
Risk & Issue
Log
Meeting
Minutes
Action Items
Decision Log
Change
Request Log
6. Office 365 continues to evolve
Office 365 family of Apps
• Outlook
• Office Suite
• Yammer
• OneDrive for Business
• SharePoint
• Delve & Graph
• Skype for Business
• OneNote
• Groups
• Planner
• Project Online
• Video Portal
• Sway
• Power BI
Paving the
Way
When to use
What
Identifying the
Need
7. Task Management
Track your team’s Tasks
• Core activity to ensure successful execution
• Well organized
• Provide insights into each project
Paving the
Way
When to use
What
Identifying the
Need
8. Task Management
When to use…
• Office 365 Planner
• SharePoint Online
• Project and Project Online
Paving the
Way
When to use
What
Identifying the
Need
9. Task Management
When not to use…
• Excel
• Outlook
• Microsoft Project
• SharePoint Online
Paving the
Way
When to use
What
Identifying the
Need
10. Working across apps
Track your team’s Tasks
Paving the
Way
When to use
What
Identifying the
Need
Online
11. Task Management
Track your team’s Tasks
Paving the
Way
When to use
What
Identifying the
Need
Online
12. Project Logs Management
Track your Project’s Logs
• Monitoring risks, issues, and other logs is similar to tracking tasks
• May have some relationships to tasks
• Information changes frequently per item
Paving the
Way
When to use
What
Identifying the
Need
13. Project Logs Management
When to use…
• Project Online
• SharePoint Online
Paving the
Way
When to use
What
Identifying the
Need
14. Project Logs Management
When not to use…
• Excel
• OneNote
• Office 365 Planner
• Microsoft Project
• SharePoint Online
Paving the
Way
When to use
What
Identifying the
Need
15. Project Logs Management
Track your Project’s Logs
Paving the
Way
When to use
What
Identifying the
Need
Online
16. Project Artefacts
Store and Share Documents
• Create intellectual property
• Reliance on historical information
• Discoverability
Paving the
Way
When to use
What
Identifying the
Need
17. Project Artefacts
When to use…
• OneDrive for Business
• Office 365 Groups
• SharePoint Sites
• Video Portal
• Yammer
Paving the
Way
When to use
What
Identifying the
Need
18. Project Artefacts
When not to use…
• Yammer
• Outlook
Paving the
Way
When to use
What
Identifying the
Need
20. Project Artefacts
Store and Share Documents
Paving the
Way
When to use
What
Identifying the
Need
Online
21. Search Content
Search for Content
• Find information stored in documents or general communication
• Return relevant, accurate information
• Efficient
Paving the
Way
When to use
What
Identifying the
Need
22. Search Content
When to use…
• SharePoint Online
• Yammer
• Video Portal
• Office 365 Groups
• Delve
Paving the
Way
When to use
What
Identifying the
Need
23. Search Content
When not to use…
• Outlook
• Skype
Paving the
Way
When to use
What
Identifying the
Need
24. Search Content
Search for Content
Paving the
Way
When to use
What
Identifying the
Need
Online
25. Ask a Question
Ask a Question
• Find out information about the project
• Something that is not discoverable via search
Paving the
Way
When to use
What
Identifying the
Need
26. Ask a Question
When to use…
• Yammer
• SharePoint Online
• Office 365 Groups
Paving the
Way
When to use
What
Identifying the
Need
27. Ask a Question
When not to use…
• Outlook
• Skype
Paving the
Way
When to use
What
Identifying the
Need
28. Ask a Question
Ask a Question
Paving the
Way
When to use
What
Identifying the
Need
Online
29. Sharing minutes with others
Capture Meeting Minutes
• Keep a record of what was discussed
• Inform others of outcome, next steps, and action items
Paving the
Way
When to use
What
Identifying the
Need
30. Sharing minutes with others
When to use…
• Word/PowerPoint
• OneNote
• Office 365 Groups
• Skype for Business
Paving the
Way
When to use
What
Identifying the
Need
31. Sharing minutes with others
When not to use…
• Outlook
Paving the
Way
When to use
What
Identifying the
Need
32. Sharing minutes with others
Capture Meeting Minutes
Paving the
Way
When to use
What
Identifying the
Need
Online
33. Keep everyone informed
Report on Progress
• Update stakeholders
• Keep history on progress
Paving the
Way
When to use
What
Identifying the
Need
34. Keep everyone informed
When to use…
• Word/PowerPoint
• OneNote
• Power BI
Paving the
Way
When to use
What
Identifying the
Need
37. How to get there
Need to assess…
• Needs - Organizational and personal?
• Adoption - Audience and technical comfort?
• Governance - what do you have flexibility over?
• Process - How much does it lend itself to change?
Search
User
Experience
Task
Management
Paving the
Way
When to use
What
Identifying the
Need
38. Summary
Online
Track your Team’s Tasks
Track your Projects Logs
Store and Share Documents
Search for Content
Ask a Question
Capture Meeting Minutes
Report on Progress
39. LEAD CONSULTANT | PMP, PMI-ACP | SPEAKER
Thank You!
Organizers, SponsorsandYouformaking
thispossible.
Message Me On LinkedIn or Email
haniel@2tolead.com
Download the full whitepaper at
http://www.whentousewhat.com
Notas do Editor
Outlook – popular communication application use to manage mail, calendar, contacts, and tasks
Office Suite – productivity apps such as Word, Excel, PowerPoint, Visio, Access, OneNote, and Project
Yammer – Facebook-like social collaboration platform
OneDrive for Business – enterprise cloud storage
SharePoint – enterprise content management and productivity system (6th generation)
Delve & Graph – uses machine learning to provide users with information that matters to them based on connections
OneNote – application for free-form information gathering and multi-user collaboration
Groups – online sites used for sharing email conversations, calendars, file shares, and OneNote amongst a group of users
Planner – online task management tool using a Kanban-like approach
Project Online – enterprise program/portfolio management system to manage resources, collaboration, and decision making
Video Portal – You-tube like enterprise portal for managing videos
Sway – collaborative presentation application
Power BI – dashboard and reporting visualization tool using data from a large number sources
Up-to-date status
Version control
Governance – required metadata