For a newcomer, SharePoint can be overwhelming but it shouldn’t be. SharePoint is a variety of programs wrapped into one. It’s an ideal platform for document management, project management, and collaboration. It’s a massive website creation engine designed to increase collaboration. It allows users to share calendars, task lists and to edit projects together. Here are the best practices for optimizing collaboration using SharePoint.
Project Leaders Should Design the Collaboration Space
SharePoint makes it possible for project managers who do not know code to build the project collaboration space themselves. Project leaders should take advantage of this capability because it allows them to bypass the common bottleneck of waiting for an IT team to create the platform. Further, when a leader designs the space, it will make it easier to train team members and manage the space effectively.
Establish Project Goals
Business drives technology. Even when using SharePoint, this is the case. Project managers should choose tools and applications that will be most useful in getting their team to achieve the desired business goals.
Crowdsource
When building the goals and digital workspace for a project, managers should involve as many people as they can. SharePoint makes it possible for teams to balance structure and control with empowerment through giving various team members the capability to contribute in their respective fields of expertise.
Department heads can provide information about what they want to get out of a the project, deadlines, and any financial expectations they have that may influence the workflow. Knowledge workers can communicate which applications and processes are the most intuitive, and effective to use. Technical workers can provide input relevant to which designs are the most effective.
Assign Power Users
As project managers assign roles and responsibilities, they should designate a power user in as many teams and departments as possible. A power user is someone who is proficient with SharePoint. A power user is also someone who can guide team members when questions arise. Typically a power user is excited about using SharePoint.
Use the Central Repository
Document versions can be tracked in the central repository. By saving documents in the repository, more members of the team can edit documents and their changes will be tracked by version. This tool increases collaboration without diminishing a team’s ability to review their changes.
Train Your Team
SharePoint adoption is crucial to your project’s success. If your entire team understands how to use it, your project will run much faster. If, however, members of your team do not fully understand how to submit edits or suggestions, it may create a bottleneck or negatively impact your ability to crowdsource.
Create Feedback Loops
Create feedback loops to enhance the input you receive from various members of your team. Schedule time for check-in assessments of project progress, and the quality of completed work. Feedback loops can save time and prevent errors.
Group work with SharePoint
As you utilize the power of SharePoint, keep in mind that your team’s power will come from strong communication, and adherence to your business goals. Craft Sharepoint to fit your business needs and use the tools to enhance your team’s contributions. Good luck!