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Are you stressed and losing sleep about keeping your projects organized and on track? As a project manager, using MS Teams to manage your projects can significantly improve efficiency and collaboration within your team. It will revolutionize the way you run your projects.
You may have heard of MS Teams, the go-to solution for companies navigating remote work during the COVID-19 pandemic. But if you haven’t yet jumped on the bandwagon, it’s time to join the ranks of top-performing project managers and see the benefits for yourself.
To give you a head start on structuring your projects with MS Teams, check out these tried and real-life channels and tabs I’ve used to streamline my project management. Use them as a template and watch your efficiency soar!
Channels
Channels are the backbone of any successful team on MS Teams. They provide a structured and organized way to manage your work and collaborate with your team members. Each channel is a dedicated space for a specific project or topic, where you can communicate, share files, and access various tools and services.
If you create a new channel, it comes with three default tabs – Posts, Files, and Wiki. These tabs give you instant access to different features and content relevant to the channel. For example, the Posts tab is where you can have conversations and share updates, the Files tab is where you can access and upload documents, and the Wiki tab is where you can create and edit team-wide information.
General Channel
The General Channel in MS Teams is the hub for all project-related communication and information. As the default channel in every Teams site, it serves as a one-stop-shop for team members to stay informed and up-to-date on the project’s progress and timeline. It is a great place to store essential project documents and allows for easy access and collaboration among team members.
Action Items Channel
A channel built using the Planner app that displays upcoming tasks for the next two weeks, allowing you to monitor and manage each task, and can be customized to fit the project’s needs. To increase productivity, I recommend limiting the number of tasks shown. Additionally, for Agile projects, you can transform it into a Kanban board for better task management.
RAIDC Log Channel
The RAIDC Log channel is essential for tracking project risks, actions, issues, decisions, and changes. It is easy to use; simply click on the RAIDC Log custom tab to launch the .xlsx file, which provides a clear picture of the challenges ahead, decisions made, and changes in scope. This channel will assist you in maintaining control over your project, preventing it from becoming unmanageable.
Status Report Channel
Are you sick and tired of sending weekly status reports and feeling like they’re getting lost in the shuffle of your team’s inboxes? The Status Report Channel is what you need. It’s a sleek, organized, and intuitive tool that houses your team’s weekly status reports in one convenient location. Upgrade your team’s communication and organization with the Status Report Channel. Say goodbye to the need to email project status.
Tabs in the General Channel
Post Tab
Your team must be on the same page about project updates, milestones, and discussions. It is why the General Channel’s “Post Tab” makes it essential. Furthermore, it is the perfect space to make announcements, seek feedback, start a conversation, or share an update on a project milestone.
It’s important to note that while channel conversations are public, they can also be made private. Additionally, this is especially helpful when a new team member joins the project, as they will be able to see the history of all the exchanges. However, you must use the separate Chat app within MS Teams for day-to-day operational discussions. These are the conversations that other team members may not need to know about, and keeping them distinct can help with efficient communication and collaboration. Furthermore, the difference between using the channel conversation and chat is critical, so make sure you’re using them in the most effective way possible.
Files Tab
The Files Tab is your go-to destination for all project documents. One must-have folder you’ll want to include is the Minutes of the Meeting (MoM) folder. Keeping one is a best practice that will come in handy throughout your project.
Wiki Tab
The Wiki Tab can pack valuable information about your project, including an overview, objectives, and more. It helps bring new team members up to speed or transfer knowledge within your team.
Project Schedule Tab
The Project Schedule Tab is a custom tab to allow you easily view your project timeline. You can use a variety of file formats, such as .xlsx, .doc, .ppt, or pdf, to create and display your schedule.
Using MS Teams to Manage Projects
I carefully structure my MS Teams project to manage it more effectively. I update each channel and tab with the latest information about the project every Friday, so my stakeholders have the most current information when they check in on Monday mornings. The updates include references and links to details captured in other channels, such as every decision agreed upon during a meeting, which I document in the meeting minutes and capture in the RAIDC Log. These references or links serve as a Requirement Traceability Matrix (RTM).
From my experience, the more informed my stakeholders are the fewer phone calls, text messages, and emails I receive. It helps prevent interruptions that contribute a significant amount of unproductive time for me and the project. However, it is important to find a balance – I don’t wing it, but I don’t overthink it, either. Using MS Teams or similar tools requires adjustments to your project management style, but failure to do so will deprive you of its benefits.
Furthermore, it’s worth noting that many organizations use MS Teams and find it an essential tool for managing their projects. However, it’s also necessary to evaluate your specific needs and consider other options before choosing a project management tool.
It is critical to structure your MS Teams project in a way that will best help you manage it. Don’t wing it, but don’t overthink about it as well.
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