# How to Manage Projects Like a Pro in Microsoft Teams ![](https://i.ytimg.com/vi/BzhPPYtSKK0/maxresdefault.jpg) ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=0s) - [[Microsoft | Microsoft Teams]] can be used for more than just meetings, and today's discussion will focus on setting up the platform to help manage projects [(00:00:01)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1s). - The presenter, Emma, is a project manager at Ball Digital, and she will share her expertise on using Microsoft Teams as a hub for managing projects, whether the viewer is new to Teams or needs a refresh [(00:00:14)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=14s). - Emma has experience with the challenges of using multiple tools, such as Planner, Microsoft Teams, and files saved in different locations, and she will explain how to create a seamless space for managing files, meetings, conversations, and tasks [(00:00:28)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=28s). - The goal is to manage projects easily and efficiently, all in one place, using Microsoft Teams [(00:00:46)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=46s). - When discussing managing work with Microsoft 365 or Microsoft Teams, it's essential to define the type of work being done, which can be categorized into two buckets: projects and processes [(00:00:55)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=55s). - Processes are cyclical, iterative, and repeatable, such as tasks that happen weekly, monthly, or annually, whereas projects have a start date, an end date, and are likely one-time initiatives [(00:01:08)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=68s). - The focus of the discussion will be on managing projects, which are unique and may involve similar initiatives, but each project has its distinct characteristics [(00:01:23)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=83s). ## Defining a Project [(00:01:37)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=97s) - Projects and processes have tasks, but the way these tasks are treated might look different in various tools, with projects having tasks that happen within the scope of that project [(00:01:39)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=99s). - To start managing a project in [[Microsoft | Microsoft Teams]], the first step is to create a Microsoft team and the first channel, which will serve as the project hub [(00:02:19)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=139s). - When creating a team, it's recommended to give it a name that matches the actual project name, keep the team type private, and name the first channel something that hints at it being a central location for information, such as "All" [(00:02:34)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=154s). - The first channel should have a description that explains the purpose of the team and project, and it's recommended to keep it simple and use one channel for the project, especially if it's a simple project [(00:03:21)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=201s). - Once the team is created, members can be added, and any channels created within the team will have all team members added [(00:03:41)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=221s). - The first channel can be used as the hub for the project, where all communication and information will live, and tabs can be created at the top of the channel to organize project information [(00:04:42)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=282s). - A centralized hub or single source of truth can be created in Microsoft Teams, where team members can go to one place for all project information, and a framework can be used to organize project information, which can be adapted to suit the team's needs [(00:05:01)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=301s). ## Posts Tab [(00:05:30)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=330s) - Communication is key to project success, and keeping it in a centralized location is crucial for ensuring the team is on the same page, which is achieved through the Posts Tab in [[Microsoft | Microsoft Teams]] [(00:05:36)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=336s). - The Posts Tab serves as a channel chat, creating a stream of conversation within a channel, and is a better alternative to chatting in other areas of Microsoft Teams [(00:05:49)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=349s). - When starting a post, it's recommended to tag the entire channel using @channel or @all to notify all project team members, and to tag specific individuals if needed [(00:06:17)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=377s). - Tagging specific individuals, such as @Lydia, is useful when assigning tasks or requesting action from someone, similar to emailing and making sure the right person reads the email [(00:06:37)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=397s). - Announcements can be made by choosing the announcement option, which is reserved for bigger announcements and should be used sparingly [(00:07:04)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=424s). - Announcements are similar to marking emails as critically important or urgent and should be used for significant updates [(00:07:13)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=433s). - It's essential to resist the urge to have sideline chats with different people about the project and instead keep all conversation pertaining to the project in the Posts Tab [(00:07:37)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=457s). - Direct messages should only be used for confidential information, and most conversations about the project should happen in the Posts Tab [(00:07:51)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=471s). - Open and transparent communication is key to project success, and the Posts Tab facilitates this by keeping all project-related conversations in one place [(00:08:08)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=488s). - Topic-based communication is a recommended approach, and more information can be found in a blog post and an online course called the Total Communication Reset (TCR) [(00:08:17)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=497s). ## Files Tab [(00:08:47)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=527s) - The Files tab is a default tab in [[Microsoft | Microsoft Teams]] where all project files, documents, meeting recordings, and other relevant resources are stored [(00:08:50)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=530s). - Any files shared in the channel chat, posts, or announcements are automatically added to the Files tab, making it easier to collaborate and identify the documents being discussed [(00:09:31)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=571s). - Creating a structure of folders before starting a project can help with organization, and using a consistent naming convention, such as "01 Admin" or "02 Meeting Recordings", can keep things in order [(00:09:43)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=583s). - Having a consistent structure across multiple projects can help team members quickly find the information they need [(00:10:06)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=606s). - Setting up a consistent structure in the Files tab can be tailored to individual team needs, but having a clear organization system can improve collaboration and productivity [(00:10:18)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=618s). ## Notes Tab [(00:10:20)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=620s) - The Notes tab in [[Microsoft | Microsoft Teams]] can be replaced with a more suitable note-taking app, as the default Notes tab may cause confusion for project teams, especially when it has a single note ready to go [(00:10:24)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=624s). - To remove the Notes tab, click the little carrot and select "Remove" to permanently delete the tab and its contents [(00:10:57)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=657s). - After removing the Notes tab, the remaining tabs include Posts for team conversations and Files for storing project files, which already have a loose structure set up [(00:11:05)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=665s). - To add a new note-taking app, such as Loop, click the plus tab and add it as a website, giving the tab a name, in this case, "Loop" [(00:11:16)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=676s). - Loop is not a built-in Microsoft Teams app, so it needs to be added as a website [(00:11:20)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=680s). ## Loop in Microsoft Teams [(00:11:30)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=690s) - To set up a Loop workspace in [[Microsoft | Microsoft Teams]], create a new workspace in Loop and mirror the Microsoft team setup, including the same name and team members, to ensure mirrored permissions and access [(00:11:32)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=692s). - When creating a Loop workspace, it does not automatically add Microsoft team members, so it's essential to remember who was added to the Microsoft team project and copy and paste those members into the Loop workspace [(00:12:20)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=740s). - Once the Loop workspace is set up, add standard pages, such as a meetings page, to provide structure and organization, and consider adding a project planning template from the template library [(00:12:55)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=775s). - When organizing meetings in Loop, consider adding the meeting date to the title, and use a nested structure to keep meetings organized [(00:13:02)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=782s). - To link the Loop workspace to Microsoft Teams, copy the Loop workspace URL and add it as a tab in the Microsoft Teams project team, then post to the channel to notify team members [(00:14:53)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=893s). - To access the Loop workspace from Microsoft Teams, click on the Loop tab, which will open the workspace in a browser, allowing team members to create and edit content, such as meeting agendas [(00:15:20)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=920s). - Loop provides a clean formatting feature, allowing team members to create and share content, such as meeting agendas, with ease [(00:15:47)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=947s). - Team members can screen share the Loop workspace during meetings, ensuring everyone is on the same page [(00:15:55)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=955s). ## Planner Tab [(00:15:58)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=958s) - To manage projects in [[Microsoft | Microsoft Teams]], a Planner tab can be added to the team, providing two options: creating a new plan or using an existing plan from the team [(00:16:04)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=964s). - When creating a new plan, users can name the tab, such as "Planner" or "Tasks," and the new planner board will be set up with permissions and access for the entire Microsoft team [(00:16:24)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=984s). - Planner is best suited for simple project management, and users can create custom boards with columns for tasks, such as to-do, in progress, and done [(00:16:46)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1006s). - Tasks can be added to the planner board, including assigning tasks to team members, setting due dates, and tracking status visually [(00:17:09)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1029s). - Team members with access to the planner board can update the status of their tasks, allowing the team to track progress and see what tasks are still to be done, in progress, or completed [(00:17:21)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1041s). - Planner is ideal for basic project management with simple layers and minimal complication, but for more complex projects, upgrading to Planner Premium or Project may be necessary [(00:17:41)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1061s). - Tasks can be assigned to team members, including oneself, to demonstrate how tasks work in the planner board [(00:17:56)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1076s). ## Tasks in Planner [(00:18:00)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1080s) - Tasks in Planner can be used to schedule meetings and assign tasks to team members, with the ability to set due dates and priorities [(00:18:00)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1080s). - When a task is assigned to a team member in Planner, it will appear in their Tasks section in [[Microsoft | Microsoft Teams]], allowing them to view and organize their tasks [(00:18:24)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1104s). - Team members can view their assigned tasks, including priority and due date, and organize them accordingly [(00:18:34)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1114s). - The project team can also view tasks assigned to them in the planner, promoting collaboration and task management [(00:18:45)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1125s). - Planner and Tasks in Microsoft Teams work together seamlessly, enabling effective project management and organization [(00:18:51)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1131s). ## Other Helpful Tabs [(00:18:53)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1133s) - The Whiteboard tab can be added to a team in [[Microsoft | Microsoft Teams]] for brainstorming or process mapping, and it is useful for sticky note sessions or retrospectives, although some of these activities can also be done in Loop [(00:19:04)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1144s). - The Whiteboard tab can be added as a tab if found useful, and it allows team members to collaborate and share ideas [(00:19:36)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1176s). - One of the biggest challenges in project management is getting consensus and aligning the team, and Microsoft Teams has features to help with this, such as polls [(00:19:41)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1181s). - Polls can be used to gain consensus and keep conversations within the project team, and team members can vote on options and see live responses [(00:19:56)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1196s). - Regular standup meetings can help align the team and get everyone on the same page, and these meetings can be scheduled as channel meetings in Microsoft Teams [(00:21:26)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1286s). - Standup meetings can be daily or weekly, and they help to ensure that everyone is aware of what is happening in the project [(00:21:30)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1290s). - To set up standup meetings, go to the top of the channel and hit "schedule a meeting" and create a channel meeting, which adds everyone in the channel to the meeting [(00:21:40)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1300s). - After setting up the team and channels, the next step is to schedule a kickoff meeting to walk the team through how to access everything, what the expectations are for communication, and where to post and find information [(00:21:56)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1316s). - The kickoff meeting helps to get the team on board and ready to use the system, and it is essential to ensure that everyone knows how to use the tools and where to find information [(00:22:01)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1321s). - The project hub in [[Microsoft | Microsoft Teams]] can be used to arrange different tools and make them accessible in one place, and it is a helpful starting point for managing projects [(00:22:34)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1354s). - The framework for managing projects in Microsoft Teams includes using planner, Loop, and other tools to get work done, and it is essential to find what works for you and your team [(00:22:39)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1359s). - Work management in Microsoft Teams is about getting work done within the tools, whether you are an official project manager or just trying to use the tools to get your work done [(00:22:58)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1378s). - There are resources and events available to help with work management and everyday workflow in Microsoft Teams, including a Microsoft 365 everyday essentials boot camp [(00:23:22)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1402s). - The Microsoft 365 everyday essentials boot camp is a program that helps organizations reset how they use Microsoft tools to get work done, and it can be scheduled by contacting the organization [(00:23:46)](https://www.youtube.com/watch?v=BzhPPYtSKK0&t=1426s).