Using Teams and SharePoint for Project Management

Projects in Microsoft 365 often struggle with scattered documents, endless email threads, and no central place for status updates. Teams get bogged down chasing versions of plans or risk logs across apps. Lindsay shares user-tested setups using Teams channels and SharePoint lists to build a single project hub that keeps everyone aligned.

Lindsay (Microsoft Certified: Teams Administrator Associate, owner of an agile project management training business) draws from her NHS background in healthcare delivery and service improvement. She explains setups from a non-technical user's view, focusing on practical integration without deep IT expertise. Expect emphasis on data governance, confidentiality, and quick wins for real-world projects.

What You Will Learn

• How to create a dedicated SharePoint project site as the foundation for all documents and lists
• Structuring Teams channels to match project phases like planning, execution, and review
• Building a RAID LOG (Risks, Assumptions, Issues, Decisions) using SharePoint lists with custom columns
• Implementing project startup checklists in SharePoint to standardize kickoffs
• Setting up wind-down checklists for smooth project closures and lessons learned capture
• Integrating Power BI basics for simple project reporting dashboards from SharePoint data
• Applying work-in-progress (WIP) limits in lists or Planner tabs to avoid overload

Key Takeaways

1. Start every project with a SharePoint site template. Lindsay stresses provisioning a site first, then connecting it to a Team, to ensure documents version correctly and permissions inherit properly.
2. Use lists over files for dynamic tracking. Replace spreadsheets with SharePoint lists for RAID logs and checklists, as they support views, filters, and Teams tabs for live updates.
3. Embed governance from day one. Set sensitivity labels and guest access restrictions early, especially in regulated sectors like healthcare, to protect confidentiality without slowing collaboration.
4. Link Power BI to lists for instant visuals. Connect reports directly to SharePoint data for burndown charts or risk heatmaps that auto-refresh in Teams.

About the Speaker

Lindsay holds a Microsoft Certified: Teams Administrator Associate credential and owns an agile project management training business. With 20 years as a senior midwife in the NHS, she managed clinical teams, service improvements, and risk strategies under strict information governance rules. Her transition to training involved creative tools like Minecraft for remote agile workshops, informing her practical, user-focused approach to Teams and SharePoint.

Who Should Watch This

Watch this if you manage projects in Microsoft 365 but fight information silos in emails or ad-hoc folders. Lindsay's healthcare-rooted examples suit admins, coordinators, or power users seeking simple, scalable setups without coding.

You gain most value with basic Teams and SharePoint familiarity but no dedicated project templates yet. Teams already using Planner or To Do will pick up governance and reporting upgrades.

Skip if you run enterprise PPM tools like Project Server or need advanced automation; this focuses on out-of-box Teams-SharePoint synergy for small to mid-sized projects. Part 2 covers deeper demos promised here.

Bonus Content

Here are bonus guides from the workshop that you can download and view

• The Ultimate Guide To Setting Up Teams & SharePoint For Project Management Workbook
• Creating A Raid LOG Guide
• Project Site Start Up Checklist
• Project Site Wind-down Checklist
• Power BI Basics For Project Reporting
• Why limiting WIP can be valuable : https://www.youtube.com/watch?v=Yqi9Gwt-OEA
• An approach to working out what works for your team : https://teamhood.com/kanban-resources/kanban-wip-limits/

Go to part 2