KNOW WHO (TEAMS) DOES WHAT, WHEN (PLANNER) AND HOW (ONENOTE)
At the end of this course you will be able to:
- Plan all your project tasks efficiently
- Communicate effectively with your colleagues and work collaboratively (as a team) around your project tracking files. (MS Teams)
- Structure, document and travel effectively through your key project documents
PLANNER
REVIEW OF THE BASIC CONCEPTS OF EFFECTIVE PLANNING (SMART)
- List all project expectations (What?)
- Structure the project into DELIVERABLES and SUB-DELIVERABLES (simple WBS)
- This working method allows you to identify the stakeholders in the project (The Who?)
- Once the Who Will Do What has been identified it is possible to establish
- The Duration of the Tasks (How much ? time/budget)
- How? and When? to carry out the tasks
- In order to determine as accurately as possible the Total Project Duration (Start-End)
PUTTING IT INTO PRACTICE
Based on a structured example, implement all Planner functionalities
THE FEATURES
- Creation of a Public or Private Plan (Project)
- Encode the list of tasks to be carried out
- Set up the tasks: Name, Due date, Assignment
Move / Delete / Modify
Assign labels (colour code)
- Compartmentalise the project (Notion of Deliverable)
- Tips & Tricks
MANAGE THE PROJECT VISUALLY
- Filter project content by Due Date/Priority/Progression/Tag (colour coded)/Compartment/Assignment
- Group by Compartment/Allocation/Advancement/Date of completion/Tag/Priority
- Track progress in Table/Graphic/Calendar format
ANALYSE THE COLLABORATIVE IMPACT OF PLANNER
- Analysis of the impact of Planner on YOUR Outlook 365 email and those who collaborate with you in your daily projects.
MS Planner is part of the Office 365 suite and is fully integrated with other Office 365 applications. If you already use Microsoft Teams, you can host a Planner plan in your Teams workspace, so that everyone can.
TEAMS
Microsoft has not invented anything, it has simply "virtualised" your old "face-to-face meetings".
THE TEAMS WORK PHILOSOPHY >< OUTLOOK
Teams and Outlook 2 communication and sharing tools with a different scope
- Understand the difference between transmitted and interactive communication and know how to properly use Teams and/or Outlook depending on the situation
THE DIFFERENCE BETWEEN THE 2 MAIN PARTS OF TEAMS
- The one used to communicate (formerly called Skype or Skype for Business)
- The one that is used to Collaborate (Working in "teams" / "teams"). This is to know when to use one or the other effectively and appropriately.
THE COMMUNICATION COMPONENT WITH TEAMS
THE 2 TYPES OF COMMUNICATION IN TEAMS
- Informal communication (quick info request)
- Make a call to one or more people in Audio and Visio
- Exchanging text messages (Chat - Conversation)
- Formal communication by sending an invitation to participate in a "virtual meeting
- From Teams or Outlook (Calendar)
THE TEAMS COMMUNICATION CONSOLE
During virtual meetings
- Display the list of other participants
- Chatting (written conversation)
- Raise your hand to ask questions
- Show or not the camera image
- Turn on/off sound
- Share my screen
- Leave call / Join call (meeting)
FIND ALL THE "NEWS".
- Invitation links to meetings to join them in time
- What happened in my absence (Activities)
- Find old conversations and start new ones (Chat - Instant / Scheduled meeting)
COLLABORATION WITH TEAMS
REVIEW OF SOME PROJECT MANAGEMENT CONCEPTS
- The 7 big questions
- Being SMART
- Deliverable and product structure (WBS) > The What?
- RACI matrix > The Who?
COLLABORATE WITH OTHERS IN MY ORGANISATION
- Establish a structured action plan
- Set up a new project team
- Assign a list of people to be involved in the project
- Assign a role to the members of my project team (member/owner)
- Structure this team into channels
Structure the channels into tabs
ONENOTE
- The general channel for storing your project specifications
- Use of OneNote 365 to document & structure the CdCh
o Compartmentalise the notebook into Sections (deliverables)
o Structure the sections into Pages and sub-Pages (sub-deliverables/products)
o Encode in pages (// document Channels / Teams)
CONTINUATION OF THE COLLABORATIVE PART OF TEAMS
- Once the structure is in place, communicate effectively
- With 1 or more people
- Send a message to the channel
- Organise working meetings
Informal communication (instantaneous)
Formal communication (via invitation)
- Collaborate on the same document (Word, Excel, PowerPoint, OneNote)
COLLABORATE WITH PEOPLE OUTSIDE MY ORGANISATION
Some of the options in Teams are not available to them for various reasons beyond your control, such as
- The fact that they are using a Mac/Linux...
- That they are using a WebApps version of Teams and not the desktop application
- That their Teams account is incorrectly set up (you are not their IT)
PRACTICAL EXERCISES
The course is built entirely around a comprehensible practical exercise in which all participants collaborate (interact).
Anyone working in project mode, who wants to know how to use all the resources of the Microsoft communication/collaboration platform.
- Be familiar with the Office 365 environment and more specifically with Outlook. Have an Office 365 account. Have a properly configured Teams, Planner and OneNote software.
- Work in project mode on a daily basis/ Be a project manager or team leader or simply a member of a project team.
- For "external consultants" with whom you want to collaborate effectively in the long term, the best solution is to create a personal Office 365 account for them within your organisation (just as you provide a badge and email address to your consultants who are physically present on your premises).
