Streamline and organize projects with Project Management Tools on your intranet using the following 5 tools.
The intranet is an amazing way to help streamline communication and share information within an organization through the use of applications, such as Company News, Blogs, Shared Calendars, and Automated Alerts.
Most of the time, this information is shared both globally on the home site, and through other intranet sites built out for various departments or locations.
Something that often gets overlooked, however, is the ability to use these sites for other information sharing purposes such as employee training, committees, fundraising events, and onboarding. But one of the most useful ways to utilize these sites are for project management! Below are 5 key tools to add to your Project Management Site on your intranet:
1. Task Manager
The task manager allows you to create various folders to group tasks together for the specific project you are working on.
One person adds a task to the task manager, and assigns it to an employee within the group to complete while setting the status to “pending”. This automatically notifies the assigned user via email and an intranet site alert.
The person who adds the task can then set a due date for completion, which will automatically kick off an email and site alert on this due date to themselves, and anyone else they choose to add to these reminders (such as the assigned employee).
The task manager has an auto-reminder feature built in as well, which can send up to three auto email reminders prior to the task due date. The assigned user can then come into the task manager at any point and update the status of the task, ensuring all tasks within a project are completed by the correct person in a timely manner.
Most often when working on a project there are documents that need to be shared by all team members. Adding a document repository to your Project Management Site will allow team members to upload documents, comment on documents, and even check them out and back in with new changes.
Alerts can be set up on this documents application to automatically notify team members of any newly added materials.
3. Discussion Board
Rather than emailing back and forth with various ideas, team members can post a discussion to the Discussion Board. Members can reply to the general topic, or reply to a reply.
By subscribing to a topic, members automatically receive alerts when a new reply is added.
Including a Discussion Board on your Project Management Site streamlines communication between group members, as well as keeps all communication in one central location on the Project Management Site. This makes it easy to keep track of all discussions around the project, rather than having to sift through old emails to find information.
4. Online Calendar
The Online Calendar is a great tool to post your team meetings, along with the meeting agenda and even relevant files to discuss. The ‘add to Outlook’ option allows members to also export the meeting to their personal Outlook calendar, to ensure they get reminders to attend.
Having an Online Calendar with your project schedule on it makes it convenient for project members to look up important due dates and meeting dates. Being able to then export the schedule from your Project Management Site directly to your Outlook ensures that no important date is missed.
5. Featured Team Members
The Featured Employee Feed allows you to choose specific employees to feature on any site within your intranet, including Project Management Sites.
This pulls out the name, title, and department of your team members, with a direct link to their profile in the Employee Directory in case you need to get in touch with them directly.
Want even quicker access to contact your project teammates? Add a Live Chat widget, which features your team members on your project team site, to allow a one-click chat option if they are online.
A Project Management Site is a great way to keep your project team members organized and up to date. Do you use project management tools on your intranet? Tell us about it in the comments section below!
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