@@BulbDigital Thanks. Most YT videos are from PM’s and focus on their type of work. But the bulk of employees in an organization are ops. I’d love some tips on how to leverage MS tools to make day to day operations run smoothly. Especially in a hybrid environment.
Yes please! Review of the best practices for processes. I’ve been looking for a video like this one forever. Managing a team with month-end processes can be difficult sometimes without the proper utilisation of the tools. Thanks.
Excellent explanation ❤ Saying it as someone using Teams and M365 since inception. What I would like to add / where I disagree: Always name tabs the same way like the team or the channel itself to prevent a mess later. 15:58 An example: If all your planner boards are named planner, how will you easily differentiate them in the planner app later? Therefore give every new planner board a name first (project x, topic y) and rename the tab in the channel back to “planner” or “tasks.” Only the tab will be renamed. The planner board keeps its original name. This way team members will recognize the tasks tab from within the channel as such and when opening the planner app in teams or in the browser those planner boards can be recognized quicker as they have the different names. Which makes filtering and grouping of all tasks easier as well. Hope that helps ☺️
Thanks for this! Great tips. The minute you said to 'delete the Notes tab' won my vote! I find notes extremely valuable for individual but gets cluttered quickly in a team environment. The only thing I suggest would be to date your meetings (or any date named objects) using YYYY-MM-DD format rather than MM.DD.YY especially if you are a global firm or eventually goes global. Habbits are hard to break so future proofing it from the start make things so much easier. US date format sorts terribly as a text -- the same concept you used to name your folders "01-" vs "1" because you know when you reach "10", it will go right below "1" instead of "9". Looking forward to other videos.
3:05 I like to prefix the channel with an "@" sign to make sure the main channel stays at the top. "@ Main". Great video on how to use Teams for project management.
Definitely interested in video for repeatable processes, especially where it involves cross functional teams (~3) where each team have an input/contributes to develop a deliverables and attends a variety of daily meetings
Everything runs smooth and with great efficacy, nevertheless the biggest difficulty to involve people using it is given by the lack of notification from the conversations. People still prefer using the chat just for that reason.
Nice video. Our experience has been that lots of people on the teams just get confused on where they are supposed to look for things because there are so many different components. The way that MS has all these tools that are sort of, but not really integrated with each other, all needed different levels of subscriptions, different logins, different requirements on how the MS Teams "Team" is configured and so on make the entire process way harder and confusing than it should be. This is especially true if you have higher level subscriptions for some components and not others. Then there is the whole 365 groups vs Teams situation! The whole ecosystem is a disaster.
Process video please! I didn't realize until you said this that this is why I always struggle with PM software. I am trying to use it for both projects AND processes. A little guidance would be very helpful.
Managing projects has usually other facets like... How would you address stakeholders, cost tracking, whether you are on track or falling behind and how different milestones of a project are tangled up (critical path). Just some food for thought for maybe a more in-depth follow up, thank you for sharing.
Great video. My PM team is using chats like you would Teams but it's not working that well. This is a great guide for us to transition from team chats to Teams and have more robust conversations and planning. Glad I stumbled across this.
Great video, it inspired me set a Teams group for a project for the first time. In a future video, it would be helpful to spend a couple of minutes showing how invite guests and manage permissions of people in the group. I will almost always have people from outside of my organization also working on a project, but I think I figured it out with a bit of clicking around. Anyway, thanks again from a new subscriber to this channel!
Awesome, glad to hear that! We do have a video from a few years ago about guest access, it may be due for an update: ua-cam.com/video/flaSljeHi_Y/v-deo.html
Please share a process video also. When I create tasks in planner, will this show up on my to do list in outlook or is it better to move away from working within outlook to working within teams?
All respect and appreciation to you for this wonderful effort. I hope you will provide more information about how to manage all stages of the project and its related operations.
Super helpful thank you! Is there a good way to correlate email correspondence with the project in teams? I tried the "Share to Teams" option but our company uses email a lot and the posts chat got messy very quickly. Thanks!
PROCESS PLEASE. Or maybe a mix is what I'm looking for. I run project I automotive which have duration of 2-3 years. And we are doing it... wait for it... in Excel. But the amount of information is huge. The planner would not handle it (as you mentioned on the video). Ms project? Addutional license is required. But it's not the case, people would not use it. I have been looking for a tool for quite a long time. To be honest, there are not many out of the box solutions on the market. I need a system to implement within MS365.
The new planner is more robust and basically can allow you (With a nominal cost) to have a project online experience with access to the rest of the team without the additional cost. Kind of a mid way to go with a lot more power.
I personally use the new planner, with your situation I would dig into using the SharePoint didn't judge until you dig into it. He's a good video. ua-cam.com/video/PwrqPJrPop0/v-deo.htmlsi=vlIqkzlShG50lQHi
I use the current planner and if I were you with your project... If you dig in, the SharePoint site might be the way. B4 you judge watch a couple videos on it.
Sounds good! The short answer is similar to what others are saying - Planner Premium can get you a lot further than Planner Basic (unfortunately). Check that out first. Viva Goals does a good job encapsulating multiple Planner Premium boards and aggregating them into larger goals/objectives. Otherwise you can roll your own like Michael is suggesting with SP, though we would typically lean towards Power Apps/Model-Driven Apps/Dataverse, though that can get complex quickly.
An absolute ton of practical and valuable content! Thank you so much!! Looking forward to seeing more. Do you think there will ever be a way to focus on specific individuals in a channel without taking it private? Kind of like a team within a team.
Great suggestions! I use teams as a project hub, but I use the Tasks/planner differently. We use it as a suggestion box from staff. The buckets are Submission, approved, declined and parking lot. We assign tasks to staff once the Change Advisory Board approves the requests, with end dates, etc. Adding buckets that say to do, in progress, completed is redundant as that is in the task progress itself, and you can switch views to see it. Once the project is completed (on say a small Power app) - the team turns into the App hub. We add a home page for all the useful links, Power BI reports, and link to the app itself. The project files live in the project folder as part of the overall system. I like how well organized yours is, and I agree - One note makes things a bit complicated. I'm still playing with Loop. Sometimes meetings do not involve the whole team, so I'm looking into that.
Great overview. One thing I usually stress with my teams is that they should always work on the files, in the files section. They can open it in the app or desktop, but they should never download a copy, complete their edits, and then upload the edited copy because now they've created duplicates. Everyone can work on the same file, at the same time. One presentation suggestion, when you are displaying the TEAMS view in the video, move your photo over to the lower right corner. Having it on the left side is where most of what you are discussing is being displayed and the photo covered it up several times.
I really like the loop functionality have you seen it being used for large complex projects? Is it best to use MS Project or can it be integrated to loop.
Re: Use of file link vs upload file in Loop - "The reasons for that are too long to get into here. But, are valid" 😅😂 This video covers an important gap very well. Thank you! I love Loop. I just wish it had more robust (read: "any real") Power Automate integration. Will check out TCR!
Great tips thank you! Qq: how would you manage the status reporting if you use kanban approach? And how would you incorporate RAID in the status update meetings? Thank you!
Some great ideas in here especially how to use Loop as the note taking app. Hopefully that gets integrated soon. One hang-up I have with tasks in my own Planner is knowing which channel it is originating from. Seeing "Planner" in the Plan column doesn't tell me much.
I will implement it!! Thank you. My main concern is about how to manage files when company has a general directory on a drive. I do not want to copy in Teams because it's very hard to keep last versions on teams, directory drives, etc. Did you find a workaround at this situation?
This was very nice to chew on. It does have me thinking. I work in a construction/design environment and our projects are highly variable. I’m curious what you might do differently if you were to organize multiple projects as a single channel. My team works on a large number of projects at once, and some of them are multi-month, or multi-year, but some of them only last a week or two. For the largest projects with multiple people involved in different aspects of it, especially cross-disciplinary ones, a single channel makes enough sense. Still, it seems almost counterproductive to spend the time to set up all of this for five different projects that will be quite short-term but would still benefit from task assignment. Would you just do a pared down version of this, or consider the management of those smaller projects as more of a process flow? Use a different tool? Thanks for your thoughts!
In a company environment I recommend using AD groups to create Teams sites so the team membership is managed through AD groups. Helps keep memberships up to date
Lovely walkthrough to the topic based discussions! Looking forward to the process one. Question: I imagine within the Teams group, we cant create subplans for a smaller subset of the group? I wish Microsoft addressed this with the shared group concept backed with a planner.
Great video and info. Do you know if its possible when working inside an excel document to add tasks that show on todo. adding a loop component or similar inside the excel to keep track of lets say budget changes that need to happen.
A great video. Clear and consise. As an avid Onenote user, looks like it's time to change. And they say you can't teach an old dog new tricks. Isn't there an agenda template in loops, btw. Any reason for not using that? Thank you.
Ha thank you! Yes, it can feel a little counter-intuitive, especially starting with this basic structure. I think where it comes from is we often find ourselves needing more states, like "In Test", "Approved", "In Production" etc., which naturally fall alongside the other statuses. So in this case we didn't go that far. But yes, if you're keeping it with those three simple states, it makes more sense to just view the buckets by status instead of creating additional buckets.
Thanks for this video, it's really interesting. Do you know how to add a list of 'subjects' (200+) to this workflow, where information about these subjects is organized into several categories? MS Lists is good, but it doesn't allow for tabs to separate different sections related to each subject.
Process please. Loved this video and set up a teams right away. I have been using teams and planner and loop but without connecting like this. Thank you.
Thank you for this great video. One issue I am facing with after setting a Teams channel I unable to reply to a specific message like I am able to in a normal channel. The reply option to a message seems to be missing. Does it need any config
There's lot of settings that can be configured for sure. In general I would view "posts" in Teams to be considered individual conversations. So to reply you're just contributing to the conversation, less an individual message. But yes, there is not a good way to quote or specify the specific message you're responding to within that conversation as far as I know.
Thank you for this video, it is really helpful! I have used Teams mainly for meetings but I'm really interested to set it up for work management. The process video would be super interesting!🤩 We have a team of about 10 people working with projects and processes. The set up of this video would fit really well for many of our projects. However, we also have tasks that are somewhere in between of projects and processes. For example, "repeating" troubleshooting tasks that still are unique and need many people. These "projects" are not long-lasting or really complex so it wouldn't make sense to create a new Team in Teams. I hope to see the process video and maybe after that can decide how to track these miniprojects too. 🙏
This is a great question! The two terms related to this are Life Cycle Management and Records Retention. Life Cycle Management is about how things are created, used, and then disposed of. Specific to Microsoft Teams, you can archive the team (which blocks updates to the Team and hides it from the default list of teams) or you can delete the Microsoft Team. support.microsoft.com/en-us/office/archive-or-restore-a-channel-53c46491-a265-4391-a2a7-001c5026c9e5 Records Retention is about creating/moving information from something that will be deleted into a more permeant location. We do this after our projects by identifying specific pieces of content that we want to start using across all of our projects. We then make that content generic and post it to our internal portal that will allow our whole team to use this new information.
The way you managed date could be cleaner. Meeting notes can be auto generated in 2 ways. When you create a meeting, you have the option to attach the meeting notes to the meeting, and when in a teams meeting, once you activate the meeting notes while in session. The auto generated meeting will show up under meeting notes on the left in your Loop, then you can drag that meeting under your Meetings folder.
Helpful video. What are your thoughts on creating Loop agendas *while drafting meeting invites* vs. the way you did it here (creating Loop meeting page first)? I've done the former which allows it to be easily viewed in Notes tab during meeting as well as the meeting recap content. However, I then have to add it as a component link to the Loop page (extra step).
Great callout - either are fine ways to approach it. Like you mentioned, there are pros/cons with both approaches. I personally don't like having to link to the loop page, so I prefer to create the page in Loop, in the proper workspace, and just screenshare or drop a link to the page in the chat. Using the Loop meeting notes is a great option though!
Thanks for the intro on this topic. A key part that's missing for me is the other "book end" - how to close out a project and save the key parts it for future reference. For small projects, a final (formal) written report isn't something often required. I've still found myself referring back to my project notes to answer a question 1-2 years later, or I'm unexpectedly asked to repeat the project in another setting again, years later. So, saving my project to a folder in OneDrive for reference is what I do currently. In my limited project management experience with Teams, this isn't possible.
Great video. Do you leverage Microsoft Planner Premium? Do you recommend a Teams Group for each Project or would you ever have multiple projects in one Teams Group but in different channels?
How would you then manage communicating an overview of all projects to say a project board meeting without having to duplicate information into more places? ?
If you're looking to aggregate things, here's a few options: - Manually create a dashboard of sorts in Loop (what we typically do for sharing with clients) - Use a different tool like Harvest/Forecast (what we do to see all of our project needs) - Upgrade to Planner Premium, which allows you to create auto-updating Power BI dashboards - Check out Viva Goals, which allows you to track multiple Planner Premium boards and aggregate their status
ithank you!! it is really helpful information. Could you please, make another video only focuss using Project for the Web and the best practices using teams
Process video - yet another request if it wasn't already on your to do list :D When you are doing examples of structure, i.e. the Loop folders with meeting names, maybe move the webcam in editing so that the structure is actually visible for us viewers :) I understand what you want to do with the 01.15.25 naming convention since I do the same (in OneNote), but someone who isn't aware can't see it. Could be easily fixed by briefly moving camera or even removing for 3 seconds to illustrate. Someone who isn't familiar with the convention might have missed the point here because it's hidden behind your cam. I haven't picked up Loop yet- maybe when the teams integration actually works better :)
This is a great video. I have been here with Microsoft Teams for managing projects, but it is a mixed bag. While Microsoft has all of these features, the platform still feels clunky compared to the competition. Tools like Google Docs, Asana, Slack, Dropbox and Evernote feel more fluid and make collaboration outside of the organization feel effortless. I have never had sync issues with Evernote like I have with OneNote and I could say the same about other Microsoft tools. I am bold enough to admit that Microsoft leaves users with half baked services and quite a bit of confusion. For my organization, I have to collaborate with people across the globe and I have found that Microsoft make users feel exhausted.
I'm at minute 9, and I already subscribed and liked this video. I'm in the process of researching this platform, and have researched other products as well. What is happening "out there" is that lots of software developers are jumping on the affiliates band wagon. Subsequently, you can literally watch three videos with almost identical content. Subsequently, a smaller percentage of videos overall are being produced by people (aka: the user base) who know what they're talking about. Keep up the good work Blub. For Blub Digital, other than cost, is there a preferred approach to purchasing this software? Web accessed, or locally installed? Even though I envision it being used within WIFI accessible areas, please share your thoughts? Thx, Bill M. Owner at Your Local Handyman Inc & Author of GET THREE QUOTES.
Thanks so much for this note! To get started with M365, we typically suggest businesses find a reputable IT Managed Services Provider to set it up for them. But if you're also able to go right to Microsoft to purchase www.microsoft.com/en-us/microsoft-365/buy/microsoft-365 As far as web vs local, if you can get by with the web browser versions of the software, that works just fine. I usually find myself defaulting to the native versions of the apps on my computer since they're just a little more feature rich.
The only way to get more controls around permissions and things like that is to use Planner Premium unfortunately. Otherwise good training and culture :)
Process pretty please 🙏 I’ve been waiting for this video for sooo long. But please share more about the process work as well!
We hear you loud and clear!
Yes Please!!
@@BulbDigital please!
Yes please
@@BulbDigital Thanks. Most YT videos are from PM’s and focus on their type of work. But the bulk of employees in an organization are ops. I’d love some tips on how to leverage MS tools to make day to day operations run smoothly. Especially in a hybrid environment.
Yes please! Review of the best practices for processes. I’ve been looking for a video like this one forever. Managing a team with month-end processes can be difficult sometimes without the proper utilisation of the tools. Thanks.
Roger that!
Processes would be huge! Can't wait to see the video!
This is the best video I've seen on a productivity workflow in MSFT.
Excellent explanation ❤ Saying it as someone using Teams and M365 since inception.
What I would like to add / where I disagree:
Always name tabs the same way like the team or the channel itself to prevent a mess later.
15:58 An example: If all your planner boards are named planner, how will you easily differentiate them in the planner app later?
Therefore give every new planner board a name first (project x, topic y) and rename the tab in the channel back to “planner” or “tasks.” Only the tab will be renamed. The planner board keeps its original name.
This way team members will recognize the tasks tab from within the channel as such and when opening the planner app in teams or in the browser those planner boards can be recognized quicker as they have the different names. Which makes filtering and grouping of all tasks easier as well.
Hope that helps ☺️
💯
Just leaving a comment and a thumbs up to support the processes management video. Thank you!
Great work here! And yes, please do a process video. Thanks very much.
Thank you! We have it on our list!
Thanks for this! Great tips. The minute you said to 'delete the Notes tab' won my vote! I find notes extremely valuable for individual but gets cluttered quickly in a team environment. The only thing I suggest would be to date your meetings (or any date named objects) using YYYY-MM-DD format rather than MM.DD.YY especially if you are a global firm or eventually goes global. Habbits are hard to break so future proofing it from the start make things so much easier. US date format sorts terribly as a text -- the same concept you used to name your folders "01-" vs "1" because you know when you reach "10", it will go right below "1" instead of "9". Looking forward to other videos.
3:05 I like to prefix the channel with an "@" sign to make sure the main channel stays at the top. "@ Main". Great video on how to use Teams for project management.
This is OUTSTANDING!!!! Clear, concise, easy to follow and digest. Thank you. ❤
Great video! I would definitely be interested in your recommended strategies for how you treat processes!
Roger that, thanks!
Emma, this was really well done. Thank you, and keep it up.
Thanks Tom!
@@BulbDigital You are most welcome. You earned it.
yeah, Emma, the processes perspective would be nice! thank you
Will do Carlos!
Definitely interested in video for repeatable processes, especially where it involves cross functional teams (~3) where each team have an input/contributes to develop a deliverables and attends a variety of daily meetings
Sounds good, this is a good use case!
Loved the video. Thank you. I’m definitely on the hunt for a processes video please 🙏🏽
Roger that!
Excellent Video, practical, clear and efficient! Thank you
Would love a video on processes
Will do!
Everything runs smooth and with great efficacy, nevertheless the biggest difficulty to involve people using it is given by the lack of notification from the conversations. People still prefer using the chat just for that reason.
Very good information. Thank you
Processes please!
We've got it on our list!
Another person asking for the processes video, please. I'll take all the advice. Thank you!
thank you very much! really complete and clear video
Nice video. Our experience has been that lots of people on the teams just get confused on where they are supposed to look for things because there are so many different components. The way that MS has all these tools that are sort of, but not really integrated with each other, all needed different levels of subscriptions, different logins, different requirements on how the MS Teams "Team" is configured and so on make the entire process way harder and confusing than it should be.
This is especially true if you have higher level subscriptions for some components and not others. Then there is the whole 365 groups vs Teams situation! The whole ecosystem is a disaster.
Process video please! I didn't realize until you said this that this is why I always struggle with PM software. I am trying to use it for both projects AND processes. A little guidance would be very helpful.
Managing projects has usually other facets like... How would you address stakeholders, cost tracking, whether you are on track or falling behind and how different milestones of a project are tangled up (critical path). Just some food for thought for maybe a more in-depth follow up, thank you for sharing.
I don't think those are things you can really do with teams/loop. You need projects plan 3 for that.
Great video. My PM team is using chats like you would Teams but it's not working that well. This is a great guide for us to transition from team chats to Teams and have more robust conversations and planning. Glad I stumbled across this.
Great video, it inspired me set a Teams group for a project for the first time. In a future video, it would be helpful to spend a couple of minutes showing how invite guests and manage permissions of people in the group. I will almost always have people from outside of my organization also working on a project, but I think I figured it out with a bit of clicking around. Anyway, thanks again from a new subscriber to this channel!
Awesome, glad to hear that! We do have a video from a few years ago about guest access, it may be due for an update: ua-cam.com/video/flaSljeHi_Y/v-deo.html
Please share a process video also. When I create tasks in planner, will this show up on my to do list in outlook or is it better to move away from working within outlook to working within teams?
All respect and appreciation to you for this wonderful effort. I hope you will provide more information about how to manage all stages of the project and its related operations.
Super helpful thank you! Is there a good way to correlate email correspondence with the project in teams? I tried the "Share to Teams" option but our company uses email a lot and the posts chat got messy very quickly. Thanks!
Great information. Ditto on the process video
You got it!
PROCESS PLEASE. Or maybe a mix is what I'm looking for. I run project I automotive which have duration of 2-3 years. And we are doing it... wait for it... in Excel. But the amount of information is huge. The planner would not handle it (as you mentioned on the video). Ms project? Addutional license is required. But it's not the case, people would not use it. I have been looking for a tool for quite a long time. To be honest, there are not many out of the box solutions on the market. I need a system to implement within MS365.
The new planner is more robust and basically can allow you (With a nominal cost) to have a project online experience with access to the rest of the team without the additional cost. Kind of a mid way to go with a lot more power.
Microsoft Lists is our preferred method for this. Just add as a tab in the channel
I personally use the new planner, with your situation I would dig into using the SharePoint didn't judge until you dig into it. He's a good video. ua-cam.com/video/PwrqPJrPop0/v-deo.htmlsi=vlIqkzlShG50lQHi
I use the current planner and if I were you with your project... If you dig in, the SharePoint site might be the way. B4 you judge watch a couple videos on it.
Sounds good! The short answer is similar to what others are saying - Planner Premium can get you a lot further than Planner Basic (unfortunately). Check that out first. Viva Goals does a good job encapsulating multiple Planner Premium boards and aggregating them into larger goals/objectives. Otherwise you can roll your own like Michael is suggesting with SP, though we would typically lean towards Power Apps/Model-Driven Apps/Dataverse, though that can get complex quickly.
An absolute ton of practical and valuable content! Thank you so much!! Looking forward to seeing more. Do you think there will ever be a way to focus on specific individuals in a channel without taking it private? Kind of like a team within a team.
Process would be huge!
Would love a video on processes too. Thank you.
Great suggestions! I use teams as a project hub, but I use the Tasks/planner differently. We use it as a suggestion box from staff. The buckets are Submission, approved, declined and parking lot. We assign tasks to staff once the Change Advisory Board approves the requests, with end dates, etc. Adding buckets that say to do, in progress, completed is redundant as that is in the task progress itself, and you can switch views to see it. Once the project is completed (on say a small Power app) - the team turns into the App hub. We add a home page for all the useful links, Power BI reports, and link to the app itself. The project files live in the project folder as part of the overall system. I like how well organized yours is, and I agree - One note makes things a bit complicated. I'm still playing with Loop. Sometimes meetings do not involve the whole team, so I'm looking into that.
What a great video! Please share the processes work as well!
Please cover processes! I do monthly bookkeeping for many clients and would love a way to track this!
Great video Emma and thank you for your tips!
A processes video would be so helpful!
Awesome , thanks for the sharing !
I like planner especially where there’s Gantt chart
Great overview. One thing I usually stress with my teams is that they should always work on the files, in the files section. They can open it in the app or desktop, but they should never download a copy, complete their edits, and then upload the edited copy because now they've created duplicates. Everyone can work on the same file, at the same time. One presentation suggestion, when you are displaying the TEAMS view in the video, move your photo over to the lower right corner. Having it on the left side is where most of what you are discussing is being displayed and the photo covered it up several times.
Good overview. I love that loop can store a planner component so you can manage from there or direct from planner or in teams.
Yes, agreed! Thank you.
I really like the loop functionality have you seen it being used for large complex projects? Is it best to use MS Project or can it be integrated to loop.
Loop's integration with Project or Planner premium is a bit lacking at the moment. I would view it as a "not yet" instead of "never", though.
I am interested in the processes. Great video!
Awesome! Thank you!
New to project management and would like to know if I need to create a new teams for each projects? Thank you
Re: Use of file link vs upload file in Loop - "The reasons for that are too long to get into here. But, are valid" 😅😂
This video covers an important gap very well. Thank you! I love Loop. I just wish it had more robust (read: "any real") Power Automate integration. Will check out TCR!
Include PROCESSES, Please! Excellent breakdown in this video. Thank you, Emma!
Great tips thank you! Qq: how would you manage the status reporting if you use kanban approach? And how would you incorporate RAID in the status update meetings? Thank you!
Very interested in a process video!
Got it on our list!
Some great ideas in here especially how to use Loop as the note taking app. Hopefully that gets integrated soon. One hang-up I have with tasks in my own Planner is knowing which channel it is originating from. Seeing "Planner" in the Plan column doesn't tell me much.
Best video so easy to follow, brilliant!
Have a happy new year Bulb Digital
You too! 🎉
I would love to see process please.
I will implement it!! Thank you. My main concern is about how to manage files when company has a general directory on a drive. I do not want to copy in Teams because it's very hard to keep last versions on teams, directory drives, etc. Did you find a workaround at this situation?
This was very nice to chew on. It does have me thinking. I work in a construction/design environment and our projects are highly variable. I’m curious what you might do differently if you were to organize multiple projects as a single channel. My team works on a large number of projects at once, and some of them are multi-month, or multi-year, but some of them only last a week or two. For the largest projects with multiple people involved in different aspects of it, especially cross-disciplinary ones, a single channel makes enough sense. Still, it seems almost counterproductive to spend the time to set up all of this for five different projects that will be quite short-term but would still benefit from task assignment. Would you just do a pared down version of this, or consider the management of those smaller projects as more of a process flow? Use a different tool? Thanks for your thoughts!
I definitely need an idea for tracking processes
Thank you this is very helpful
Excellent video - thanks!
thank for this video am trying to learn how to use microsoft planner for construction project how can you help me get started please
In a company environment I recommend using AD groups to create Teams sites so the team membership is managed through AD groups. Helps keep memberships up to date
Lovely walkthrough to the topic based discussions! Looking forward to the process one.
Question: I imagine within the Teams group, we cant create subplans for a smaller subset of the group? I wish Microsoft addressed this with the shared group concept backed with a planner.
Right, it's pretty flat functionality right now. If you have a subset working on a specific objective, you're likely best off creating their own team.
Thanks a lot for the video! Any idea when Microsoft will integrate properly Loop in Teams?
Please post a video on the process and tasks please! Thank you
Great video and info. Do you know if its possible when working inside an excel document to add tasks that show on todo. adding a loop component or similar inside the excel to keep track of lets say budget changes that need to happen.
A great video. Clear and consise. As an avid Onenote user, looks like it's time to change. And they say you can't teach an old dog new tricks. Isn't there an agenda template in loops, btw. Any reason for not using that? Thank you.
Planner thoughts... why creating buckets for status when there's a built in one, that also updates the status automatically?
Forgot to start off with. Nice video! Overall a good video coaching users on ways of running a project within Teams and parts off M365 👏🏻😊
Ha thank you! Yes, it can feel a little counter-intuitive, especially starting with this basic structure. I think where it comes from is we often find ourselves needing more states, like "In Test", "Approved", "In Production" etc., which naturally fall alongside the other statuses. So in this case we didn't go that far. But yes, if you're keeping it with those three simple states, it makes more sense to just view the buckets by status instead of creating additional buckets.
Awesome approach to projects, but we do also need the proceses workflow, please!
Thank you. Great content and well presented
Thanks David!
This was a great video! Really good ideas
You are amazing. Thanks for detailed orientation
I would love to see a processes video. Also one about working with creatives rather than traditional PM.
Not sure I see the Website app to add as a tab at the top. Is it version specific or perhaps is there a specific way to get it?
Thanks for this video, it's really interesting. Do you know how to add a list of 'subjects' (200+) to this workflow, where information about these subjects is organized into several categories? MS Lists is good, but it doesn't allow for tabs to separate different sections related to each subject.
Process please. Loved this video and set up a teams right away. I have been using teams and planner and loop but without connecting like this. Thank you.
Awesome, glad to hear it!
Very good video, thank you ! Can the setup of this project chanel in Teams be automated with Power Automate ?
Thank you for this great video. One issue I am facing with after setting a Teams channel I unable to reply to a specific message like I am able to in a normal channel. The reply option to a message seems to be missing. Does it need any config
There's lot of settings that can be configured for sure. In general I would view "posts" in Teams to be considered individual conversations. So to reply you're just contributing to the conversation, less an individual message. But yes, there is not a good way to quote or specify the specific message you're responding to within that conversation as far as I know.
Thank you for this video, it is really helpful! I have used Teams mainly for meetings but I'm really interested to set it up for work management. The process video would be super interesting!🤩 We have a team of about 10 people working with projects and processes. The set up of this video would fit really well for many of our projects. However, we also have tasks that are somewhere in between of projects and processes. For example, "repeating" troubleshooting tasks that still are unique and need many people. These "projects" are not long-lasting or really complex so it wouldn't make sense to create a new Team in Teams. I hope to see the process video and maybe after that can decide how to track these miniprojects too. 🙏
Thanks for the video. If I use planner for a few small projects, how can I see all my tasks in one place?
Good video. Question: Once the project ends / completed, what would be the process to save it or move the information to Sharepoint (as an example)?
This is a great question! The two terms related to this are Life Cycle Management and Records Retention.
Life Cycle Management is about how things are created, used, and then disposed of. Specific to Microsoft Teams, you can archive the team (which blocks updates to the Team and hides it from the default list of teams) or you can delete the Microsoft Team. support.microsoft.com/en-us/office/archive-or-restore-a-channel-53c46491-a265-4391-a2a7-001c5026c9e5
Records Retention is about creating/moving information from something that will be deleted into a more permeant location. We do this after our projects by identifying specific pieces of content that we want to start using across all of our projects. We then make that content generic and post it to our internal portal that will allow our whole team to use this new information.
The way you managed date could be cleaner. Meeting notes can be auto generated in 2 ways. When you create a meeting, you have the option to attach the meeting notes to the meeting, and when in a teams meeting, once you activate the meeting notes while in session. The auto generated meeting will show up under meeting notes on the left in your Loop, then you can drag that meeting under your Meetings folder.
Thanks for the feedback! We find the meeting notes integration to be a bit lacking, so we just roll our own until it's better.
Helpful video. What are your thoughts on creating Loop agendas *while drafting meeting invites* vs. the way you did it here (creating Loop meeting page first)? I've done the former which allows it to be easily viewed in Notes tab during meeting as well as the meeting recap content. However, I then have to add it as a component link to the Loop page (extra step).
Great callout - either are fine ways to approach it. Like you mentioned, there are pros/cons with both approaches. I personally don't like having to link to the loop page, so I prefer to create the page in Loop, in the proper workspace, and just screenshare or drop a link to the page in the chat. Using the Loop meeting notes is a great option though!
Thanks for the intro on this topic. A key part that's missing for me is the other "book end" - how to close out a project and save the key parts it for future reference. For small projects, a final (formal) written report isn't something often required. I've still found myself referring back to my project notes to answer a question 1-2 years later, or I'm unexpectedly asked to repeat the project in another setting again, years later. So, saving my project to a folder in OneDrive for reference is what I do currently. In my limited project management experience with Teams, this isn't possible.
This video is simple superb!! And yes, please do a processes video! ^_^
Great video. Do you leverage Microsoft Planner Premium? Do you recommend a Teams Group for each Project or would you ever have multiple projects in one Teams Group but in different channels?
How would you then manage communicating an overview of all projects to say a project board meeting without having to duplicate information into more places? ?
If you're looking to aggregate things, here's a few options:
- Manually create a dashboard of sorts in Loop (what we typically do for sharing with clients)
- Use a different tool like Harvest/Forecast (what we do to see all of our project needs)
- Upgrade to Planner Premium, which allows you to create auto-updating Power BI dashboards
- Check out Viva Goals, which allows you to track multiple Planner Premium boards and aggregate their status
Hello,
Is it possible to connect with "files" with sharepoint?
Are you referring to accessing the Files section of the Team from another SharePoint site?
ithank you!! it is really helpful information. Could you please, make another video only focuss using Project for the Web and the best practices using teams
Would love a process video. Like where to make the jump from a project to the point the associated tasks become a process.
Sounds good!
Very helpful
would be happy to get a processes video as well
Process video - yet another request if it wasn't already on your to do list :D
When you are doing examples of structure, i.e. the Loop folders with meeting names, maybe move the webcam in editing so that the structure is actually visible for us viewers :) I understand what you want to do with the 01.15.25 naming convention since I do the same (in OneNote), but someone who isn't aware can't see it. Could be easily fixed by briefly moving camera or even removing for 3 seconds to illustrate. Someone who isn't familiar with the convention might have missed the point here because it's hidden behind your cam.
I haven't picked up Loop yet- maybe when the teams integration actually works better :)
This is a great video. I have been here with Microsoft Teams for managing projects, but it is a mixed bag. While Microsoft has all of these features, the platform still feels clunky compared to the competition. Tools like Google Docs, Asana, Slack, Dropbox and Evernote feel more fluid and make collaboration outside of the organization feel effortless. I have never had sync issues with Evernote like I have with OneNote and I could say the same about other Microsoft tools. I am bold enough to admit that Microsoft leaves users with half baked services and quite a bit of confusion. For my organization, I have to collaborate with people across the globe and I have found that Microsoft make users feel exhausted.
Useful video Emma - please do create a "process" video and also "Planner Plus" video
Sounds good! Thanks
I'm at minute 9, and I already subscribed and liked this video. I'm in the process of researching this platform, and have researched other products as well. What is happening "out there" is that lots of software developers are jumping on the affiliates band wagon. Subsequently, you can literally watch three videos with almost identical content. Subsequently, a smaller percentage of videos overall are being produced by people (aka: the user base) who know what they're talking about. Keep up the good work Blub.
For Blub Digital, other than cost, is there a preferred approach to purchasing this software? Web accessed, or locally installed? Even though I envision it being used within WIFI accessible areas, please share your thoughts?
Thx,
Bill M.
Owner at Your Local Handyman Inc & Author of GET THREE QUOTES.
Thanks so much for this note! To get started with M365, we typically suggest businesses find a reputable IT Managed Services Provider to set it up for them. But if you're also able to go right to Microsoft to purchase www.microsoft.com/en-us/microsoft-365/buy/microsoft-365
As far as web vs local, if you can get by with the web browser versions of the software, that works just fine. I usually find myself defaulting to the native versions of the apps on my computer since they're just a little more feature rich.
Process version would be great!
Got it on our list!
Very informative video. Thanks
very helpful, thankyou!
Processes video please.
What is the easy way to prevent deleting the tasks in the MS planner by the members ?
The only way to get more controls around permissions and things like that is to use Planner Premium unfortunately. Otherwise good training and culture :)