Smart Process Automation for Better Teamwork

Microsoft 0ffice 365 services include a wide range of different productivity and planning tools. Users can combine these to optimize their individual work and planning processes, enabling them to advance digital transformation and replace manual and obsolete processes.

Below, you will find an example of how a collaboration platform can improve team collaboration. You can recreate this solution automatically at the click of a mouse and as often as you wish. You can also adapt it to your requirements, as it exclusively comprises Microsoft Cloud services that are combined and integrated with each other.

Centralized Hub with All Tools and Information

The solution’s objective is to create a centralized hub for teamwork that integrates various Office 365 applications and services. It ensures that all team members can find all the tools and information relevant to them in one centralized place.

With the highest level of process automation, the solution can:

  • Support managers when they are putting together a team
  • Provide all the necessary tools for the team members’ collaboration.

This collaboration platform is particularly well suited to program management, project management and task management combined with meeting documentation.

YOUR BENEFITS

How You Benefit from an Office 365 Collaboration Platform

  • Optimize your processes: map, automate and centralize processes, saving you time and facilitating collaboration
  • Increase visibility: centralized data gives you a complete overview of your process and speeds up report creation 
  • Leverage the potential: when used right, a smart combination of Office 365 tools usually means you will not need any other tools
  • Use standardized technology: Office 365 solutions are quick to configure, reliable to work with and based on standardized technologies. There is no need for customized development
  • Protect your investments: Microsoft tools provide security for the future, not least due to an extensive global partner network

Modules of the Office 365 Collaboration Solution

The following is a brief description of the modules shown in the above figure.


Microsoft PowerApps: project definition

An authorized person starts by creating a new project using a (mobile) app. They enter the project name, project owner and team members. A workflow-based approval process can be integrated if required. An Office 365 group containing the various elements is created automatically.


Microsoft Teams: the centralized hub

The solution automatically creates a team in Microsoft Teams. This is the central hub for team members to communicate and collaborate. They can navigate through all the functions and services using the tabs, ensuring they have centralized access to all the tools. For example, they can open the Microsoft Project website and the schedule directly within Teams.


Microsoft SharePoint: grouping information

The solution automatically creates an Office 365 group in Microsoft SharePoint along with the project site. It includes a document library and saving options for documents that users need to access frequently.


Microsoft OneNote: documenting meetings and more

Microsoft OneNote is set up automatically and enables users to create reports and notes on meetings in a structured way. They can easily manage texts, graphics, images, lists and multimedia files.


Microsoft Planner: managing tasks

Integrated in the solution, Microsoft Planner enables users to create and manage their tasks. These are divided into groups called buckets (as with Kanban logic). Users can also synchronize their tasks with other Office 365 tools, such as Outlook.


Microsoft Power BI: creating reports

The reporting functions in Microsoft Planner are limited. However, by integrating Power BI, the Planner data can be visualized in modern, meaningful and interactive reports.


Microsoft Flow: workflows in the background

Microsoft Flow is a cloud tool with which users can create and automate workflows across the various tools and services. It acts as the connecting element between the modules described above.


Project Online: optional project integration

If users need a powerful tool for project management, the solution can be extended to include Project Online. This enables them to import tasks from the project plan into Planner, where they can be planned in detail and managed. The resulting data is copied back into Project Online.


Reliable Implementation of your Office 365 Solution

TPG The Project Group’s solution consulting is focused on processes and applications for:

  • Collaboration
  • Project management
  • Portfolio management
  • Resource management

If you need support, TPG specialists can help you choose the solution that is right for you and assist with its implementation. That way, you will get exactly the right combination of Office 365 services for your project situation.

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