Are you thinking about making a SharePoint site
for your project?
Ah, well, I love SharePoint sites.
I'm a big believer in them for continuity, for your team,
for projects and in this video, I'm going to share with you
how to make a SharePoint site for projects
that's going to keep your team connected.
And if you also need help to build the right skills
and mindset for projects, well, don't go any further
'cause I actually have a free webinar
that really shares the essentials that you need to know
to be successful for projects and it's free.
And the link is underneath video just for you.
Hi, if you're new here, welcome.
My name is Adriana Girdler, and you have landed
on the best practical project management channel
out there in YouTube world, my personal opinion.
But on that note,
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'cause it tells YouTube we're doing a really good job.
Now let's get to how to build a project SharePoint site.
Let's go.
Why make a SharePoint site for projects?
It's really simple.
It is your one stop shop for everything you need
on a project.
And what I love about it and I direct people to all the time
is when you get bombarded with emails,
like I need this, I need that, all you have to do
is give them the link to your SharePoint site
and sure they have access.
And they can get it all themselves.
You're teaching people how to fish.
And that is really important.
You're not the one who is giving
or trying to control everything.
So really critical, great for communication
and great for version control too.
How to create a SharePoint site.
You know what?
Let's just hop on my computer and get right to it.
So to create a SharePoint site,
you need to have access to Office 365.
And depending on your organization,
you may have to reach out to your IT department
to create one for you.
Or if you have access to your Office 365 homepage,
you can do it yourself.
So let's check out that option.
You're going to go to your Office homepage
and you're going to click on these nine dots.
When you do that, it's gonna take you to some other
Microsoft 365 products and you want to click on SharePoint.
When you do that, you're going to get to the SharePoint site
and you're going to click on create site.
When you do that, it's going to take you to two options.
Click on the team site,
'cause this allows for you to upload the documents,
you know who's in it, you can track resourcing,
it really is the best way to do it.
Once you've done that, you're going to add your site name
whatever it's going to be.
Usually your project name and the site description
and you're going to click next.
And upon that you have an option of adding members.
I recommend highly do not add members here,
add them after you're done the site.
Why? Because they're going to get a notification
of being added to a site which you haven't even started yet.
So you want to do that last.
And once that's done, you now have your SharePoint site
and you as you only member.
So now let's go into how we now clean this up
to make it an actual project SharePoint site.
Now that you have your SharePoint site,
you can see everything that you're given.
But this is not going to solve your needs.
You need to customize it.
So in order to do that,
we always go to this edit section here,
we're going to click on edit.
And upon clicking on the edit,
we're now going to delete some stuff
because there's no need for us to have this.
So I click on here,
you can see there's a little garbage can,
I'm going to delete that web part, I'm gonna delete this
one, I'm going to get everything nice and clean
and I don't need any of this.
So what you should now get is a plain site.
I'm also going to turn off the comments.
I personally don't like that.
And I'm going to close that out.
And now you can see I've deleted everything.
So what does that mean? When I republish it?
It means we actually have nothing on the site.
Okay, so now that it's plain, you have lots of options here.
The first thing you want to do
is you want to always go into the edit and in the edit,
you're going to see the framework of a SharePoint site.
And it's sections,
and within this section you have these web parts.
And when you click on the plus sign,
you can see some of the most frequently used that I use here
which is my top line.
And then you have a whole bunch of other options.
I highly recommend you play around with this.
You'll see what's going to work for you.
Every project is different,
every project manager is different
and I'll give you really good idea as to what you want to
add. But I always say the first thing you need to do
is you need to welcome people to your project site.
So I always make my first one text.
And I always say, welcome to project.
We're going to call this MAPS
'cause that's the acronym of this project.
Welcome to project MAPS.
And then sometimes I'll even do your, oops.
So let me spell here.
Your one stop shop
for all your project needs.
For some people, you need to educate them
that this is where they have to go.
So what I want to do now
is I'm going to go and make this a header
'cause I really want it to pop
and your one stop shop, am I happy with that?
Yeah, I'm okay with that.
So what I want to do now is I want to center,
that I'm going to center this
and I'm feeling pretty good with that.
So to me, that's good. So I'm going to republish that.
And that now gives you an idea
as to your section of your title.
Okay, so now we have a title, but you know what?
I want to fool around with this a little bit more.
I just realize I want to put in a scope statement
right beside here 'cause that's something my team
is always going to be questioning.
So I'm going to go to edit and what do I do?
I already made this a single section.
So I'm going to go over here and I'm going to click
and I'm going to make this two columns.
Oops. I wanted to do this one.
Here we go.
Make that two columns
and I'm going to delete this one above 'cause I don't need
it. You can see sometimes you kind of have to do double
clicking so what am I going to do here?
I'm now going to go to my frequently used
and I'm going to go scope, project scope statement, do a
enter and I'm going to go over to my charter
and I'm going to do a cut and paste Control + C
and I'm going to go right over here and make that a paste.
Now like always, I like to do a little bit of a header,
so I'm going to do that.
And I think I'm gonna make this slightly smaller
because I don't want it to pop out as much.
There we go.
So now I'm going to republish that. I'm really happy with
that. Now I got welcome to project MAPS, project scope
statement. Now I wanna start doing some additional
documentation by linking some things to actual project
documents. Now the one thing I recommend
is you actually go into documents first
and you download all of the documents that you need.
So I've already done that.
I've gone into this folder
and I've added some documents that I know for sure
I want people to do, but I'm going to show you how to do
this. So when you get in here,
'cause I have one more folder I want to add,
I want to add a folder, I'm going to call it charter.
And what you can't see is I actually have my charter
and I'm going to swing it over here and drop and drag
or drag and drop and put it into this document here, right?
This folder.
So you may be asking Adriana,
why are you doing folders for everything?
Well, it keeps it neat.
Uh And it's really important too, for some documents,
you're not going to want to link to the actual document.
For example, if we go into our project plan
and this project plan
may be something that gets updated constantly.
If I link to the actual document,
then every single time I update it,
it's going to break the link on my homepage.
When I add all and you'll see everything in a moment.
That's why you always want to, in my personal opinion,
create folders, link things to a folder
so that the folder opens up
and then people will have to do one more click
in order to get to the actual document.
But it's going to save you the long run
of having to manage broken links.
So now that you've dumped all your documents,
we're going to now go over and create the next element.
Now let's go back to edit.
When you go back to edit, you want to do your section.
I'm good with the one.
I want to now add my hero. I really like heroes.
And basically it's a visualization
of your key documents with links.
That's why I told you to do the documents before
because now we're going to select a link
and you already have everything on your site.
Now, one thing I find is there's little nuances
when it comes to linking stuff.
And if you want to link a folder,
I find you actually have to go to the actual URL.
So I usually create two sites. Hm-hm, do you see that?
And I want to do this charter.
So now that I clicked on that charter, I have a URL.
So I'm going to do Control + C, go back here.
I'm going to upload from a link, Control + V,
it's going to say add.
And now I have a link right there.
And it naturally does a picture for me.
So when I want to now share with you
is how do I change this up
and how do I get more information?
So each box will have its own little edit
and you can see there's the link.
I'm going to call this, this box is a project charter.
And I have some options here. I want my background image.
I could use a custom image.
And if I scroll down here, I can change that custom image
by, again, going into stock images.
That's a nice thing about SharePoint,
they have some stock images.
So maybe what I want to do here is I maybe want to do a
theme, let me do maybe, I'll do a modern theme, why not?
And I'm going to use that white one.
And again, you can do whatever you want.
So now that's project charter.
There's nothing else here that I really feel is necessary
and I'm basically done that.
Now with the magic of the internet and YouTube and video,
I'm going to pre-populate all these for you.
So now we have everything populated in our hero.
You can see we have the charter and as I click over here,
it goes directly to the folder charter
with the document here.
And as I said, if you ever were to change the name
or add a date to it, you're in the folder,
that's what you've linked to,
you haven't linked to the document.
And if you want to go into the document, then here you go.
You click on it and it's there and everybody can access it.
It really is the thing of beauty.
And this is actually an example of the project SLAY charter
that you get in my online course, SLAY project management.
So if we want to move back, I'm gonna go back home
and you can see everything else.
Now here's something to take note.
You may not have all the documents that you need,
but you want to set up your site.
So I just do a document place card holder document,
which is literally that it's saying this document
is just a place card holder
until I construct and finalize the document that I need.
So that's just a little FYI for you.
Now let's go back to the home and let's go back to edit.
And let's now talk about some other sections
that I would add in here.
I definitely want to add another section
that is going to be two columns.
And I really like, I'm going to go here for the A portion
because it's text and what I'm going to add over here
are some things that I currently do on my side,
which is some project highlights
and I'm going to do a little copy and paste from another
thing, say from another screen, put it in here.
So I like this.
So it allows me to highlight some project things
that are coming down the pike if you like to do that,
or you may want to do, which is what I really like to do,
I'm going to go for here as a text.
And again, I'm going to cut and paste it.
I love team expectations.
I like to get very clear on that
and I like putting it in here because now my team knows.
So here I have these two sort of side by side.
And if you're like Adriana, this is so different.
How can I make it the same so it looks really good?
Not a problem. See how that's header one.
I'm going to make sure that this is header one as well.
And it wasn't, it was under normal.
So now see how they're both big.
And now they're both actually have the information
that I need.
So I'm going to republish that so you can see it.
And wow, this site is really coming together.
I got my welcomes, my project scope statement.
I have all of my key documentations already uploaded
and I have links to them
so that people can easily access it.
And you can see, this is what's really nice.
It's very visual and it's pretty, let's be honest.
Then I have project highlights,
some project team expectations.
I could add more to this.
Again, very simply go to the edit the section,
pick the web part that you want.
Now, what you could also do here
is let's now go back to edit
and let's kind of color code everything
'cause I like to break it up.
And so I'm going to go over.
Here to this section, I got my section part.
You notice the colors here.
If I were to change my theme
and my theme right now is green, I would now republish that.
And you can see how coming to this site,
it really pops out.
Welcome to project MAPS, project scope statement.
Here's my hero.
I could leave this white here
or I may want to change it up as well,
which I think I'm going to.
And I'm now, I think I make that light green
just so there's some nice.
Just really cuts it,
it cuts it in a nice way.
It just makes it look pretty.
So there you go, there is your very basic
beginning of a project SharePoint site
that you can update, change, move around,
figure out what you need to do
and everybody has access to everything.
So I highly highly recommend this.
Don't forget to save your free seat
on my project management webinar
that I talked about at the beginning of this video.
It is so worth it, you're going to love it and it's free.
So check it out. Link is under this video.
See you next time.