EPC Group Logo
G2 Leader Awards - Business Intelligence Consulting
BlogContact
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌
‌

EPC Group

Enterprise Microsoft consulting with 28+ years serving Fortune 500 companies.

(888) 381-9725
contact@epcgroup.net
4900 Woodway Drive - Suite 830
Houston, TX 77056

Follow Us

Solutions

  • All Services
  • Microsoft 365
  • AI Governance
  • Migrations
  • Microsoft Copilot
  • Dynamics 365
  • Teams vs Slack

Power BI

  • Dashboard Guide
  • Gateway Setup
  • Premium Features
  • Lookup Functions
  • Power Pivot vs BI
  • Treemaps Guide
  • Dataverse

Company

  • About Us
  • Case Studies
  • Blog
  • Resources
  • Contact

Microsoft Teams

  • Teams Questions
  • Teams Healthcare
  • Task Management
  • PSTN Calling
  • Enable Dial Pad

Azure & SharePoint

  • Azure Databricks
  • Azure DevOps
  • Azure Synapse
  • SharePoint MySites
  • SharePoint ECM
  • SharePoint vs M-Files

Comparisons

  • M365 vs Google
  • Databricks vs Dataproc
  • Dynamics vs SAP
  • Intune vs SCCM
  • Power BI vs MicroStrategy

Legal

  • Sitemap
  • Privacy Policy
  • Terms
  • Cookies

© 2026 EPC Group. All rights reserved.

SharePoint Project Management

Best practices from 5,200+ implementations

Back to Blog
SharePointProject ManagementBest Practices

10 Best Practices to Use SharePoint for Project Management

Errin O'Connor
December 15, 2025
12 min read

With over 5,200+ SharePoint implementations across Fortune 500 companies, healthcare systems, and government agencies, we've identified the practices that separate successful project management deployments from chaotic file shares. This guide shares the enterprise-proven strategies our consultants use every day.

Why SharePoint for Project Management?

SharePoint offers enterprise-grade security, deep Microsoft 365 integration, and the flexibility to adapt to any project methodology. Unlike standalone PM tools, SharePoint integrates your documents, tasks, communication, and reporting in one governed platform.

1

Create a Structured Site Architecture

Design a logical hierarchy using hub sites and associated sites to organize projects by department, client, or project type.

Implementation Tips:

  • Use hub sites for major business units or client portfolios
  • Create consistent subsites for individual projects
  • Implement naming conventions (e.g., PRJ-[ClientCode]-[ProjectName])
  • Set up navigation that mirrors your project hierarchy
2

Leverage Document Libraries with Metadata

Go beyond folder structures by using metadata columns to categorize, filter, and find project documents quickly.

Implementation Tips:

  • Add columns for Project Phase, Document Type, and Status
  • Create views based on metadata (Active Documents, By Phase)
  • Use content types for different document templates
  • Enable version history for audit trails
3

Implement Task Management with Microsoft Lists

Replace spreadsheet-based tracking with Microsoft Lists integrated into your SharePoint sites for real-time project visibility.

Implementation Tips:

  • Create task lists with assignee, due date, priority, and status
  • Use Board View for Kanban-style project management
  • Set up conditional formatting to highlight overdue tasks
  • Integrate with Outlook for email notifications on changes
4

Automate Workflows with Power Automate

Eliminate manual processes by automating document approvals, notifications, and task assignments.

Implementation Tips:

  • Create approval flows for project documents and change requests
  • Set up automatic notifications for milestone deadlines
  • Automate status updates when tasks are completed
  • Build flows to move documents through project phases
5

Establish Governance and Permissions

Protect sensitive project information with proper security groups and permission levels.

Implementation Tips:

  • Create security groups for each project role (PM, Team, Stakeholders)
  • Use permission inheritance strategically
  • Implement sensitivity labels for confidential documents
  • Conduct quarterly access reviews
6

Use Project Dashboards for Visibility

Create visual dashboards using SharePoint web parts and Power BI to give stakeholders instant project status.

Implementation Tips:

  • Embed Power BI reports on project home pages
  • Use List web parts with conditional formatting
  • Create executive summary pages with KPIs
  • Include recent activity and news feeds
7

Integrate with Microsoft Teams

Connect SharePoint sites to Teams channels for seamless collaboration and communication.

Implementation Tips:

  • Create a Team for each major project with linked SharePoint site
  • Use Teams channels for project phases or workstreams
  • Add SharePoint document libraries as tabs in Teams
  • Use Planner for daily task management within Teams
8

Standardize with Site Templates

Create reusable project site templates to ensure consistency and reduce setup time for new projects.

Implementation Tips:

  • Design templates for different project types (IT, Marketing, Construction)
  • Include standard document libraries, lists, and pages
  • Pre-configure permissions and navigation
  • Use PnP provisioning for complex templates
9

Enable Notifications and Alerts

Keep team members informed of important changes without overwhelming them with unnecessary notifications.

Implementation Tips:

  • Set up alerts for document library changes
  • Use @mentions to notify specific team members
  • Configure weekly digest emails for project activity
  • Create custom notification flows for critical updates
10

Track Project Milestones and Deliverables

Create dedicated lists for milestones and deliverables with clear ownership and deadlines.

Implementation Tips:

  • Use Timeline view for milestone visualization
  • Link deliverables to related documents
  • Set up automatic milestone completion notifications
  • Create milestone reports for stakeholder updates

Real-World Results

When implemented correctly, these SharePoint project management practices deliver measurable results:

40%
Faster project completion
60%
Reduction in email volume
75%
Improved document findability

Common Mistakes to Avoid

  • Using deep folder structures instead of metadata
  • Granting "Everyone" access instead of proper security groups
  • Not establishing naming conventions before go-live
  • Ignoring mobile experience for field teams
  • Creating one-off sites without templates

Getting Started

The key to SharePoint project management success is starting with a pilot project. Choose a medium-complexity project, implement these best practices, gather feedback, and refine your templates before rolling out organization-wide.

EPC Group has helped organizations from 50 to 50,000 users transform their project management with SharePoint. Our consultants can assess your current state, design your target architecture, and guide your implementation.

EO

Errin O'Connor

Founder & CEO, EPC Group

Microsoft Press bestselling author with 28+ years of enterprise consulting experience. Led 5,200+ SharePoint implementations across Fortune 500 companies.

Related Articles

SharePoint Intranet Design Best Practices

Learn how to design engaging SharePoint intranets that drive employee adoption.

SharePoint Migration Services

Zero-downtime migration strategies for enterprises of all sizes.

Need Help with SharePoint Project Management?

Schedule a free consultation with our SharePoint experts to discuss your project management needs.

Schedule Free Consultation