10 Best Practices to Use SharePoint for Project Management
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.
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
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
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
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
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
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
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
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
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
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:
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.
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.
Need Help with SharePoint Project Management?
Schedule a free consultation with our SharePoint experts to discuss your project management needs.
Schedule Free Consultation