Office Online - Be reactive to changes Use Case

Discover how to enhance team responsiveness with 'Be Reactive to Changes'. In this video, you’ll learn to utilize Microsoft 365 tools like OneNote and Planner to capture and share meeting insights instantly. Improve your project management skills by organizing notes, adjusting tasks, and maintaining real-time communication. Don’t miss this chance to streamline collaboration and keep your team engaged!

  • 02:60
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Objectifs :

This document aims to outline effective strategies for real-time project tracking and collaboration using digital tools, emphasizing the importance of communication and shared resources in enhancing project efficiency.

Chapitres :

  1. Introduction to Real-Time Project Tracking
    In today's fast-paced work environment, staying updated on project developments is crucial. This section discusses the significance of real-time communication and how it can improve project efficiency. The use of digital tools allows team members to share information instantly, ensuring everyone is on the same page.
  2. Utilizing Mobile Technology for Communication
    During meetings, it is essential to communicate effectively. Instead of waiting to return to the office, team members can use their smartphones to share essential information in real time. This approach not only saves time but also keeps the team informed about ongoing discussions and decisions.
  3. Recording and Sharing Demonstrations
    To enhance understanding, demonstrations can be recorded during meetings. Colleagues who are unable to attend can view these recordings later. Incorporating video demonstrations into presentations, such as PowerPoint, adds value and relevance to the content being shared.
  4. Engaging New Participants
    As new participants join the project, it is vital to keep them informed. By adding them to the Yammer group, they can access real-time updates, project history, and relevant documents. This inclusion fosters collaboration and ensures that everyone is aware of the project's progress.
  5. Managing Shared Documents
    Shared document libraries play a crucial role in project management. By making certain documents available for editing or viewing, team members can collaborate effectively. This section emphasizes the importance of utilizing shared libraries to streamline communication and document management.
  6. Collaborating with Other Project Managers
    Sharing project responsibilities with other project managers can enhance collaboration. When both managers have equal rights, they can update project data and communicate effectively. This partnership allows for a more dynamic approach to project management.
  7. Leveraging Yammer for Real-Time Updates
    The private group feature in Yammer facilitates real-time information sharing. Team members can add attachments and updates, ensuring that everyone is informed. Additionally, opening the group to external participants can enhance collaboration and broaden the project's reach.
  8. Conclusion
    In conclusion, effective project tracking and collaboration are essential for success. By utilizing mobile technology, engaging new participants, managing shared documents, and leveraging platforms like Yammer, teams can enhance their efficiency and ensure that all members are informed and involved in the project.

FAQ :

What is the purpose of project tracking?

Project tracking helps ensure that a project is progressing as planned, allowing project managers to identify any delays or issues early and make necessary adjustments.

How can I collaborate in real-time with my team?

You can use tools like Yammer or other collaboration platforms to communicate instantly, share updates, and work on documents together, regardless of your location.

What are the benefits of using Yammer for project management?

Yammer allows for efficient communication, real-time updates, document sharing, and collaboration among team members, enhancing overall project management.

Can I share documents with external partners using Yammer?

Yes, you can create open groups in Yammer that allow external partners to join and access shared documents and project information.

How do I incorporate videos into my PowerPoint presentation?

You can embed videos directly into your PowerPoint slides by selecting the 'Insert' tab, choosing 'Video', and then selecting the video file you want to include.

Quelques cas d'usages :

Real-time Project Updates

During a project meeting, team members can use Yammer to post updates and share essential information in real-time, ensuring everyone is informed and engaged.

Collaborative Document Editing

Multiple project managers can access shared document libraries to edit project plans and reports simultaneously, improving collaboration and reducing the time needed for revisions.

Integrating Multimedia in Presentations

A project team can record a demonstration during a meeting and later incorporate the video into their PowerPoint presentation, enhancing the visual appeal and effectiveness of their communication.

Engaging External Stakeholders

By creating an open Yammer group, project managers can invite external stakeholders to participate in discussions and access project documents, fostering transparency and collaboration.

Glossaire :

Project Tracking

The process of monitoring and managing the progress of a project to ensure it stays on schedule and within budget.

Real-time Collaboration

Working together with team members simultaneously, regardless of their physical location, often using digital tools to communicate and share information instantly.

Yammer

A social networking service used for private communication within organizations, allowing employees to share information, collaborate, and stay updated on projects.

PowerPoint Presentation

A software application used to create visual presentations consisting of slides that can include text, images, videos, and other multimedia.

Shared Document Libraries

Centralized storage locations where documents can be stored, accessed, and edited by multiple users, facilitating collaboration.

Private Group

A restricted area within a platform like Yammer where only invited members can participate and share information.

Attachments

Files or documents that are added to messages or posts in digital communication platforms for sharing additional information.

résultat(s)
00:00:05
responsiveness is essential.
00:00:07
As a project manager,
00:00:09
you find yourself in a meeting with your client and want to immediately inform
00:00:13
your team of the discussed points without waiting to return to the office.
00:00:17
Here's how,
00:00:18
in a few quick steps,
00:00:19
you can collaborate in real time using Microsoft 365 tools.
00:00:25
Start by opening one note on your laptop,
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tablet,
00:00:28
or smartphone.
00:00:29
This tool allows you to efficiently capture key meeting information
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such as decisions made,
00:00:35
actions to be taken,
00:00:37
and deadlines to meet.
00:00:38
Be sure to organize your notes with clear titles
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and bullet points to facilitate later reading and understanding.
00:00:44
Good organization will help you remember everything
00:00:47
and convey accurate information to your team.
00:00:51
Once your notes are complete,
00:00:53
it's time to share them with your team without delay.
00:00:55
From one note,
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click the share button to generate a link to your notes.
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Copy this link and paste it into the team's channel dedicated to the project.
00:01:04
This way,
00:01:05
your team will instantly receive the essential information,
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allowing them to quickly react and start working on the discussed points.
00:01:12
Immediate sharing enhances collaboration and ensures
00:01:16
everyone is on the same page.
00:01:19
With the new information provided by the client,
00:01:21
it's likely that some tasks need to be added or updated.
00:01:25
Go to Microsoft Planner to adjust the project plan accordingly.
00:01:37
Add the new tasks identified or modify
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existing ones based on the received directives.
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Don't forget to assign these tasks to the
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relevant team members and set precise due dates.
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This ensures that everyone knows their responsibilities and deadlines,
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contributing to the smooth running of the project.
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If the client has handed you additional documents,
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it's important to make them available to your team without delay.
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Upload these documents to the files tab of
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the team's channel dedicated to the project.
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Centralizing resources this way allows the entire team to
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easily access them and collaborate effectively on shared documents.
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Additionally,
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this avoids multiple email exchanges and
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issues related to scattered file versions,
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ensuring optimal information management.
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To maintain smooth communication and ensure everyone is informed in real time,
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use it mentions in teams to specifically notify key team members.
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Encourage them to comment and ask questions directly in the dedicated channel.
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By maintaining a continuous flow of information,
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you enable each team member to act quickly
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and contribute effectively to the project's progress.
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This proactive interaction strengthens team cohesion
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and promotes better responsiveness to unforeseen events.
00:02:50
By fully leveraging OneNote and Microsoft Teams,
00:02:54
you transform your client meetings
00:02:56
into a real-time collaboration opportunities.

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résultat(s)
00:00:03
No mundo profissional de hoje,
00:00:05
a capacidade de resposta é essencial.
00:00:07
Como gestor de projeto,
00:00:09
encontra-se numa reunião com o seu cliente e quer informar imediatamente
00:00:13
a sua equipa dos pontos discutidos sem esperar para regressar ao escritório.
00:00:17
Veja como,
00:00:18
em poucos passos rápidos,
00:00:19
pode colaborar em tempo real utilizando as ferramentas do Microsoft 365.
00:00:25
Comece por abrir uma nota no seu computador portátil,
00:00:27
tablete,
00:00:28
ou smartphone.
00:00:29
Esta ferramenta permite-lhe captar de forma eficiente as principais informações da reunião
00:00:33
tais como as decisões tomadas,
00:00:35
acções a tomar,
00:00:37
e prazos a cumprir.
00:00:38
Organize as suas notas com títulos claros
00:00:41
e marcadores para facilitar a leitura e compreensão posteriores.
00:00:44
Uma boa organização vai ajudar-te a lembrar de tudo
00:00:47
e transmitir informações precisas à sua equipa.
00:00:51
Quando as suas notas estiverem completas,
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é hora de partilhá-los com a sua equipa sem demora.
00:00:55
A partir de uma nota,
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clique no botão de partilha para gerar um link para as suas notas.
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Copie este link e cole-o no canal da equipa dedicado ao projeto.
00:01:04
Deste modo,
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a sua equipa receberá instantaneamente as informações essenciais,
00:01:08
permitindo-lhes reagir rapidamente e começar a trabalhar nos pontos discutidos.
00:01:12
A partilha imediata aumenta a colaboração e garante
00:01:16
todos estão na mesma página.
00:01:19
Com a nova informação disponibilizada pelo cliente,
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é provável que algumas tarefas precisem ser adicionadas ou actualizadas.
00:01:25
Aceda ao Microsoft Planner para ajustar o plano do projeto em conformidade.
00:01:37
Adicionar as novas tarefas identificadas ou modificar
00:01:39
os existentes com base nas directivas recebidas.
00:01:42
Não se esqueça de atribuir estas tarefas ao
00:01:44
membros relevantes da equipa e definir datas de vencimento precisas.
00:01:47
Isso garante que todos conheçam as suas responsabilidades e prazos,
00:01:50
contribuindo para o bom funcionamento do projeto.
00:01:54
Se o cliente lhe tiver entregue documentos adicionais,
00:01:57
é importante disponibilizá-los à sua equipa sem demora.
00:02:00
Carregue estes documentos para o separador Ficheiros de
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o canal da equipa dedicado ao projeto.
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Centralizar os recursos desta forma permite que toda a equipa
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acede‑lhes facilmente e colabore eficazmente em documentos partilhados.
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Adicionalmente,
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isso evita várias trocas de e-mail e
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problemas relacionados com versões de ficheiros dispersos,
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assegurar uma gestão óptima da informação.
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Para manter uma comunicação suave e garantir que todos estejam informados em tempo real,
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use as menções nas equipas para notificar especificamente os principais membros da equipa.
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Incentive-os a comentar e fazer perguntas diretamente no canal dedicado.
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Mantendo um fluxo contínuo de informação,
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permite que cada membro da equipa aja rapidamente
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e contribuir eficazmente para o progresso do projeto.
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Esta interação proativa reforça a coesão da equipa
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e promove uma melhor capacidade de resposta a imprevistos.
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Aproveitando totalmente o OneNote e o Microsoft Teams,
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transforma as suas reuniões com clientes
00:02:56
numa oportunidade de colaboração em tempo real.

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résultat(s)
00:00:03
Nel mondo professionale di oggi,
00:00:05
la reattività è essenziale.
00:00:07
In qualità di project manager,
00:00:09
ti trovi in riunione con il tuo cliente e vuoi informarlo immediatamente
00:00:13
il tuo team sui punti discussi senza aspettare di tornare in ufficio.
00:00:17
Ecco come,
00:00:18
in pochi e rapidi passaggi,
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puoi collaborare in tempo reale utilizzando gli strumenti di Microsoft 365.
00:00:25
Inizia aprendo una nota sul tuo laptop,
00:00:27
tablet,
00:00:28
o smartphone.
00:00:29
Questo strumento consente di acquisire in modo efficiente le informazioni chiave sulle riunioni
00:00:33
come le decisioni prese,
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azioni da intraprendere,
00:00:37
e scadenze da rispettare.
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Assicurati di organizzare i tuoi appunti con titoli chiari
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ed elenchi puntati per facilitare la lettura e la comprensione successive.
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Una buona organizzazione ti aiuterà a ricordare tutto
00:00:47
e trasmetti informazioni accurate al tuo team.
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Una volta che i tuoi appunti sono completi,
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è il momento di condividerli con il tuo team senza indugio.
00:00:55
Da una nota,
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fai clic sul pulsante di condivisione per generare un link alle tue note.
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Copia questo link e incollalo nel canale del team dedicato al progetto.
00:01:04
In questo modo,
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il tuo team riceverà immediatamente le informazioni essenziali,
00:01:08
permettendo loro di reagire rapidamente e iniziare a lavorare sui punti discussi.
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La condivisione immediata migliora la collaborazione e garantisce
00:01:16
tutti sono sulla stessa pagina.
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Con le nuove informazioni fornite dal cliente,
00:01:21
è probabile che alcune attività debbano essere aggiunte o aggiornate.
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Vai a Microsoft Planner per modificare di conseguenza il piano del progetto.
00:01:37
Aggiungi le nuove attività identificate o modifica
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quelli esistenti in base alle direttive ricevute.
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Non dimenticate di assegnare questi compiti al
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membri del team pertinenti e stabilisci scadenze precise.
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Ciò garantisce che tutti conoscano le proprie responsabilità e scadenze,
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contribuendo al buon funzionamento del progetto.
00:01:54
Se il cliente ti ha consegnato documenti aggiuntivi,
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è importante metterli a disposizione del tuo team senza indugio.
00:02:00
Carica questi documenti nella scheda file di
00:02:03
il canale del team dedicato al progetto.
00:02:06
Centralizzare le risorse in questo modo consente all'intero team di
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accedervi facilmente e collaborare efficacemente su documenti condivisi.
00:02:13
Inoltre,
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ciò evita più scambi di email e
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problemi relativi alle versioni sparse dei file,
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garantendo una gestione ottimale delle informazioni.
00:02:22
Per mantenere una comunicazione fluida e garantire che tutti siano informati in tempo reale,
00:02:26
usa le sue menzioni nei team per informare in modo specifico i membri chiave del team.
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Incoraggiali a commentare e porre domande direttamente nel canale dedicato.
00:02:35
Mantenendo un flusso continuo di informazioni,
00:02:38
consenti a ciascun membro del team di agire rapidamente
00:02:40
e contribuisci efficacemente all'avanzamento del progetto.
00:02:44
Questa interazione proattiva rafforza la coesione del team
00:02:47
e promuove una migliore reattività agli imprevisti.
00:02:50
Sfruttando appieno OneNote e Microsoft Teams,
00:02:54
trasformi le riunioni con i tuoi clienti
00:02:56
in opportunità di collaborazione in tempo reale.

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résultat(s)
00:00:03
В современном профессиональном мире
00:00:05
Важнейшее значение имеет оперативность.
00:00:07
Как руководитель проекта,
00:00:09
вы находитесь на встрече со своим клиентом и хотите немедленно сообщить об этом
00:00:13
вашей команде обсужденные моменты, не дожидаясь возвращения в офис.
00:00:17
Вот как,
00:00:18
за несколько быстрых шагов
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вы можете сотрудничать в режиме реального времени с помощью инструментов Microsoft 365.
00:00:25
Начните с открытия одной заметки на своем ноутбуке,
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планшет,
00:00:28
или смартфон.
00:00:29
Этот инструмент позволяет эффективно собирать ключевую информацию о собраниях
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например, принятые решения,
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действия, которые необходимо предпринять,
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и сроки, которые необходимо соблюсти.
00:00:38
Обязательно упорядочивайте заметки с четкими заголовками
00:00:41
и маркеры, облегчающие последующее чтение и понимание.
00:00:44
Хорошая организация поможет вам все запомнить
00:00:47
и передайте точную информацию своей команде.
00:00:51
Как только ваши заметки будут готовы,
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Пришло время незамедлительно поделиться ими со своей командой.
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Судя по одной заметке,
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нажмите кнопку «Поделиться», чтобы создать ссылку на свои заметки.
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Скопируйте эту ссылку и вставьте ее в канал команды, посвященный проекту.
00:01:04
Таким образом,
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ваша команда мгновенно получит необходимую информацию,
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что позволит им быстро отреагировать и приступить к работе над обсуждаемыми вопросами.
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Немедленный обмен информацией улучшает сотрудничество и обеспечивает
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все на одной волне.
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С новой информацией, предоставленной клиентом,
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вполне вероятно, что некоторые задачи необходимо добавить или обновить.
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Перейдите в Microsoft Planner, чтобы соответствующим образом скорректировать план проекта.
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Добавьте новые идентифицированные задачи или измените
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существующие на основе полученных директив.
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Не забудьте поручить эти задачи
00:01:44
соответствующим членам команды и назначьте точные сроки выполнения.
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Это гарантирует, что все знают свои обязанности и сроки,
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способствуя бесперебойному выполнению проекта.
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Если клиент передал вам дополнительные документы,
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важно безотлагательно предоставить их вашей команде.
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Загрузите эти документы на вкладку «Файлы»
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канал команды, посвященный проекту.
00:02:06
Такая централизация ресурсов позволяет всей команде
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легкий доступ к ним и эффективная совместная работа над общими документами.
00:02:13
Кроме того,
00:02:14
это позволяет избежать нескольких обменов электронной почтой и
00:02:16
проблемы, связанные с разбросанными версиями файлов,
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обеспечение оптимального управления информацией.
00:02:22
Для обеспечения бесперебойной связи и информирования всех в режиме реального времени,
00:02:26
используйте упоминания об этом в командах, чтобы специально уведомить ключевых членов команды.
00:02:31
Поощряйте их оставлять комментарии и задавать вопросы прямо на специальном канале.
00:02:35
Поддерживая непрерывный поток информации,
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вы даете возможность каждому члену команды действовать быстро
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и вносите эффективный вклад в развитие проекта.
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Такое активное взаимодействие укрепляет сплоченность команды
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и способствует более эффективному реагированию на непредвиденные события.
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В полной мере используя OneNote и Microsoft Teams,
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вы трансформируете встречи с клиентами
00:02:56
в возможности совместной работы в режиме реального времени.

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résultat(s)
00:00:03
En el mundo profesional actual,
00:00:05
la capacidad de respuesta es esencial.
00:00:07
Como director de proyectos,
00:00:09
se encuentra en una reunión con su cliente y quiere informar de inmediato
00:00:13
su equipo de los puntos discutidos sin esperar a volver a la oficina.
00:00:17
He aquí cómo,
00:00:18
en unos pocos pasos rápidos,
00:00:19
puedes colaborar en tiempo real con las herramientas de Microsoft 365.
00:00:25
Empieza por abrir una nota en tu portátil,
00:00:27
tableta,
00:00:28
o smartphone.
00:00:29
Esta herramienta le permite capturar de manera eficiente la información clave de la reunión
00:00:33
como las decisiones tomadas,
00:00:35
acciones a tomar,
00:00:37
y plazos a cumplir.
00:00:38
Asegúrate de organizar tus notas con títulos claros
00:00:41
y viñetas para facilitar la lectura y la comprensión posteriores.
00:00:44
Una buena organización le ayudará a recordarlo todo
00:00:47
y transmita información precisa a su equipo.
00:00:51
Una vez que tus notas estén completas,
00:00:53
es hora de compartirlas con tu equipo sin demora.
00:00:55
De una nota,
00:00:56
haz clic en el botón de compartir para generar un enlace a tus notas.
00:01:00
Copia este enlace y pégalo en el canal del equipo dedicado al proyecto.
00:01:04
De esta manera,
00:01:05
tu equipo recibirá al instante la información esencial,
00:01:08
permitiéndoles reaccionar rápidamente y empezar a trabajar en los puntos discutidos.
00:01:12
El intercambio inmediato mejora la colaboración y garantiza
00:01:16
todo el mundo está en sintonía.
00:01:19
Con la nueva información proporcionada por el cliente,
00:01:21
es probable que sea necesario añadir o actualizar algunas tareas.
00:01:25
Ve a Microsoft Planner para ajustar el plan del proyecto en consecuencia.
00:01:37
Agregue las nuevas tareas identificadas o modifíquelas
00:01:39
las existentes basadas en las directivas recibidas.
00:01:42
No olvide asignar estas tareas a
00:01:44
miembros relevantes del equipo y establezca fechas de entrega precisas.
00:01:47
Esto garantiza que todos conozcan sus responsabilidades y plazos,
00:01:50
contribuyendo al buen funcionamiento del proyecto.
00:01:54
Si el cliente le ha entregado documentos adicionales,
00:01:57
es importante que los pongas a disposición de tu equipo sin demora.
00:02:00
Sube estos documentos a la pestaña de archivos de
00:02:03
el canal del equipo dedicado al proyecto.
00:02:06
Centralizar los recursos de esta manera permite a todo el equipo:
00:02:09
acceda fácilmente a ellos y colabore de forma eficaz en los documentos compartidos.
00:02:13
Además,
00:02:14
esto evita múltiples intercambios de correo electrónico y
00:02:16
problemas relacionados con las versiones de archivos dispersas,
00:02:18
garantizar una gestión óptima de la información.
00:02:22
Para mantener una comunicación fluida y garantizar que todos estén informados en tiempo real,
00:02:26
utilice las menciones en los equipos para notificar específicamente a los miembros clave del equipo.
00:02:31
Anímalos a comentar y hacer preguntas directamente en el canal dedicado.
00:02:35
Al mantener un flujo continuo de información,
00:02:38
permites que cada miembro del equipo actúe con rapidez
00:02:40
y contribuye eficazmente al progreso del proyecto.
00:02:44
Esta interacción proactiva fortalece la cohesión del equipo
00:02:47
y promueve una mejor capacidad de respuesta ante los imprevistos.
00:02:50
Al aprovechar al máximo OneNote y Microsoft Teams,
00:02:54
transformas las reuniones de tus clientes
00:02:56
en oportunidades de colaboración en tiempo real.

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