Skype for Business - Organize meetings for new projects Use Case

Struggling to kick off a new project without your client's presence? Discover how to effectively organize meetings and streamline collaboration with Microsoft 365 tools! This video covers practical strategies for project management, ensuring every team member is aligned and on track, regardless of availability. Transform challenges into opportunities for success!

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Objectifs :

This document outlines the essential steps and strategies for effectively managing a project kickoff meeting, particularly when faced with challenges such as client availability. It emphasizes the importance of clear communication, task distribution, and the use of digital tools to enhance collaboration and project oversight.


Chapitres :

  1. Introduction to Project Kickoff Meetings
    A project kickoff meeting is crucial for aligning all stakeholders and setting the stage for successful project execution. As a project manager, it is your responsibility to ensure that this meeting occurs, even when faced with logistical challenges such as a client's unavailability.
  2. Addressing Client Availability Issues
    When your client cannot attend the kickoff meeting in person, consider alternative methods to engage them. This may include: - Scheduling a web conference to facilitate remote participation. - Ensuring that all necessary information is shared in advance to keep the client informed.
  3. Setting Up the Project in Project Online
    Before the project begins, create a new project in the Project Online application. Key steps include: - Tagging the project with clear specifications of tasks to be completed. - Distributing work among colleagues while adhering to deadlines to maintain the project schedule. - Utilizing visual tools to monitor progress and identify potential issues early.
  4. Conducting the Kickoff Meeting
    During the kickoff meeting, ensure all stakeholders are present, either in person or via web conference. Follow these steps: - Welcome participants and encourage idea sharing. - Use tools like Skype Whiteboard for brainstorming sessions to capture ideas efficiently. - Share a Gantt chart to provide a visual representation of the project timeline.
  5. Utilizing Presentation Tools
    To summarize the information discussed, prepare a PowerPoint presentation that encapsulates key points. This presentation should be shared with all participants to ensure everyone is on the same page. Additionally, allow other stakeholders to contribute by assigning them roles, such as presenter, to foster collaboration.
  6. Benefits of Project Online Tools
    Using Project Online for project management offers several advantages: - Clear delineation of tasks and resources minimizes the risk of errors. - Enhanced control over project progress ensures that deadlines are met. - Web conference tools enrich meetings, facilitating seamless communication and collaboration.
  7. Conclusion
    Effective project management requires proactive planning and the ability to adapt to challenges. By leveraging digital tools and fostering open communication, project managers can ensure successful project kickoff meetings and set a solid foundation for project execution.

FAQ :

What is the purpose of a project kick-off meeting?

The purpose of a project kick-off meeting is to align all stakeholders on the project's objectives, discuss the project plan, and ensure everyone understands their roles and responsibilities.

How can I manage a project if my client cannot attend the kick-off meeting?

If your client cannot attend the kick-off meeting, you can use web conferencing tools to include them remotely. Ensure to share all relevant information and updates with them afterward.

What tools can help in project management?

Tools such as Project Online for task management, Gantt charts for timeline visualization, and web conferencing tools for remote meetings can significantly enhance project management efficiency.

What is a Gantt chart and how is it used?

A Gantt chart is a visual representation of a project schedule, showing the start and finish dates of various tasks. It helps project managers track progress and manage timelines effectively.

How can I ensure effective communication during a project?

To ensure effective communication during a project, utilize web conferencing tools for meetings, encourage open discussions, and share documents and presentations to keep everyone informed.


Quelques cas d'usages :

Remote Project Management

In scenarios where team members or clients cannot be physically present, using web conferencing tools allows for effective communication and collaboration, ensuring that project timelines are met without delays.

Collaborative Brainstorming Sessions

Using tools like Skype Whiteboard during meetings can enhance brainstorming sessions, allowing team members to visually share and organize ideas, leading to more productive discussions.

Tracking Project Progress

Implementing Gantt charts in project management helps teams visualize progress and deadlines, making it easier to identify potential delays and adjust plans accordingly.

Stakeholder Engagement

Regularly inviting stakeholders to project meetings, even virtually, ensures they remain engaged and informed, which can lead to better project outcomes and satisfaction.

Efficient Resource Allocation

Using project management tools to clearly define tasks and resources helps in efficient allocation, minimizing the risk of errors and ensuring that all team members understand their responsibilities.


Glossaire :

Project Kick-off Meeting

An initial meeting held at the start of a project to align all stakeholders, discuss objectives, and outline the project plan.

Project Online Application

A digital tool used for project management that allows users to create, track, and manage projects and tasks online.

Gantt Chart

A visual project management tool that displays the timeline of a project, showing the start and finish dates of various elements.

Web Conference

An online meeting that allows participants to communicate and collaborate in real-time, often using video and audio technology.

Skype Whiteboard

A collaborative tool within Skype that allows users to brainstorm and share ideas visually in real-time.

Steering a Project

The process of guiding and managing a project to ensure it stays on track and meets its objectives.

Stakeholders

Individuals or groups who have an interest in the outcome of a project, including clients, team members, and partners.

00:00:07
As a project manager,
00:00:08
you must coordinate a team.
00:00:11
Collaborate with your client and meet tight deadlines.
00:00:14
But what happens when your client is unavailable for the kickoff meeting?
00:00:18
A crucial step in launching the project?
00:00:21
No worries.
00:00:22
With the right tools and careful planning,
00:00:24
you can overcome this obstacle and ensure your project's success.
00:00:28
Project management requires preparation.
00:00:31
Before getting started,
00:00:33
create a detailed plan in Microsoft Planner.
00:00:37
This tool allows you to
00:00:39
visualize all tasks to be completed.
00:00:43
Organize them into clear and structured steps.
00:00:47
Set deadlines for each action.
00:00:51
Assign responsibilities to each team member.
00:00:55
You can access Microsoft Planner directly through Microsoft Teams.
00:01:00
Or the Microsoft 365 portal.
00:01:06
By clearly outlining the project,
00:01:08
you minimize uncertainties and prevent delays.
00:01:11
Once your plan is in place,
00:01:13
assign tasks to your team members,
00:01:15
considering their skills and workload.
00:01:19
Set realistic deadlines for each task to
00:01:21
keep the overall project timeline on track.
00:01:26
Use Microsoft Planner's tracking features to monitor real-time progress.
00:01:32
This precise allocation ensures that every team member
00:01:36
knows exactly what is expected of them,
00:01:38
while giving you a comprehensive view to manage the project efficiently.
00:01:44
Your client's unavailability should not hinder the project's launch.
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Here's how to proceed.
00:01:50
Schedule a team's meeting to allow all participants to join remotely,
00:01:54
regardless of location.
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Send an invitation to all stakeholders.
00:02:01
They will receive a link to access the virtual meeting.
00:02:06
This approach keeps the project on schedule
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without waiting for hard to coordinate availabilities.
00:02:11
During the meeting,
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use the whiteboard feature in Microsoft Teams to collect ideas,
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questions,
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and suggestions.
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This interactive tool encourages active collaboration despite the distance.
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At the end of the meeting,
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export the whiteboard to keep a record of key
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points and ensure no important details are lost.
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To follow up,
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create a PowerPoint presentation summarizing the key information,
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decisions made,
00:02:38
and next steps.
00:02:41
Share this with your team and client
00:02:42
to align everyone on objectives and responsibilities.
00:02:46
A clear summary helps streamline communication
00:02:49
and prevent misunderstandings that could slow down the project.
00:02:53
Managing a project with availability constraints may seem challenging,
00:02:57
but by leveraging Microsoft 365 tools,
00:03:00
you can turn these challenges into
00:03:02
opportunities for seamless and efficient collaboration.

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00:00:03
Assumir o comando de um grande projeto interno é um desafio empolgante.
00:00:07
Como gestor de projetos,
00:00:08
tem de coordenar uma equipa.
00:00:11
Colabore com o seu cliente e cumpra prazos apertados.
00:00:14
Mas o que acontece quando o seu cliente não está disponível para a reunião inicial?
00:00:18
Um passo crucial no lançamento do projeto?
00:00:21
Não se preocupe.
00:00:22
Com as ferramentas certas e um planeamento cuidadoso,
00:00:24
pode ultrapassar este obstáculo e garantir o sucesso do seu projeto.
00:00:28
A gestão de projetos requer preparação.
00:00:31
Antes de começar,
00:00:33
criar um plano detalhado no Microsoft Planner.
00:00:37
Esta ferramenta permite
00:00:39
visualizar todas as tarefas a concluir.
00:00:43
Organize-os em etapas claras e estruturadas.
00:00:47
Estabelece prazos para cada ação.
00:00:51
Atribuir responsabilidades a cada membro da equipa.
00:00:55
Pode aceder diretamente ao Microsoft Planner através do Microsoft Teams.
00:01:00
Ou o portal Microsoft 365.
00:01:06
Ao delinear claramente o projeto,
00:01:08
minimiza incertezas e evita atrasos.
00:01:11
Uma vez que o seu plano esteja em vigor,
00:01:13
atribuir tarefas aos membros da sua equipa,
00:01:15
considerando as suas competências e carga de trabalho.
00:01:19
Definir prazos realistas para cada tarefa
00:01:21
manter o cronograma geral do projeto no caminho certo.
00:01:26
Utilize as funcionalidades de monitorização do Microsoft Planner para monitorizar o progresso em tempo real.
00:01:32
Esta atribuição precisa garante que todos os membros da equipa
00:01:36
sabe exatamente o que se espera deles,
00:01:38
proporcionando-lhe uma visão abrangente para gerir o projeto de forma eficiente.
00:01:44
A indisponibilidade do seu cliente não deve atrapalhar o lançamento do projeto.
00:01:48
Veja como proceder.
00:01:50
Agende uma reunião de equipa para permitir que todos os participantes participem remotamente,
00:01:54
independentemente da localização.
00:01:57
Envie um convite a todas as partes interessadas.
00:02:01
Eles receberão um link para acessar a reunião virtual.
00:02:06
Esta abordagem mantém o projeto dentro do prazo
00:02:08
sem esperar por disponibilidades difíceis de coordenar.
00:02:11
Durante a reunião,
00:02:12
utilizar a funcionalidade de quadro branco no Microsoft Teams para recolher ideias,
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perguntas,
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e sugestões.
00:02:18
Esta ferramenta interativa incentiva a colaboração ativa apesar da distância.
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No final da reunião,
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exportar o quadro branco para manter um registo da chave
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pontos e garantir que não se percam pormenores importantes.
00:02:32
Para dar seguimento,
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criar uma apresentação em PowerPoint resumindo as principais informações,
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decisões tomadas,
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e os próximos passos.
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Partilhe isto com a sua equipa e cliente
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alinhar todos nos objectivos e responsabilidades.
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Um resumo claro ajuda a agilizar a comunicação
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e evitar mal-entendidos que possam atrasar o projeto.
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Gerir um projeto com restrições de disponibilidade pode parecer um desafio,
00:02:57
mas aproveitando as ferramentas do Microsoft 365,
00:03:00
pode transformar estes desafios em
00:03:02
oportunidades para uma colaboração contínua e eficiente.

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00:00:03
La gestione di un importante progetto interno è una sfida entusiasmante.
00:00:07
In qualità di project manager,
00:00:08
devi coordinare una squadra.
00:00:11
Collabora con il tuo cliente e rispetta scadenze ravvicinate.
00:00:14
Ma cosa succede quando il cliente non è disponibile per la riunione iniziale?
00:00:18
Una fase cruciale per il lancio del progetto?
00:00:21
Nessun problema.
00:00:22
Con gli strumenti giusti e un'attenta pianificazione,
00:00:24
puoi superare questo ostacolo e garantire il successo del tuo progetto.
00:00:28
La gestione del progetto richiede una preparazione.
00:00:31
Prima di iniziare,
00:00:33
crea un piano dettagliato in Microsoft Planner.
00:00:37
Questo strumento consente di
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visualizzare tutte le attività da completare.
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Organizzali in passaggi chiari e strutturati.
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Stabilisci delle scadenze per ogni azione.
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Assegna le responsabilità a ciascun membro del team.
00:00:55
Puoi accedere a Microsoft Planner direttamente tramite Microsoft Teams.
00:01:00
Oppure il portale Microsoft 365.
00:01:06
Delineando chiaramente il progetto,
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minimizzate le incertezze e prevenite i ritardi.
00:01:11
Una volta che il piano è in atto,
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assegna compiti ai membri del tuo team,
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considerando le loro competenze e il loro carico di lavoro.
00:01:19
Stabilisci scadenze realistiche per ogni attività
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mantieni la tempistica complessiva del progetto in linea.
00:01:26
Usa le funzionalità di tracciamento di Microsoft Planner per monitorare i progressi in tempo reale.
00:01:32
Questa allocazione precisa garantisce che ogni membro del team
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sa esattamente cosa ci si aspetta da loro,
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offrendoti al contempo una visione completa per gestire il progetto in modo efficiente.
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L'indisponibilità del cliente non dovrebbe ostacolare il lancio del progetto.
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Ecco come procedere.
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Pianifica una riunione del team per consentire a tutti i partecipanti di partecipare da remoto,
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indipendentemente dal luogo.
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Invia un invito a tutte le parti interessate.
00:02:01
Riceveranno un link per accedere alla riunione virtuale.
00:02:06
Questo approccio mantiene il progetto nei tempi previsti
00:02:08
senza aspettare che le disponibilità siano difficili da coordinare.
00:02:11
Durante la riunione,
00:02:12
usa la funzione lavagna in Microsoft Teams per raccogliere idee,
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domande,
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e suggerimenti.
00:02:18
Questo strumento interattivo incoraggia la collaborazione attiva nonostante la distanza.
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Al termine della riunione,
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esporta la lavagna per tenere traccia delle chiavi
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punti e assicurati che nessun dettaglio importante vada perso.
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Per dare seguito,
00:02:33
creare una presentazione PowerPoint che riassuma le informazioni chiave,
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decisioni prese,
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e le fasi successive.
00:02:41
Condividilo con il tuo team e il tuo cliente
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per allineare tutti su obiettivi e responsabilità.
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Un riepilogo chiaro aiuta a semplificare la comunicazione
00:02:49
ed evitare malintesi che potrebbero rallentare il progetto.
00:02:53
Gestire un progetto con vincoli di disponibilità può sembrare difficile,
00:02:57
ma sfruttando gli strumenti di Microsoft 365,
00:03:00
puoi trasformare queste sfide in
00:03:02
opportunità per una collaborazione fluida ed efficiente.

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00:00:03
Взять на себя руководство крупным внутренним проектом — увлекательная задача.
00:00:07
Как руководитель проекта,
00:00:08
вы должны координировать работу команды.
00:00:11
Сотрудничайте со своим клиентом и соблюдайте сжатые сроки.
00:00:14
Но что произойдет, если ваш клиент будет отсутствовать на стартовом совещании?
00:00:18
Важный шаг в запуске проекта?
00:00:21
Не беспокойтесь.
00:00:22
При наличии подходящих инструментов и тщательного планирования
00:00:24
вы сможете преодолеть это препятствие и обеспечить успех своего проекта.
00:00:28
Управление проектом требует подготовки.
00:00:31
Прежде чем приступить к работе,
00:00:33
создайте подробный план в Microsoft Planner.
00:00:37
Этот инструмент позволяет вам
00:00:39
визуализировать все задачи, которые необходимо выполнить.
00:00:43
Организуйте их в четкие и структурированные шаги.
00:00:47
Установите сроки выполнения каждого действия.
00:00:51
Распределите обязанности между каждым членом команды.
00:00:55
Вы можете получить доступ к Microsoft Planner напрямую через Microsoft Teams.
00:01:00
Или на портале Microsoft 365.
00:01:06
Четко изложив проект,
00:01:08
вы минимизируете неопределенности и предотвращаете задержки.
00:01:11
Как только ваш план будет готов,
00:01:13
назначайте задачи членам своей команды,
00:01:15
учитывая их навыки и рабочую нагрузку.
00:01:19
Установите реалистичные сроки выполнения каждой задачи
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соблюдайте общий график проекта.
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Используйте функции отслеживания Microsoft Planner для отслеживания прогресса в реальном времени.
00:01:32
Такое точное распределение гарантирует, что каждый член команды
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точно знает, чего от них ожидают,
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предоставляя вам комплексное представление об эффективном управлении проектом.
00:01:44
Неготовность вашего клиента не должна препятствовать запуску проекта.
00:01:48
Вот как действовать дальше.
00:01:50
Запланируйте встречу команды, чтобы все участники могли присоединиться к ней удаленно,
00:01:54
независимо от местоположения.
00:01:57
Отправьте приглашение всем заинтересованным сторонам.
00:02:01
Они получат ссылку для доступа к виртуальному совещанию.
00:02:06
Такой подход позволяет выполнять проект в соответствии с графиком
00:02:08
не дожидаясь сложного согласования свободных мест.
00:02:11
Во время встречи
00:02:12
используйте функцию белой доски в Microsoft Teams для сбора идей,
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вопросы,
00:02:16
и предложения.
00:02:18
Этот интерактивный инструмент способствует активному сотрудничеству, несмотря на расстояние.
00:02:24
В конце встречи
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экспортируйте доску, чтобы сохранить ключ
00:02:27
баллы и убедитесь, что важные детали не потеряны.
00:02:32
Чтобы продолжить,
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создайте презентацию PowerPoint с кратким изложением ключевой информации,
00:02:37
принятые решения,
00:02:38
и последующие шаги.
00:02:41
Поделитесь этим со своей командой и клиентом
00:02:42
чтобы согласовать цели и обязанности всех.
00:02:46
Четкое резюме помогает оптимизировать коммуникацию
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и предотвратите недоразумения, которые могут замедлить реализацию проекта.
00:02:53
Управление проектом в условиях ограниченной доступности может показаться сложной задачей,
00:02:57
но используя инструменты Microsoft 365,
00:03:00
вы можете превратить эти проблемы в
00:03:02
возможности для беспрепятственного и эффективного сотрудничества.

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00:00:03
Hacerse cargo de un importante proyecto interno es un desafío apasionante.
00:00:07
Como director de proyectos,
00:00:08
debes coordinar un equipo.
00:00:11
Colabore con su cliente y cumpla con los plazos ajustados.
00:00:14
Pero, ¿qué sucede cuando su cliente no está disponible para la reunión inicial?
00:00:18
¿Un paso crucial para lanzar el proyecto?
00:00:21
No te preocupes.
00:00:22
Con las herramientas adecuadas y una planificación cuidadosa,
00:00:24
puede superar este obstáculo y garantizar el éxito de su proyecto.
00:00:28
La gestión de proyectos requiere preparación.
00:00:31
Antes de empezar,
00:00:33
crea un plan detallado en Microsoft Planner.
00:00:37
Esta herramienta le permite
00:00:39
visualizar todas las tareas que deben completarse.
00:00:43
Organízalas en pasos claros y estructurados.
00:00:47
Establezca plazos para cada acción.
00:00:51
Asigne responsabilidades a cada miembro del equipo.
00:00:55
Puedes acceder a Microsoft Planner directamente a través de Microsoft Teams.
00:01:00
O el portal Microsoft 365.
00:01:06
Al delinear claramente el proyecto,
00:01:08
minimiza las incertidumbres y evita los retrasos.
00:01:11
Una vez que su plan esté en marcha,
00:01:13
asigna tareas a los miembros de tu equipo,
00:01:15
teniendo en cuenta sus habilidades y carga de trabajo.
00:01:19
Establezca plazos realistas para cada tarea para
00:01:21
mantenga el cronograma general del proyecto al día.
00:01:26
Usa las funciones de seguimiento de Microsoft Planner para supervisar el progreso en tiempo real.
00:01:32
Esta asignación precisa garantiza que cada miembro del equipo
00:01:36
sabe exactamente lo que se espera de ellos,
00:01:38
al tiempo que le brinda una visión integral para administrar el proyecto de manera eficiente.
00:01:44
La falta de disponibilidad de su cliente no debería obstaculizar el lanzamiento del proyecto.
00:01:48
A continuación se explica cómo proceder.
00:01:50
Programa una reunión de equipo para que todos los participantes puedan unirse de forma remota,
00:01:54
independientemente de la ubicación.
00:01:57
Envíe una invitación a todas las partes interesadas.
00:02:01
Recibirán un enlace para acceder a la reunión virtual.
00:02:06
Este enfoque mantiene el proyecto dentro del cronograma
00:02:08
sin esperar a que las disponibilidades sean difíciles de coordinar.
00:02:11
Durante la reunión,
00:02:12
utilice la función de pizarra blanca de Microsoft Teams para recopilar ideas,
00:02:16
preguntas,
00:02:16
y sugerencias.
00:02:18
Esta herramienta interactiva fomenta la colaboración activa a pesar de la distancia.
00:02:24
Al final de la reunión,
00:02:25
exporte la pizarra para mantener un registro de las claves
00:02:27
puntos y asegúrese de que no se pierda ningún detalle importante.
00:02:32
Para hacer un seguimiento,
00:02:33
cree una presentación en PowerPoint que resuma la información clave,
00:02:37
decisiones tomadas,
00:02:38
y los próximos pasos.
00:02:41
Comparta esto con su equipo y su cliente
00:02:42
para alinear a todos en cuanto a sus objetivos y responsabilidades.
00:02:46
Un resumen claro ayuda a agilizar la comunicación
00:02:49
y evita malentendidos que podrían retrasar el proyecto.
00:02:53
Gestionar un proyecto con limitaciones de disponibilidad puede parecer un desafío,
00:02:57
pero al aprovechar las herramientas de Microsoft 365,
00:03:00
puedes convertir estos desafíos en
00:03:02
oportunidades para una colaboración fluida y eficiente.

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Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

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