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Best Practices for Project Management in Microsoft Teams

Best practices for project management in Microsoft Teams

Microsoft Teams has established itself as one of the leading platforms for team collaboration and communication. But how can it be used efficiently in project management? In this blog post we will take a look at the strengths of Microsoft Teams and give you concrete best practices for project management in Microsoft Teams.

What you can learn from this blog post

  • The strengths of Microsoft Teams in project management
  • Best practices for managing projects in Teams efficiently
  • How to integrate Teams into different project management models
Standardized project rooms in Microsoft Teams with Teams Manager

Strengths of Microsoft Teams

Integrated communication

Microsoft Teams offers a central platform for chats, video conferences and file sharing. This makes communication and collaboration within the team much easier.

Flexibility through apps and tools

Teams can be expanded with a variety of apps and tools. From project management tools like Planner to developer tools like GitHub, the possibilities are almost endless.

Integration into the Microsoft 365 cosmos

Teams is seamlessly integrated into the Microsoft 365 suite. This means that tools like SharePoint, OneNote and many others are available directly in Teams.

Best practices: project management in Microsoft Teams

Define use cases

Instead of introducing Teams as another tool among many, identify specific use cases or scenarios where Teams provides the most value.

Less is more

Don’t overload Microsoft Teams with too many apps and tools. Focus on those that are actually needed to make work more efficient.

Rules and etiquette

Set clear rules for using Teams. This can range from naming channels to using emojis. A clear framework helps to avoid misunderstandings and improve collaboration.

Active role of project managers

Project managers should take an active role in managing Teams. This includes enforcing established rules and regularly updating tasks and documents.

Projects with standardized folders and files with Teams Manager

Integration in project management models

Teams is particularly suitable for agile project management models such as Scrum or Kanban because it promotes communication and collaboration. But MS Teams can also be a valuable addition to classic project management, especially through the integration of specialized project management tools.

Here you will find some examples of how you can integrate Microsoft Teams into various project management models.

Agile models: Scrum and Kanban

  • Daily stand-ups: Use the video conference function for daily stand-up meetings. Each team member can briefly share their tasks and challenges.
  • Backlog management: With Microsoft Planner you can create and manage an agile backlog directly in Teams. Each “To-Do” can be viewed as a user story or task.
  • Sprint review: Documents for sprint reviews can be shared in a dedicated channel and edited together.

Classic project management

  • Gantt Chart: Integrate a tool like Wrike or Project for the Web with Teams to create a Gantt chart and track project progress.
  • Resource planning: Use spreadsheets or specialized apps that can be integrated into Teams for resource planning.
  • Risk management: Create a dedicated risk management channel where all risks can be documented and discussed.

Hybrid project models

  • Combination of tools: In hybrid models you can combine the strengths of Planner for agile elements and Project for the Web for classic elements.
  • Communication: Use chats for quick coordination and Teams channels for topic-specific discussions to get the most out of both models.
Get control over your Teams with External User Manager


Microsoft Teams is not a panacea, but it offers a robust, versatile platform that, when used correctly, can significantly improve your project management. By following best practices and taking an active role as project managers, you can ensure your team achieves the best possible results.

Interested to learn more about Microsoft Teams project management?

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