Project Management in Microsoft Teams: Templates, Status, Reporting

THE PROBLEM

Microsoft Teams wasn't built to run projects. Your people made it work anyway.

Every project team spins up its own Team, channels, and lists. Some use Planner, some Loop, some Excel. There’s no shared template, no central status, and the project lead spends Friday chasing status updates instead of running the project.

Every Project Reinvents the Wheel

Pain: No project templates, no naming standard, no defined channels: every Team starts from scratch.

Consequence: Project leads waste week one on setup. Stakeholders see different structures across projects. Onboarding new people takes longer than the project itself.

No Status Overview

Pain: Management asks 'how are we doing?' and the answer is a chain of follow-up messages and screenshots from Planner.

Consequence: Portfolio reviews happen on stale data. Risks surface too late. Decisions get made in the dark.

Projects Outlive Their Teams

Pain: Project Teams stay active long after the project closes, with contracts, drafts, and decisions hidden in inactive channels.

Consequence: License costs creep up, audit findings multiply, and your tenant fills with project archaeology no one remembers.

THE SOLUTION

A standard way to run every project in Teams.

Template, structure, status: every project, the same way, end-to-end.

STEP 01

Launch from templates

Every new project starts from an approved template: channels, lists, owners, classification, naming. One click, ready to run.

STEP 02

See status at a glance

A portfolio dashboard pulls live status from every project Team. RAG, milestones, blockers, all in one place, always current.

STEP 03

Close projects cleanly

When a project ends, the Team archives on schedule, with documents retained, owners notified, and the tenant cleaned up automatically.

THE PRODUCTS BEHIND IT

Built on the products IT trusts for project Teams.

Core governance & lifecycle

Teams Manager

The governance foundation: provisioning, naming, lifecycle for every Team, including the project Teams running on top.

Approval workflows without PowerShell
Lifecycle automation with custom retention rules
ShareGate Provisioning successor with a direct migration path

Explore Teams Manager →

Teams Manager dashboard showing governance score

Project structure & lifecycle

Projects in Teams

The dedicated project-management workspace inside Microsoft Teams: templates, tasks, status, all powered by Teams Manager.

Standardized project templates for every team
Naming conventions and approval workflows
Archiving when projects end

Explore Projects in Teams →

External User Manager dashboard overview

From project chaos to portfolio overview: in their own words.

Hear from project and PMO leaders who standardized project Teams across their organization with Solutions2Share.

Teams Manager is the perfect complement to our governance and adoption strategy for teams. It provides a way for us to intelligently apply naming conventions, metadata, and lifecycles to teams without a request process and maintain freedom for the teams facility for trained users.

Andreas Zinic

Freudenberg Sealing Technologies

Teams Manager covers exactly what we had in mind. Everything that can be automated is now automated. I can also highly recommend the kick-off workshop.

Matthias Ortner

CDO, GEBRÜDER PETERS Gebäudetechnik AG

Sine the integration of Teams Manager into our Teams client, which allows us to create teams from templates, we finally have a fixed and strict process to manage teams, while having a great overview and control over all created teams.

Tim Baumgartl

AZO GmbH & Co. KG

CUSTOMER SUCCESS STORIES

See how IT teams across industries use Solutions2Share to take control of Microsoft 365.

GEBRÜDER PETERS Gebäudetechnik AG Microsoft Teams

Construction

GEBRÜDER PETERS saves time through automation thanks to Teams Manager

GEBRÜDER PETERS uses Teams Manager to automate project room provisioning in Microsoft Teams. 25 experts create standardized rooms with Planner, OneNote, and folder structures from 4 templates.

Read Story →

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FAQ

Project management in Teams: common questions answered.

Why use Microsoft Teams as a project hub instead of dedicated PM tools?

Your people already live in Teams. Building project structure on top (templates, channels, lists, status) keeps everyone in the tool they actually use. No second platform, no context switching, no adoption fight.

How does Solutions2Share integrate with Microsoft Planner and Lists?

Project templates auto-provision Planner boards, Lists, and channels per the project standard. Status across all three flows into the portfolio dashboard automatically. No extra reporting tool, no manual rollups.

Can we run agile and waterfall projects from the same template engine?

Yes. Each template defines its own structure: Planner for sprints, Lists for backlogs, gates for milestones. Pick the right template at project launch; the rest assembles automatically.

What does the portfolio dashboard show?

A live overview of every active project Team: status (RAG), upcoming milestones, last activity, open risks, and ownership. Drill into any project from the dashboard. No separate reporting tool.

How are project Teams archived when the project ends?

Projects close on schedule (by date or completion event). The Team gets archived, members get notified, documents stay retained per policy, and the project record stays in the dashboard for audit and lessons-learned.

How long does a project Teams rollout typically take?

Most customers go live with their first template in 2–3 weeks: template design in week 1, configuration in week 2, project owner onboarding in week 3. Add additional templates progressively. Solutions2Share provides starter templates and a project Teams playbook with every license.

Run structured projects, right inside Microsoft Teams.

Microsoft Teams wasn't built to run projects. Your people made it work anyway.

Every Project Reinvents the Wheel

No Status Overview

Projects Outlive Their Teams

A standard way to run every project in Teams.

Launch from templates

See status at a glance

Close projects cleanly

Get the project Teams playbook.

Built on the products IT trusts for project Teams.

Teams Manager

Projects in Teams

From project chaos to portfolio overview: in their own words.

Andreas Zinic

Matthias Ortner

Tim Baumgartl

CUSTOMER SUCCESS STORIES

GEBRÜDER PETERS saves time through automation thanks to Teams Manager

Take the next step on project Teams.

Microsoft Teams Governance Guide

Microsoft Teams Governance Checklist

Governance Problems & Solutions

Project management in Teams: common questions answered.

Ready to run every project the same way?

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