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- Project Management
- Who it's for
- Shared services
Shared services
A shared services group may support implementations, events or research work for other teams. Each request that needs coordinated delivery can become a project with a named owner and target date. Membership identifies the participants, while task assignments show who performs the next piece of work.
How Project Management is set up for you
Implementation work
Split preparation, configuration and review into tasks with explicit order.
Event preparation
Use milestone target dates for venue, materials and readiness decisions.
Research program
Keep analysis and review deliverables beside comments, attachments and effort entries.
A shared services group may support implementations, events or research work for other teams. Each request that needs coordinated delivery can become a project with a named owner and target date. Membership identifies the participants, while task assignments show who performs the next piece of work.
Pick one internal request that crosses team boundaries. Give it an owner, project manager and team. Add a few dated tasks, a dependency and a milestone that reflects a real handoff. Invite contributors through the project membership record and set one primary assignee on each shared task. Rehearse the path from My Tasks to Project Kanban and then to a shared status update.
A weekly review should identify the task owner, the affected date and the decision required if a handoff slips. The project manager can then revise the plan and explain the result to the requesting team. A Viewer can read progress and the shared account; an invited Guest can help on scoped work where appropriate.
Before inviting a Guest, test access with a sample project and an unrelated private project. The manager should also check that a request crossing team boundaries has one owner for the result, even when several contributors appear on its tasks.
The requesting team can read the shared period update to see what changed and who owns the next decision.
Features to start with
Milestones
Keep dated checkpoints tied to the project and the task that demonstrates completion.
Task planning
Break a project into dated tasks, relate predecessors and make the schedule readable.
Status communication
Write a dated account of accomplishments, next focus and blockers for project stakeholders.
Roles on the team
- Project manager
- Runs one or more projects end-to-end. Record entry on Projects; read-only on Users within own Team for assignment.
- Viewer
- Internal read-only stakeholder - executive sponsor, adjacent team lead or PMO observer who needs to see a project but not change it.
- Team member
- Delivery-team contributor. Works assigned tasks, logs time, comments, uploads attachments and updates own task status.
- Guest
- External collaborator - agency staff, vendor contact or customer-side counterpart invited to specific projects with limited access.
Set up Project Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.