Setting up a Project SharePoint Site Part 5 – Calendars

Executing Monitoring and Controlling

The SharePoint Calendar web parts are a convenient way to share date related project information in a convenient format. It also connects to MS Outlook so meeting invitations can be managed in either platform.

Here are the two main calendars I always set up for my projects:

  • “Calendar of Events”. I use this to show key upcoming events such as regularly occurring meetings, key milestones and any other events of interest. I always add this web part to the home page as well as making it part of the left navigation.
  • “Upcoming Time Off Calendar”. This one shows the upcoming planned time off for key project contributors. I always add this web part to the status dashboard.

When I display these calendars as web parts on other pages, such as the home page and the status dashboard, I use “list view” and limit the number of entries displayed so they fit neatly on the page. As with all SharePoint web parts, users can click an item on the list to drill into the details (e.g. meeting locations and agenda, reason why someone is absent, etc).

Another use for the Calendar web part is to show high level project phase start/end dates. MS Project can be too complex to read or most non-PM’s so the SharePoint Calendar offers an alternative.

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