USER STORY: Explore Microsoft 365 Group as a CRM option

[brandondombrowsky]

As a project administrator, I will explore Microsoft 365 Group as a potential client resource management and general communication space. This comes with an email address, and a MS Teams channel, as well as a SharePoint site and shared calendar.

Key benefits:

• Group membership can include all the members of the project team, with removal and additions allowed without affecting other members.
• The group will be a single pivot point for all project teams and can be added to a more general "Projects" Distribution List if so desired.
• It is recommended to get the IT department to produce mail transport rules for each client, to ensure communications which go out from team members to the client's org, and emails coming FROM the client's org are forwarded to the Projects DL for visibility, and to the specific 365 Group to keep everyone honest, and in the loop on communications.
• Example:
  • Create a AppDev Projects 365 Group with the SMTP address [[email protected]] and (mailto:[email protected]) (or similar).
  • Create a 365 Group named NSC - Belinda's Closet with an appropriate SMTP address.
  • Add the team members of the Belinda's Closet group to the 365 Group, and each team member would then have access to the Shared Mailbox.
  • Add the Project Proctor (BC) to the ADProjects 365 Group for visibility, and the NSC - Belinda's Closet 365 Group. This would allow for other members of the faculty to be added to the group in order to audit it, and reply or follow up as needed in case the proctor is out on vacation, or whatever.
  • Create a transport rule that any emails FROM [email protected] are Forwarded to the AD Projects and NSC - Belinda's Closet 365 Groups.
  • Create a transport rule that any emails TO [email protected] CC the ADProjects, and NSC - Belinda's Closet groups.
  • This would allow all communication from and to the client to be visible to the proctor and other teammates so everyone's aware of expectations, and prevent communication breakdowns.

Note:
You can repeat the above steps for any incoming client(s).