Managing SharePoint projects can be a real juggling act—at any given time, I might have up to 20 projects running simultaneously. With multiple stakeholders, evolving requirements, and a constant stream of updates, keeping everything organised is a challenge. Traditionally, I relied on a mix of Teams chats, OneNote pages, emails, and my own SharePoint-based project tracking list. But in reality, this often led to scattered information, version control issues, and missed updates.
So how have I streamlined my project management process? Enter Microsoft Loop. It has completely transformed the way I work, allowing me to create dynamic, interactive components that sync across Teams, Outlook, OneNote, and other Microsoft 365 apps. Instead of static documents and endless email chains, I now have living project elements that stay updated wherever they’re used.
This is something I’m currently testing and trialing in my own workflow. So far, the first three ways I’m using Loop have been working really well. The other ways I’ve experimented with some clients, but every project is different, and I need to adapt to their needs and communication styles as well.
In this post, I’ll share three real-world ways Loop has improved my SharePoint project management workflow, as well as a few other ways I have been experimenting with.
1. Centralised Project Planning & Brainstorming
Scenario: Kicking off a new SharePoint project and defining scope
When starting a new SharePoint project, I need a structured way to gather ideas, clarify objectives, and map out requirements. Previously, this meant multiple discussions, back-and-forth messages in Teams with my assistant, and a lot of digging to find key details.
How Loop Helps:
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I create a Loop page as a shared project planning space.
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Inside this page, I embed a dynamic task list and a notes section.
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Team members can edit in real-time, whether they’re in Teams, Outlook, or OneNote.
Example Use Case:
Instead of emailing a Word document around for feedback, I drop a Loop component into a Teams chat. The whole team can refine the project plan simultaneously, and I always have the latest version without merging edits.
2. Dynamic Meeting Notes & Action Items
Scenario: Capturing decisions and action items during project meetings
Meeting notes are crucial, but let’s be honest—they often get lost. After back-to-back meetings, I sometimes struggle to find my notes and remember key decisions.
How Loop Helps:
- I use a Loop meeting notes component inside Teams before each meeting.
- Action items can be assigned within Loop and automatically sync to Planner and To Do.
- The component updates across Teams, Outlook, and OneNote, keeping everyone aligned.
Example Use Case:
Instead of manually following up on who’s responsible for what, I assign tasks during the meeting, and they appear in everyone’s task lists instantly. No more “I didn’t see that email” excuses!
3. Real-Time Documentation & Knowledge Base
Scenario: Managing evolving SharePoint governance policies and documentation
Governance documentation is never static—policies change, best practices evolve, and updates need to be communicated efficiently.
How Loop Helps:
- I create a Loop page for governance policies that can be embedded into Teams and SharePoint.
- As updates are made, the content syncs across all locations, ensuring consistency.
- Teams can collaborate in real-time on updates without creating multiple document versions.
Example Use Case:
When refining a document classification framework, I used Loop to workshop changes with stakeholders, ensuring everyone was on the same page—literally.
Other Ways I Use Loop for SharePoint Projects
While the first three ways have been a success in my workflow, I’ve also experimented with additional ways to use Loop in SharePoint projects. Some of these have worked well with clients, but I’m still adapting my approach depending on the project’s needs and the team’s communication style.
4. Risk & Issue Management
Scenario: Tracking risks and ensuring timely resolution
SharePoint projects come with risks—security concerns, user adoption challenges, and governance compliance. Managing these in a static document is inefficient.
How Loop Helps:
- I use a Loop risk register component to track risks and assign owners.
- Action items automatically integrate with Planner for follow-ups.
- Updates sync across Teams and OneNote, so no risk goes unnoticed.
Example Use Case:
For a complex SharePoint migration, I tracked user access risks in a Loop register that linked directly to remediation actions. This eliminated silos between IT and business users.
5. Project Status Reporting
Scenario: Keeping executives and stakeholders updated on SharePoint project progress
Weekly project reports are time-consuming and often outdated the moment they’re sent.
How Loop Helps:
- I create a Loop dashboard with dynamic fields for project status, blockers, and next steps.
- This dashboard lives inside Teams and Outlook, updating automatically.
- Executives always have a live snapshot of progress without waiting for reports.
Example Use Case:
Instead of sending a static PowerPoint every week, I share a Loop project summary component in Teams, giving real-time insights into project health.
Conclusion
Microsoft Loop is revolutionising SharePoint project management by reducing duplication, version control headaches, and miscommunication. By integrating dynamic Loop components into planning, meetings, task tracking, and reporting, I can streamline collaboration and ensure that everyone has the most up-to-date information—wherever they need it.
I’m still actively testing and refining my use of Loop, and I expect my approach will evolve as I continue to adapt to different project needs and team dynamics.
If you’re not using Loop yet, give it a try! It might just change how you manage your projects forever.
What’s Next?
Have any questions about using Loop in your SharePoint projects? Have you got some great examples of how you are using Loop? Share them in the Comments. I’ll be sharing further tips as I start using Loop more.
