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What Microsoft 365 @mentions Mean for Construction Communications

How-To |

@Mentions are frequently used on social media platforms to share content. You can type @ and select a username from a list of available users to notify them of your post. Mentions provide an efficient way to identify a user while writing so that you don't have to jump into another application, such as email, to notify them. Mentions are heavily used in most social media platforms, and rightly so, for their ease of use.

As with many social media innovations, @mentions have made their way to Microsoft 365. Read on to find out what mentions can do in Microsoft 365 for construction projects and where Microsoft might take this feature.

How @mentions work in Microsoft 365

Microsoft has added @mentions across Teams and Outlook, Excel, PowerPoint, and Word. You can even add mentions to SharePoint lists and libraries. While this is great news for Microsoft 365 users, there are some differences and disconnects with mentions between Teams and the rest of the Microsoft 365 applications.

How mentions work in Teams

Teams is a modern application in Microsoft 365, so Microsoft seamlessly integrated @mentions across the application. You can mention a team member in a chat, and a notification will show in their activity feed. In the same chat, you can even use a mention to call on a bot which could add in an application or a workflow if needed.

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You can mention a channel member, team, or channel in a channel post, which is handy if you want to notify everyone in a team or channel.

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Unfortunately, mentions in Teams do not integrate with mentions in Excel, Word, PowerPoint, Outlook, and even SharePoint. Mentions are their own communication island in Teams unless you incorporate a custom Power Automate workflow or the Graph API to send mentions into Teams from the office apps.

How mentions work in Excel, Word, PowerPoint,Outlook, and SharePoint

To add a mention to Outlook just type @ and select the team member.

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To add a mention to Excel, Word, or PowerPoint files online, click the comments button to insert an @mention into the document.

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You can add mentions to SharePoint list and document library records by editing a record and scrolling down to the More Details section of the fly out panel:

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Mentions made in  Excel, Word, PowerPoint, Outlook, and SharePoint will show in the notifications bell of the person assigned for both the online and desktop versions of Outlook.

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Once again, these mentions do not link to the mentions in Teams.

For more information, refer to these Microsoft support articles:

What could be Microsoft's plan for mentions?

Email is still the preferred method of communication. With Teams, users can minimize emails by using chat with mentions. At some point, Microsoft could bridge the gap across all its Microsoft 365 applications so they can use a universal @mentions feature to notify users. An integrated @mentions approach could centralize the communication stream so that if I create a Teams chat, Microsoft 365 automatically sends off email notifications from Outlook. Or, if I was in Outlook, I could mention a person in an email, and that email would then show in a chat, team, or channel. No more bouncing around between mentions in Teams and the rest of Microsoft 365. No more trying to decide if I should use Teams or Outlook.

So how can mentions help me with construction communication?

As discussed above, mentions are still a fragmented solution across Microsoft 365, but @mentions can still be part of your communications strategy, depending on the stakeholders. For internal correspondence, you could use Teams chats and posts. For external communications, you could continue to use Outlook email. Also, until Microsoft delivers a mentions solution across Microsoft 365, you can leverage a Power Automate workflow to capture project-specific external emails and store them into teams and channel chats by referencing the mentions in the workflow.

Finally, if your team actively collaborates in Excel, Word,  PowerPoint, and SharePoint online, you might find it valuable to take advantage of @mentions to alert users when they are assigned to review an entry or a file. Check out this article for more information:  New Notifications pane in Outlook helps you stay on task (office.com).

Learn how to use Microsoft 365 to manage your construction projects

If you need help implementing Microsoft 365 for your construction organization or you are just looking to implement a communication solution, you can request a free one-hour consultation with our Microsoft 365 specialists here.

If a turnkey Microsoft 365 construction PMIS solution might be a better fit, you can request a demo of Construction Viz here. Also, you can subscribe to our monthly newsletter to keep up with the latest Microsoft 365 news, tips and tricks, and Construction Viz; you can do so in the footer below.

How to use Microsoft Teams Updates for Construction

Microsoft News |

Microsoft has released a new Teams app called Updates. The Updates app allows you to create update requests for your teams or individuals and allow recipients to submit their response for review.

The Updates app is an interesting approach to issuing and receiving status requests for your team members from within Teams. If you want quick status updates in a questionnaire-type format, the Updates app might be a great tool to consider. Read on to find out more.

Setting up the Updates app for Microsoft Teams

Here is a quick walkthrough on setting up the Updates app.

Requirements to get started
Before you begin, you will need to have the following in place:

  • A Microsoft Dataverse If you don't have permission to create one yourself, you will need to request this from your IT team or tenant admin.
  • A Power Automate, Microsoft 365 E/M, or Dynamics license.
  • A license for Microsoft Forms.
  • An administration role in the environment.

Adding the Updates app
To add the Updates app, click on the three dots in the lefthand navigation area of Teams (it says "More added apps" when you hover) and search for Updates. You can then pin the app so you can quickly get to it in the future.

You can also create or assign an Update from within a chat by clicking the three dots (Messaging Extensions) and then searching for and selecting the Updates app.

Configuring the app
When creating an Update, you have several options. You can use an existing template, such as a weekly update or a facility inspection, or select "Start from Blank" to create a template.

If you "Start from Blank," there are three settings you can adjust:

  • Basic settings – This is where you can name the template and enable it.
  • Form design – This is where you create the questionnaire. If you are familiar with Microsoft Forms, you will see that it's pretty much the same interface with the same options.
  • Workflow settings – This is where you create the workflow of who will respond to the Update (submitters), who will be able to review responses (viewers), and what frequency the flow will run.

Submitting an update
Once an Updates template is created and saved, based on the due date of your flow, team members will receive a notification under their activity feed in Teams. Submitters can then respond in mobile and desktop versions of Teams which is handy for front-line workers.

Reviewing responses
If someone assigns you as a viewer in the update, you will have access to an Updates dashboard that provides the status of any updates you have scheduled, issued, or received. You can review all of the responses from the viewers as they arrive and view the entire series of responses in one view.

Where is this data being saved?
The Updates app stores all its data in Microsoft's Dataverse in Microsoft 365. The Dataverse has many benefits, such as deep integration with Microsoft's cloud services (Azure, Dynamics 365, and Microsoft 365) and access to many connectors in Power Automate and Azure Logic Apps. Also, since Updates uses Forms to build questionnaires, all your Updates forms will show in Microsoft Forms in a read-only view.

Our overall takeaway on using the Updates app for construction

The Updates app has potential as a one-off status update solution for Microsoft Teams.

The questionnaire or survey will need to be simple and only require a one-step workflow for it to be viable for something like a construction daily progress report. If you are not collecting a lot of data from your submitters and are heavily ingrained in using Teams to manage projects, I recommend checking it out.

For more complex scenarios, you may be better off looking at a combination of Power Apps and Power Automate to give you flexibility for your form and workflow logic.

The Good

  • Prebuilt templates are available, and you can create your own.
  • You can add the Updates app to Teams chats.
  • The Updates app has a simple but effective workflow to collect responses and even schedule reoccurring requests.
  • The app's dashboard provides an easy way to manage responses.

The Bad

  • It's an app specifically for status updates which makes it a one-off tool in Teams.
  • It uses Microsoft Forms which is somewhat limited in functionality; if it were possible to connect to Power Apps, you would have much more options to build out forms.
  • The Updates app offers limited configuration options, such as creating custom views, exporting to Excel, and printing to Power BI.
  • Users cannot edit their responses after submission.
  • No customization capability.

Learn how to use Microsoft 365 to manage your construction projects

If you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or contact us directly for a free consultation.

Microsoft 365 for Construction Management Case Study Part 2: Project Online

Case Study |

This article is part two of our case study examining how we helped one of our clients manage their construction projects better with Microsoft 365. If you have not read the first installment, you might want to check out part one of the case study before proceeding.

The client in this case study contracted Lydon Solutions to develop a Microsoft 365 project management solution for a multi-billion-dollar program with over eighty active projects. In our first post, we outlined the client’s project needs, including how they currently handled these tasks and how we planned to help them improve their workflows with Microsoft 365 and its related applications.

One primary requirement of our client was integrating Microsoft Project into their overall project management solution. This article will detail our approach to creating a solution centered on Project.

A quick primer on Microsoft Project

Before we get into our client’s challenge, it might be helpful to review the evolution and status of  Microsoft Project since the nuances affect the solution you can implement.

Microsoft Project is several different applications rolled into one:

Microsoft Project desktop application

The desktop version of Project is the application we all have used for years. Most construction companies have Project Standard or Project Professional installed locally on their computers.

The desktop version of Project is the most feature-rich version of the application but is not connected to the internet unless you pay for a Project Online subscription (see below). You need the more robust Project Professional to create complex schedules (beyond predecessor logic) and assign organizational resources and custom fields. You can do project-specific reporting in either desktop version of Microsoft Project.

Microsoft Project Online (Project Web App or PWA)

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Microsoft Project Online is the web-enabled version of the application. With this version, you can manage a portfolio of projects, create Microsoft Project and SharePoint templates and sites, create and share company resources and custom fields, implement timesheets, and connect to the desktop Project application.

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You can update schedules in PWA, but the functionality is limited to predecessor logic. You need Project Standard or Professional for more complex scheduling, organizational resource management, custom fields, and project-specific reporting. Note: PWA schedules do not integrate with Project for the Web (described below) since the app stores schedule data in SharePoint sites. You need Power BI to do multi-project reporting.

Microsoft Project for the Web (PFTW)

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Microsoft Project for the Web is a more flexible, dynamic, and modern scheduling version of Microsoft Project. PFTW appears to be the future of Microsoft Project, but the development roadmap has been moving at a glacial pace.

Organizations trying to use both PWA and PFTW can confuse users since PFTW is a lightweight scheduling tool that looks and behaves differently than PWA, but both are considered Project Online. PFTW has similar functionality as PWA, but it does not integrate with PWA schedules or schedules made in the desktop version. PFTW is a stand-alone modern application that stores data in the dataverse, not SharePoint. You need Power BI to do multi-project reporting.

Now that we got that out of the way, you can see why the complexity of the Project ecosystem and how the various features and differences between the versions can create additional challenges when trying to develop a solution.

How our client used Microsoft Project

Our client was using Microsoft Project Online (PWA) to manage their portfolio of projects. The other factors we had to consider included the following:

  • The client’s project managers (PMs) did not want to use Project to update their schedules and instead leveraged construction coordinators to provide schedule updates on their behalf. Management wanted to change this behavior so that PMs were responsible for their updates but the solution needed to be as easy as possible.
  • The PMs did not have the desktop version of Microsoft Project to update schedules.
  • The PMs wanted to use Project for cash flow forecasting across projects.
  • The PMs wanted weekly reporting on all scheduled milestones and late tasks by Project but had not set up zero-duration milestones in their schedules.
  • There were over 80 active projects in their Project Online project center

Our approach to making Microsoft Project the core of the client’s solution

From experience and discussions with the client, we knew that email was the easiest way for PMs to update schedules.

We designed a solution to aggregate project schedule and task data across all projects from PWA into a centralized SharePoint list daily. We developed a Power Automate workflow to send emails with adaptive cards to the PMs when their tasks were due so that they could update them in Outlook without having to go into Project. The SharePoint list received the task updates, and another Power Automate workflow processed the updates back into PWA. Other parts of the solution leverage this same SharePoint list, providing a single source of truth for projects without users needing to interact with the Project application. We will explain further in a future post.

Next, we needed to use Project schedules for cash flows. For this, we had to be able to assign a cash flow resource to the schedules. Doing so would allow the schedules to drive the cash flow amounts. So, we created new cash flow enterprise resources for the organization in the PWA resource center. We created both budget and generic resource types. We established cost budget resources as the overall project budget at the project summary level (task 0) in Project. We used cost generic resources to assign the cash flow amounts for cash flow milestone activities at the task level.

We then created new cash flow milestones in Project with the schedule logic of how pay apps would be submitted and approved. Since cost generic resources represented our budget at the task level, the actual cost would update automatically when a user marked a cash flow milestone task as 100% complete.

For reporting, we leveraged Power BI to provide cross-project cash flow reports. There is a Power BI web app connection that you can leverage to access PWA data. This connection includes the Microsoft Project data lists so you can generate reports in Power BI. We’ll get into the details of how we developed the reports in a future post.

Do more with Microsoft 365 and Project

Find out how to take Microsoft 365 and Project to the next level by submitting a free consultation request. If you prefer a turnkey project management solution powered by Microsoft 365 and SharePoint, check out Construction Viz and our extensive lineup of construction apps.

Construction Viz Then, Now, and Tomorrow

Construction Viz News |

I was cleaning up my office over the weekend and found an article in ENR that I wrote back in 2017 announcing Construction Viz to the world. Little did I know what the future would hold. If you ever have a dream, think the challenge is too hard, and want to give up, I hope this article helps inspire you.

Rewind to 2017 and the launch of Construction Viz

“The only time you should look back in life, is to see how far you have come.”
— Kevin Hart

Until 2017, when I wrote this advertisement article for ENR, we had been strictly developing and hosting SharePoint-based solutions for the construction industry. With Construction Viz, our goal was to create a flexible app-driven platform that we could host or deploy into a client’s SharePoint. We wanted to use the latest and greatest technology and speed up the development and implementation times.

We knew SharePoint, but this was new ground.

In the first iterations of Construction Viz, we built custom JavaScript and Angular components connected to SharePoint lists and libraries. At the time, we had to deploy client-side code into SharePoint sites for the functionality to work.

Going out of the gate was a little rough since we were developing a completely new system while still managing our existing SharePoint clients. We didn’t know where this whole thing would go, but we knew we needed to move away from custom SharePoint development and hosting and into more of a product for Microsoft 365. In 2017, Microsoft 365 started picking up steam with Teams and the Power Platform. We knew Microsoft 365 would be the future, and we needed to change our approach.

Fast forward five years

“Don’t look back unless you can smile; don’t look ahead unless you can dream.”
— Irish Saying

While we had many ups and downs over the years, we stuck it out with Construction Viz for Microsoft 365, which has paid off! We have deployed Construction Viz for our clients on muti billion-dollar programs across many construction sectors.

So, how did we get here?

Bet on our people

Everyone on our team brings a unique skillset from technical architecture, UI/UX, front-end and back-end developers, and product managers. Everyone played a significant role in the direction of the product. The key was to listen to everyone and let the best idea win. The teams managed themselves; they took ownership of the product and were vested in its success.

Stayed nimble

There have been many challenges along the way that make you want to throw your hands up, like when Microsoft restricted deploying code into Microsoft 365. It literally stopped us in our tracks. We had to completely change our deployment model and fast. Construction Viz’s code now runs in the cloud in Lydon Solutions’ Azure data center while the lists and libraries are deployed into SharePoint. It seemed like a curse at the time, but now, the entire solution can be deployed into a client’s Microsoft 365 or SharePoint on-premises or hosted in our Azure environment.

Allowed for continuous improvement

We continually leverage the latest and greatest technology to compete with the larger companies still stuck on ten-year-old technology. We switched our client-side code to React JS, which has provided many needed benefits and made the entire solution a progressive web app (PWA) so a user on any device with a modern browser can access Construction Viz online or offline. We also created a portal to manage projects and programs across a portfolio.

Focused on time to market

Our clients want products quickly, so we needed to remove as many barriers as possible. We needed to scale the solution so deployments could happen the same day. We built a deployment model that could run with a single line of code and include diagnostics to ensure successful implementations.

Offered an attractive price model

Other vendors charge exorbitant prices for project management information systems (PMIS), which were still on old technology and resisted any product changes. We changed our pricing to a per-user/month model based on the applications selected so that clients weren’t paying for a bloated system where they might only use 5%.

The Future of Construction Viz

“You can’t connect the dots looking forward, you can only connect them looking backwards.”
— Steve Jobs

Having an IT company that provides services and products means that you have to be ready to adjust to market conditions. Today, clients want solutions now and don’t want to wait.

Our roadmap for Construction Viz includes a marketplace to purchase our applications online. The game plan is to offer an affordable suite of apps that can deliver 80-90% of the market need. Clients will be able to buy apps using a credit card and deploy them into their Microsoft 365 tenant themselves. A touchless Construction Viz deployment model will allow clients to take advantage of the Microsoft 365 ecosystem they have already purchased.

Stay tuned…

Track construction project issues and tasks using Microsoft Lists

How-To |

Microsoft 365 Lists is a simple and easy-to-use application that can help you keep up with all the items you need to track on a construction project. Read on to understand how Lists work and some considerations when implementing the tool on your next project.

Microsoft Lists is an app within Microsoft 365 that allows you to create a configurable grid of data shareable with your team members. You can use it to track just about anything on a construction project, from action items to submittals. Lists might be the right solution if you are looking for a simple way to collect data and share it with your project teams.

Microsoft Lists UI
Microsoft Lists UI

Microsoft released Lists in 2020 as a separate but still connected app to SharePoint. While Microsoft has upgraded the UI for the app, the underlying settings menu system remains the same as the SharePoint List app. There are web-based, desktop, and mobile versions (for iOS now and Android soon) of the Lists app so you can interact with the data across all of your devices.

SharePoint List Settings
SharePoint List Settings

As it relates to construction, Lists is excellent for spinning up a quick issue tracker or simple item/asset tracker with data viewable in a grid UI. The app has all the features you would find in a SharePoint Lists, including adding custom forms, workflows, and reports by leveraging Microsoft 365 Power Platform (Power BI, Power Apps, and Power Automate), which deeply integrates into the Lists menu system.

Lists integration with the Power Platform
Lists integration with the Power Platform

Create your first list with Microsoft Lists

You can create your lists from SharePoint, the List app, or even Microsoft Teams. To add a list within Microsoft Teams, click "add a tab" and select the Lists app (see screenshot below).

Microsoft Lists app in Teams
Microsoft Lists app in Teams

To create a list from the Lists app, click "Create a List." You have the option of selecting different list types, including an empty list, a list from Excel, an existing List, or a template. Once you choose a list type, you will have the option to save the data to either SharePoint, Teams, or your personal storage.

If you want to customize the list further, the cog in the upper right-hand side of the screen displays the settings. Since Lists operates on top of Microsoft SharePoint, the cog directs you to the familiar SharePoint list settings page, where you can add columns, grouping, filters, and sort your list as needed.

List types available in Microsoft Lists
List types available in Microsoft Lists

List types and how to use them for construction projects

Blank list

If you want to start from scratch, you can name the list and configure it as needed. This approach might be best if you are still brainstorming the columns (metadata) you would like to track or don’t want to use the list templates available.

List from Excel

If you have an Excel file that you have been using to manage issues on a project, you can upload your existing Excel file into a list. To do this, you must first create a table within the Excel file to identify what rows and columns you want to upload. You can let Lists assign column types to the data, such as single line of text, number, etc., or you can edit the table when it is uploaded.

Defining the correct column types is critical to ensure the list behaves as you intended if you want to group and summarize values which won't work if the column is a single-line text field. The column names will be used from your Excel table by default, but you can change these before importing the data. Note: if you take this approach, SharePoint will assign internal columns names using the convention field_n, where n is a sequential number for the list columns from left to right. Meanwhile, the 'real' column names you assigned will display on the list. Remembering this detail is important because in many cases (such as Power Automate, Power BI, and PnP, for example), you need to know the internal names to interact with the list.

From an existing list

If you have already built out a list, like an issue tracker, you might not want to create a new one for every project. You can re-use an existing List that resides in a SharePoint site or Teams. Note: Be aware that although document libraries are also lists, you cannot connect the Lists app to a document library!

List from a template

Microsoft Lists has several pre-defined templates that are available to use as a starting point, such as issue tracker, asset manager, and content scheduler. You can also create your own list templates that you might want to make a standard across your projects.

What to consider before using Microsoft Lists for construction projects

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While Lists is an app that users can access directly, you can also create and share lists through SharePoint or Teams. Don't forget to consider how lists get updated and how users generate reports as part of the overall solution.

Microsoft Lists allows users to attach files to lists. Depending on the complexity of the list solution needed, you may want to have attachments stored separately in a location where you can better manage them, such as a SharePoint document library or OneDrive.

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Microsoft is looking to release a new stand-alone version of Lists that does not require a Microsoft 365 license. So, if you like Lists but don't want to have to pay for a Microsoft 365 subscription, you might be able to save some money by waiting for this version to be released. This stand-alone version is now in preview, and you can take a look here: Try Microsoft Lists with your Microsoft account Preview.

If you are using Microsoft 365, then the Lists app is a no-brainer for simple tracking. There are many different uses for Lists that can benefit a construction project. Give it a try!

Also, if you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or reach out to us directly for a free consultation.

Got Microsoft 365? Use it to Manage Your Construction Projects

Construction Viz News |

If you have Microsoft 365, it’s a no-brainer to leverage your investment to manage your construction projects. Unfortunately, most organizations don’t have the time or resources to build even small construction-specific solutions in-house, never mind a complete project management information system (PMIS).

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Construction Viz makes it easy to manage projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management software solution optimized for YOU and your workflows. We designed it to include everything you need to manage your construction projects, including document management, dashboards, reports, forms, workflows, and more.

Construction Viz features include:

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  • Can be delivered as a hosted solution or deployed to Microsoft 365
  • Extensive catalog of construction applications for any size project
  • Powerful reports and dashboards
  • Responsive on any device
  • Offline capable
  • Built-in integration with Microsoft 365
  • Full construction document management

Construction Viz is available in the cloud, on-premise, or as à la carte apps for Microsoft 365 and SharePoint.

What makes Construction Viz different from every other PMIS on the market?

Construction Viz is an enterprise PMIS for Microsoft 365. It has all the features you need to manage your construction projects at less cost than competitors because it can be deployed into your Microsoft 365 tenant.

Construction Viz is all about providing organizations with the ability to choose where and how they want to work.

Construction Viz gives you the power to decide each of the questions below.

Where do you want to work?

Construction Viz empowers you to work where and how you prefer:

  • Construction Viz can be deployed to your Microsoft 365, on-premise SharePoint, or hosted in Lydon Solutions’ data center. We can even deploy your uniquely configured solution to other Microsoft 365 tenants (owners, contractors, etc.).
  • Want to work offline without an internet connection? Not a problem. Because Construction Viz is a progressive web app (PWA), the entire solution can go offline.
  • Want to work entirely in email or Microsoft Teams? We can extend the functionality of Construction Viz using adaptive cards, so you don’t even have to log in to the application.
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What features do you want in your PMIS?

Construction Viz lets you decide which features you need:

  • Unlike most PMIS systems, where you only use 10% of the product but pay 100% of the cost, Construction Viz is app-based, so you only pay for the apps you need.
  • We have a full suite of construction apps for any size project, from an owner to a contractor across any sector.
  • Want a custom solution? We have you covered. Construction Viz is a framework designed to adapt to your processes. All our apps are configurable and customizable to your needs and are extendable with Microsoft 365 services such as Power Automate.

What if you are already using Microsoft 365 and SharePoint?

If your organization already uses Microsoft 365 and SharePoint, Construction Viz can take your project management practices to the next level:

  • Already have a solution and only need a few apps? No problem. You can pick only the ones you need from our list of robust construction applications.
  • Want to leverage what you have developed in SharePoint or the Power Platform? Also, not a problem. We can bring your prebuilt functionality into Construction Viz.
  • Aren’t ready to deploy in your Microsoft 365 just yet? Again, no problem. Start with a hosted deployment, and we can move to your Microsoft 365 when ready.

Sounds great. Where do I start?

You can submit a free consultation and demo request here.

If we seem like a good fit, we’ll move into the Formulate phase of our FOCUS Methodology. As part of our FOCUS Methodology, we’ll evaluate your current Microsoft 365 infrastructure and determine the best approach. Construction Viz might not be the best fit at this time, and that’s OK. You might just need a tune-up of your Microsoft 365 with redesigned SharePoint project templates, or maybe a couple of Power Automate Flows, Power Apps, or some Power BI reports. Either way, we are here to help.

If you still aren’t ready, you can join our newsletter in the footer below. We mail out helpful Microsoft 365 tips and tricks, updates on Construction Viz features, and Microsoft 365 and Construction Viz news each month.