Presentation Transcript

1. Project management toolbox Making your job easier and more effective! AWAG 2013 Glenda Young
2. Toolbox Job Descriptions Responsibility Matrix Committee Roster Onboarding Team Members FAQs Calendars Deliverables Spreadsheet Timeline Project Dashboard Revision Control Project Plan Created by Glenda Young for AWAG
3. How to choose? Know your audience Number of tools to maintain Repeatability How much security is required? Revision Control Created by Glenda Young for AWAG
4. Who does what? Job descriptions Created by Glenda Young for AWAG
5. Job Descriptions Expectations Interconnectedness to other jobs Reporting Time Commitment Created by Glenda Young for AWAG
6. Job Descriptions Basic Org Chart + A few lines describing the role Responsible for processing all committee reimbursement requests. 2-5 hours per week. Reports to President. Created by Glenda Young for AWAG
7. Job Descriptions Upgrade More information may be required for a more involved role Key partner in managing the budget of Club. The Finance Director reports directly to the President and is accountable to the Executive Board. The Finance Director can expect to volunteer a minimum of 20 hours/month to complete the responsibilities of this position. The Finance Director must attend monthly Executive Board Meetings and provide a written report…. Created by Glenda Young for AWAG
8. Job Description Elegant Continuity Folder Timeline Very detailed description of responsibilities Important Files Past Budgets Lessons learned Contacts, etc. Pictures/Drawings Created by Glenda Young for AWAG
9. When more detail is required Responsibility matrix Created by Glenda Young for AWAG
10. Who Does What? Created by Glenda Young for AWAG
11. Who Is Allowed to Do What? Example – Social Media Created by Glenda Young for AWAG
12. What info and where Committee Roster Created by Glenda Young for AWAG
13. Details of your team Job Title Name Phone Numbers Email Address(es) Description/Function What other contact lists do you need? Important people outside of your team Advisors Other groups or committees that you work with Created by Glenda Young for AWAG
14. Format for Contact List Basic: Email/Print this information on an Excel Spreadsheet to team Upgrade: Import this information to your email program Create Virtual Business Cards for all members Share these Vcards with team Elegant: Create spreadsheet on shared service such as SmartSheet Provide all team members access to VIEW information and download when necessary Schedule Monthly Export as Basic Spreadsheet Created by Glenda Young for AWAG
15. How to successfully onboard new members Team members Created by Glenda Young for AWAG
16. New Member Checklist USB Keys Folders Email Accounts Passwords Gear (Shirts, bags, hats, etc.) Training Events (Do they need 1 on 1 time) What about new advisors & board members Created by Glenda Young for AWAG
17. New Member means an Exit Checklist Did the leaving committee member return everything? USB Keys Folders Do you have a thank you gift for the departing member? Schedule public thank you’s at upcoming meetings Have you changed passwords on email accounts and other areas that contain sensitive information Created by Glenda Young for AWAG
18. Give the same answer every time FAQ’s Created by Glenda Young for AWAG
19. FAQ’s Not just a destination on your website In a position where you might get asked the same question over and over? Contracts Other organizations New Members Who, what, where, when? Created by Glenda Young for AWAG
20. FAQ’s Basic Folder in your email box to store messages Upgrade Word doc that is referenced and updated in order to reply to questions Elegant FAQ page on your website Created by Glenda Young for AWAG
21. More than just tracking vacations Calendars Created by Glenda Young for AWAG
22. Calendars Vacation Spreadsheet including each committee member Other important information Advertising/Marketing When does the newsletter go? When are submissions due? How often are you posting on Facebook? When do activities and events get updated to your website/facebook? Created by Glenda Young for AWAG
23. Sample Marketing Calendar Created by Glenda Young for AWAG
24. A collective To Do List Deliverable spreadsheet Created by Glenda Young for AWAG
25. Deliverable Spreadsheet Scope this document to the appropriate level for the tasks that you need to track What to Track? Short description of deliverable Owner (1 person) Due Date Status (On Track, At Risk, Watch) Notes Created by Glenda Young for AWAG
26. Deliverables Basic Excel Spreadsheet with 4 columns Item, Owner, Due Date, Notes Upgrade Excel Spreadsheet Include Basic information Give each item a unique number Group items by committee and by Goal Elegant Conditional Formatting Gantt Chart to roll all of this information into a timeline showing interdependencies Requires an estimate of how much time is required to complete each stage Created by Glenda Young for AWAG
27. (Show example here of low level list. Lots of detail. Call out one particular item of the Upper Level List) Created by Glenda Young for AWAG
28. I thought that was in the deliverables? timelines Created by Glenda Young for AWAG
29. Timelines Extension of the deliverables and specifically the gantt chart execution of the plan Can be critical to show dependencies Also very useful for short term events Created by Glenda Young for AWAG
30. Timeline – Wedding Example 1 Created by Glenda Young for AWAG
31. Timeline Wedding Example 2 Created by Glenda Young for AWAG
32. Keep your eye on what needs your attention Project dashboard Created by Glenda Young for AWAG
33. Project Dashboard For use in committee meetings when a high level of detail is not desired How is the project going at a glance Helps to manage time in committee meetings Created by Glenda Young for AWAG
34. Who did it? Revision control Created by Glenda Young for AWAG
35. Revision Control Basic Each document has only 1 owner – “Master” version This is the only person that may make changes to the document Upgrade Still best to have a document master Versioning may come into play if you need to get significant imput from another team member Notation Set a footer in the document to show the last time the document was saved Footer Should also include document title Document Title Versioning Major changes (Just like in software) 1.1, 1.2, 2.0 RWB_MasterVendor2013_3.xls Created by Glenda Young for AWAG
36. Revision Control Elegant Use a web tool such as smart sheet to allow other users to make changes Give users specific roles (Admin, Editor, Viewer) Tracks changes based on cells Multiple people can make changes simultaneously Accessbile from anywhere Automated exports (Remote team members or contractors) Shared cells between worksheets (name changes, contact info, etc.) Created by Glenda Young for AWAG
37. Smart Sheet Created by Glenda Young for AWAG
38. Project Plan Created by Glenda Young for AWAG
39. Project Plan One large doc Scopes a project Includes Goals Scope Risks Budget Stakeholders Requirements Timeline Created by Glenda Young for AWAG
40. questions Created by Glenda Young for AWAG
41. Project Management Tool Box Which tools are right for you & your project? Job Descriptions Responsibility Matrix Committee Roster Onboarding Team Members FAQs Calendars Deliverables Spreadsheet Timeline Project Dashboard Revision Control Project Plan Glenda Young – AWAG 2013