Project management toolbox
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Project management toolbox. Making your job easier and more effective! AWAG 2013 Glenda Young. Toolbox. Job Descriptions Responsibility Matrix Committee Roster Onboarding Team Members FAQs Calendars Deliverables Spreadsheet Timeline Project Dashboard Revision Control Project Plan.

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Project management toolbox

Project management toolbox

Making your job easier and more effective!

AWAG 2013

Glenda Young


Toolbox

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


How to choose

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


Who does what

Who does what?

Job descriptions

Created by Glenda Young for AWAG


Job descriptions

Job Descriptions

  • Expectations

  • Interconnectedness to other jobs

  • Reporting

  • Time Commitment

Created by Glenda Young for AWAG


Job descriptions1

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


Job descriptions2

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


Job description

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


When more detail is required

When more detail is required

Responsibility matrix

Created by Glenda Young for AWAG


Who does what1

Who Does What?

Created by Glenda Young for AWAG


Who is allowed to do what

Who Is Allowed to Do What?

  • Example – Social Media

Created by Glenda Young for AWAG


What info and where

What info and where

Committee Roster

Created by Glenda Young for AWAG


Details of your team

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


Format for contact list

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


How to successfully onboard new members

How to successfully onboard new members

Team members

Created by Glenda Young for AWAG


New member checklist

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


New member means an exit checklist

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


Give the same answer every time

Give the same answer every time

FAQ’s

Created by Glenda Young for AWAG


Faq s

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


Faq s1

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


More than just tracking vacations

More than just tracking vacations

Calendars

Created by Glenda Young for AWAG


Calendars

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


Sample marketing calendar

Sample Marketing Calendar

Created by Glenda Young for AWAG


A collective to do list

A collective To Do List

Deliverable spreadsheet

Created by Glenda Young for AWAG


Deliverable spreadsheet

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


Deliverables

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


Project management toolbox

(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


I thought that was in the deliverables

I thought that was in the deliverables?

timelines

Created by Glenda Young for AWAG


Timelines

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


Timeline wedding example 1

Timeline – Wedding Example 1

Created by Glenda Young for AWAG


Timeline wedding example 2

Timeline Wedding Example 2

Created by Glenda Young for AWAG


Keep your eye on what needs your attention

Keep your eye on what needs your attention

Project dashboard

Created by Glenda Young for AWAG


Project dashboard

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


Who did it

Who did it?

Revision control

Created by Glenda Young for AWAG


Revision control

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


Revision control1

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


Smart sheet

Smart Sheet

Created by Glenda Young for AWAG


Project plan

Project Plan

Created by Glenda Young for AWAG


Project plan1

Project Plan

  • One large doc

  • Scopes a project

  • Includes

    • Goals

    • Scope

    • Risks

    • Budget

    • Stakeholders

    • Requirements

    • Timeline

Created by Glenda Young for AWAG


Questions

questions

Created by Glenda Young for AWAG


Project management toolbox

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


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