Bringing effectiveness to an organization starts with efficient planning management. Whenever I start a project or a training session, my first step is always to create a Standard Operating Procedure (SOP). Before, I used to implement this set of written instructions as a Word or Google Document, describing in detail the step-by-step process that must be followed to properly perform the tasks.
However, I recently added to these guidelines an Excel or Google Sheet document that provides a comprehensive, yet user-friendly, list of the tasks to be performed, by whom, when, and with a link to the relevant document if applicable. This document is shared by all project contributors, with tasks assigned to each of them.
It works as a great overview of all the milestones of the project, and it benefits the organization by reducing risks of oversight, increasing efficiency, and ensuring smooth project completion.
I also have a personal best practice to ensure the monitoring of tasks. For each task listed in the planning, I create an entry in my calendar. The entry title is the task number, so I can track on a daily basis the tasks to be done. Once the task has been done, I delete the calendar entry and can mark it as done in the planning file. I have to confess that initially the purpose of this practice was to make up for my bad memory…but it actually became an asset because I am always on top of things, thoroughly documenting every stage of the project!
I have created the same planning management file for any training session I have to conduct. I list the tasks to perform before the training starts, throughout the training, and also report these tasks in my calendar.
Then, for each training day, I indicate each topic, the name of the facilitator, and the link to the slide deck. To maximize efficiency in daily planning management, I use formulas to automatically fill in the ending time of each topic according to its duration and beginning time and to calculate the total duration of the day. This allows for more flexibility and guarantees planning accuracy.
The challenge was to make sure that all the parties involved in the project proactively informed me of any additional tasks or changes in workflow that could impact the training or project delivery. To ensure this collaboration, I established constant communication with all parties involved throughout the project, adjusting tasks and planning as required.
Here are these documents:
Project planning Management
Training session planning Management
Tasks calendar entries
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