Project Managers are masters of keeping track of project status (amongst other things) – after all, they are accountable for the project delivery.
However, all of us are project managers at varying degrees of complexity:
- you have to define a marketing strategy for your product, with input from various stakeholders
- you are the test lead for the latest version upgrade
- you need to plan your overseas trip to cover-off as many partners in the shortest time (the Travelling Salesman problem)
- you are the process writer on 5 projects of varying priority
- you’re the coach of the soccer team, and need to improve your players’ skills
All of these things need a plan. But also, you need to keep track of your progress to that plan. ZippyMeetings can help.
Let’s take the process writer example as a case in point, and focus on just one process area in one project that you are working on – the sales processes.
You need to describe how:
- Customers discover your product
- Customers contact your sales people
- Sales people record opportunities
- Sales people create orders
For each of these deliverables, you need to engage with subject matter experts (SMEs) to describe how things work, and who (in your organisation) is responsible, what systems they use and what information they need to deal with. You bring these SMEs together into a working group, and start working through the details. In the course of your work, you’ll need information from various parties, and maybe you need some work carried out at their end, so you need to assign actions (for want of a better word).
This is where ZippyMeetings can help you with keeping track of all these tasks, spread across various owners. We would recommend you create a recurring status meeting that you can use to progress the delivery of your items. Using the above example, you could set up an agenda of 4 topics:
- Customer Discovery
- Lead generation
- Opportunity management
- Order creation
With your virtual team of SMEs, you can then go through these process areas in your meeting, and assign actions related to specific activities that need to be undertaken. You can manage this through ZippyMeetings and keep track of the progress of the actions. Each meeting, the history of previous meetings is available. You can quickly review what happened last time round, and whether the activities that were supposed be completed have been.
For example, in the first meeting, the customer discovery process requires that content be loaded on the company’s website (portal), and a contact form is required to capture customer inquiries. The action requires that a quote is obtained for the creation of the web form.
When the next meeting comes along, the status from last meeting can be reviewed, and the new progress entered.
As this broad action (getting the web form created) evolves, you can keep track of progress quickly and easily. If the responsible party for the action changes, you can simply change that as well as moving the due date if required. Of course, if this action creates additional actions that need to be taken care of (eg you don’t want to track multiple areas of work in just one action), it’s easy to create a parallel or follow-up action with the click of a single button.
ZippyMeetings not only allows you to keep on top of where things are at; with the 1-click meeting minutes functionality you can keep the project team and other stakeholders informed with automatically generated, professional meeting minutes.
Try ZippyMeetings today, with a 30-day free trial.