Electronic filing for projects
Most of my projects over my career involved people who work together. I can recall working with a team that I had to create from scratch. They were newcomers and had never worked on a project together.
It was helpful to have a few rituals that could be used to explain what a project is, what it does, and, more importantly, what I was supposed as a project manager.
I sent out agendas, I had all of the notes from the previous meeting on PowerPoint slides, and I ran most team meetings as a workshop so I had ample time to explain why we were doing this in this order.
I also have a ritual that I perform at the start of any new project. It’s not for my benefit, but it is for my own good. I organize all my electronic filing. This means:
Outlook creates an archive file that I can section into sub-folders to store my project emails.
Version control for all my project documents
Organising the network drive so that I have clear places for electronic documents. Again, with sub-folders to keep everything in order.
How do these sub-folders look? I use a fairly standard filing system, regardless of the project.
Documentation: folder for all current ‘official’ project documents like initiation document, requirements document etc
Planning: The most recent copy of your plan and documents related to it
Archiv copies of previous versions: To ensure that they don’t get mixed up with current versions
Graphics: I keep all graphics separate if there are graphics involved in the project. These could be screen shots for the requirements or mock-ups that were created during development
Reports: For weekly reports, summary reports, and reports for steering groups
Minutes: er, minutes of meetings
Anything else that is specific to the project that could be split into a separate folder.
It is easier to stay on top of things when you start a project. It also helps me to organize my thoughts so that I can start a new project with everything in order.