I’m not a big fan of reality shows but Celebrity Apprentice caught my attention this year once I saw the line-up. Sometimes there were misunderstandings, unclear project scope, lack of direction, overspending, and blame to be had by everyone. Clearly, this was a project out of control!
Document Management is one of the key areas often overlooked in projects ranging from organizational fundraising events to construction and full-blown IT integrations. Had documents been generated every step of the way that consisted of key and vital information to get the job done, the Celebrity Apprentice show may not have been as entertaining, but the stress would have been greatly reduced and budgets would have been met.
To prevent your organization from becoming a Celebrity Apprentice nightmare, simply follow thisstandard methodology for project management:
1. Planning: First and foremost, read and thoroughly understand the entire scope of the project in order to chart out, in document form, the appropriate details. For example, if you wanted to try out a new recipe, you would certainly read the entire recipe instructions to make certain you had the required ingredients before you started. The same is true in project management. There may be various issues for planning or managing the project that will need to be addressed before moving forward.
2. Resources: Once you know what is needed to complete the project, identify and match team members who have the appropriate skills and knowledge to handle the various processes and technology required of the project.
3. Requirements: Once you have identified critical processes and associated information, you need to trace the lifecycle of key documents: their source, revision cycles, classification (if a system exists), process, distribution, retention requirements, frequency of access, and output needs. Other than the obvious business requirements that come from users and management, keep the legal, records management, and information technology departments involved.
4. Schedules: Monitor the schedule against the project plan on a regular basis. The Project Manager plays a critical role in identifying risk and accessing milestones to meet the deliverable. Open project collaboration allows the organizational team to share and participate in creating and maintaining budgets schedules and calendars.
5. Risks: Identify and document anything that may negatively affect the project. If, during the course of the project, an earlier unidentified or assumed issue arises, it is important to document and date as soon as possible. Of course, in the real world some risks are just out of the project manager’s control.
While this information is not at all inclusive of project management, these key methodological components are a major part of every successful project that is delivered on time and within budget.
Can’t spare your staff to manage a project effectively?
Outsourcing Project Management is an option that has become quite common for companies. A&A Project Solutions will add tremendous value to your organization by managing and completing your projects faster and within budget.
Also, by outsourcing a project, your organization will then be able to adopt that project management model for future projects that may possibly be handled internally. My bet is that you will find that A&A meets or exceeds your performance needs at or below what you would have spent internally. Call A&A to discuss your organizational project needs today!
Retention Schedules Last month we discussed what documents/records to keep and what not to keep. Several people asked me “how do I know how long to keep records?” Since I received this question from several people, I thought this month would be a good time to share my response with you.
There are three main goals for developing your retention policy:
- Minimize the risk of destroying records too soon
- Hanging on to records too long without reason
- Surviving audits
First, identify the records you wish to keep and how you wish to keep them. As industry retention requirements may vary, it is important to develop your company retention policy accordingly. For example, some industry guidelines may require the retention of original paper documents as opposed to a scanned image, and an indefinite retention of certain checks as opposed to the usual seven years (see chart below).
Second, there must be one single place that enables the management of all information across all types of formats and departments. And, as with any filing system, the key to easy retrieval is a detailed index of all retained documents indicating where and how to retrieve, and the retention guidelines that apply.
Third, implement solutions that not only help meets compliance regulations, but helps track document version control, workflow process management, reporting, and auditing.
Below is a limited list of generally accepted guidelines for “retaining” your records. Remember that these are not industry specific and are to be used prudently.
By using this chart and a few basic principles above, you will be able to take better control of your document/retention program.
If you are unsure about your current system, or would simply prefer to bring in the professionals, contact A & A Project Solutions today! July is the perfect time to address and organize your company’s infra-system.
Protecting Your Records: What Will You Do When A Disaster Strikes?
Given the recent tornadoes and disasters, we shutter at the thought of losing our businesses, families and friends. What happens to our family documents, business records, medical records, invoices, photos, birth certificates and family mementos? These events give us pause to think about what would happen to us. Here are some simple ways to prepare and I thought you might find them of interest.
At A&A, we are always talking to businesses about taking small steps to protect their most critical data. However, it is not just businesses; it now affects entire families due to technology.
START PROTECTING YOUR BUSINESS NOW!!
* IDENTIFY all of your critical records.
* DETERMINE best storage method(s).
* FILE your records in such a way that you are able to find them quickly and efficiently.
* SECURE passwords, data encryption, and laptops. Know who can access what.
* BACKUP DATA. Do you have a system in place for worry-free backup – consider online backup.
This may sound daunting and overwhelming, but your business is your lifeblood. Just by implementing these few solid business practices around information and records management, you will be able to secure your critical business data so that you can continue to enjoy your business and have a peace of mind.
Still need help? Call A&A to evaluate your current Business Disaster Program. Phone: 678-749-7878 or info@aaprojectsolutions.net
We’ve added the ability to view PDF’s inside the browser. This functionally is also reflected with the addition of pdf icons in the document libraries and other file list areas. This feature is enabled automatically and there is nothing else you need to do. Enjoy!
Look for fillable pdf’s and email capabilities in the future. For now, these two features require that you have Acrobat installed locally.
A&A PROJECT SOLUTIONS SERVES DIVERSE INDUSTRIES; CLIENTS RANGE FROM SMALL BUSINESSES TO FORTUNE 500 CORPORATIONS AND GOVERNMENT AGENCIES.
Many hours are spent looking for documents which reduces productivity and increases manpower hours looking for them. The key to a good management system is to find documents in an organized, secure and quick retrieval system. Our solutions reduce angst and frustration when you need to find information fast.
A & A Project Solutions, LLC
Phone: 678-749-7878 Fax: 770-413-7517 Email: info@aaprojectsolutions.net
Call or e-mail for more information or to schedule an appointment.
→ Challenges
The tasks of managing your vital records can be overwhelming and challenging.
- Remaining competitive in an era of rising costs.
- Meeting increasing demands for customer service.
- Preserving and accessing vital information in a timely manner.
- Ensuring business safety and viability in the event of a disaster.
→ Solutions
The following is a brief list of solutions A&A can provide for organizations:
- Support Services
- Project Management Facilitation
- ChainPortal Solution
- Meeting Facilitation/Presentations
- Records and Information Management
- Document Scanning/Filming
- Digital/Film Media Conversions
- Disaster Recovery (DR) Capabilities
- Web Hosting
- Dedicated Document Organization
