Administrative Sparkle Blog

There is a lot to be done when you want to get from where you are right now to where you want to be. There are different programs you can use, I like to call “tools,” that can keep you on track. I don’t like to say that they necessarily simplify life, but it does keep your projects organized and you on track. And, that is what we are trying to achieve here.

I have been crazy-busy the past couple of weeks and even took a couple of weeks off from the gym. Suffered the consequences for that one, but I am pleased to say I am back on track. The fallout, and I am being extreme, is that I feel like I gained one pound for every day I took off. That is good enough reason or incentive to get back with conviction to the goal.

At the Office

I track my executive’s projects with an Excel spreadsheet. It’s a tool, it works, but it really is basic. Mostly it is about maintenance, otherwise it just doesn’t work. Like anything else. I cannot stress the importance of assigning Task Submission Dates. This is the key column with which you sort to view what goals are getting close to coming due and what are overdue. When they are overdue, write notes of what you plan to do in the Comments column and then update the Task Submission Date to reflect when you will have it done.

The spreadsheet that I use for my executive provides the following columns of information:

• Date Assigned: This tells the executive when he/she initially assigned it and is able to get an idea of how long the project has been around.

• Title of Assignment: You will want to give it a relevant and informative title.

• Primary Manager: The manager assigned responsibility for the project.

• Assigned To: The manager usually has someone on his/her team or staff that is doing work on the project.

• Submission Date: This is the date my executive wants to receive the task or details of the project in her office.

• Comments: The executive’s directives and comments by the managers detailing what is happening with the project. It provides a little bit of the history, what is holding it up, or what still needs to be done.

• Assignment Tracking Number: This is a specific tracking number that identifies the assignment. This is also tracked in my Outlook “Tasks,” along with any email and written documentation pertaining to the project.

An Auto Filter is applied to the column titles, which its use will be explained. Information is sorted and presented to the executive in different ways, depending on the use.

1. A running account of all active projects. This is Sorted by Submission Date, so the most pressing and urgent are seen and attended to first.
2. Individual manager’s meetings, a spreadsheet that only reflects that manager’s active projects. This is filtered by Primary Manager and then Sorted by Submission Date. This way the executive does not have to visually sort through all projects that is on the spreadsheet that do not apply to that specific manager.  In my executive’s case, we are running close to 75 projects. As an added perk, the managers are able view and print projects that only relate to them.

NOTE: I tried finding a project spreadsheet on Microsoft’s Template website to no avail. Maybe I should submit mine. However, I am considering doing a little tweaking on it to make it even more informative. Not by adding more information, but visually and trying the Groups feature to see how that works in comparison to the Filter. I will let you know.

At Home

I use MindJet MindManager. This program allows me to work in one program and have the various information populate into my Outlook Notes, Calendar, Timeline, Contacts, and Tasks. I am also able to attach various documentation from all my Microsoft programs, including Word, Excel, PowerPoint, Project, Visio and execute from MindJet MindManager. I can make it available for others to have access to it outside my network. The best feature, is the ability to see it as a MindMap. There is a map view and an outline view, allowing me both the visual aspect to see how some things are interrelated and viewing it in running points.

There is a lot more to this program that makes it hyper-intensive in the amount of information that it can hold, including the Internet and as its own Project program assigning deadlines. The program will automatically flag items that show Past Due and At Risk.

MindJet MindManager has helped me mange finding an apartment. I had a certain criteria and I was able to define what needed to be done to achieve my desired goal. Some features keep me on track. For example, after researching several apartments that met my criteria and selecting the one I wanted to move into, I had forms that needed to be filled out and submitted, processing fees and dates that they need them. I was able to follow-up with the apartment management team to ask what I need to do, what I need to provide them, and when it is due.

Right now in that task I will have a populating calendar item to pay the deposit on April 1 and the rent to be paid upon moving in on the 7th of May. I also have a calendar item for the move in date of May 7. I can now make a list of what I need for the move, such as boxes and create a schedule of prepacking. I can also make a list of resources I need for the move, vehicles, equipment, and people who can help.  This would also include ideas for incentives such as pizza and beer. You get the idea.

That is just one of the projects I am currently working on. Obviously, Health and Diet is another and Budget.

MindMapping allows you to expand on all the little details required to make it fun and manageable. So wish me luck with the move. I just might need it.

Whether you use an Excel spreadsheet, Outlook, or an outside program such as MindJet MindManager, the goal is to account for it, SET DEADLINES, and take ACTION. That is all it takes, but you have to write it out. I know there are a lot of people who say they have it in their head of what they need to do, “It’s all up here” (motioning to their noggin), but unless you get it down on something, you will reduce your chances of success.

Here is to your success! Please let the rest of us know what you use to track and manage your projects and goals. I am sure we all could use the ideas and suggestions. I know I would. I’m always looking for a better way of doing things. I look forward to hearing from you.

To your SUCCESS!