Dinah YoungProject Manager / Software Asset Manager| Prince William CountySpringfield, Va, United States
We are currently setting up lots of committees/groups to research or work on specific tasks. These are often organization specific tasks. For example, there is a group evaluating the use of bots and another one looking for a replacement to our inventory management system.
The problem is that many of my coworkers do not know that these groups have been set up or what they are doing. This may cause confusion, duplication of effort, developing against something that may change, etc.
So what I am wondering is how can I set up a way for this information to be shared to those that are interested without overwhelming everyone else?
I was thinking about the possibility of requiring all of these meeting to produce minutes and then save them somewhere. But where?
Maybe we could set up an information board (electronic of course) with notes about each of these initiatives.
Has anyone set anything up like this before? Can anybody give me some ideas to inspire my brain? Saving Changes...
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Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
If you have a tool like SharePoint I’d recommend creating a site that contains a description of each initiative’s purpose, and major news concerning each initiative. Next, create a subsite for each initiative where you're store meeting minutes, people to contact for more information, etc. People can start at the main site, then enter the subsites if they seek detailed information about a particular initiative.
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1 reply by Dinah Young
Jun 28, 2018 3:16 PM
Dinah Young
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That is a good idea. However, I am having a lot of trouble getting people in my department using SharePoint. We have had it for 8 years and they still prefer to email documents instead of uploading and working on them on the SharePoint site. In the past, I created a repository of all of the artifacts for each of our projects. I was the only one uploading to it. It is very frustrating for me that our IT department is usually the last to accept technology.
Saving Changes...
Dinah YoungProject Manager / Software Asset Manager| Prince William CountySpringfield, Va, United States
Jun 28, 2018 3:10 PM
Replying to Eric Simms
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If you have a tool like SharePoint I’d recommend creating a site that contains a description of each initiative’s purpose, and major news concerning each initiative. Next, create a subsite for each initiative where you're store meeting minutes, people to contact for more information, etc. People can start at the main site, then enter the subsites if they seek detailed information about a particular initiative.
That is a good idea. However, I am having a lot of trouble getting people in my department using SharePoint. We have had it for 8 years and they still prefer to email documents instead of uploading and working on them on the SharePoint site. In the past, I created a repository of all of the artifacts for each of our projects. I was the only one uploading to it. It is very frustrating for me that our IT department is usually the last to accept technology. Saving Changes...
Why not look into something like Slack? You could setup a channel for each discrete committee or group but allow folks to view the conversation across the channels.
Another option is to use a collaboration Wiki like Confluence...
Kiron Saving Changes...
John DuncanRetired| RetiredLebanon, Tn, United States
Depending on the audience, possibly an "old school" newsletter that comes out monthly or so? With various group leaders responsible for submitting the updates each month, and someone to send it out.
Or an intranet page to show the info, if you have someone web-savvy (and available) to maintain it. Our intranet site has a "news to know" section in the middle of the first page, with each news item headline clickable for more information. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
If you want that things does not going forward then create a comittee. Saving Changes...
First thing you need to do by the sounds of it is work out the organizational project management (OPM) structure which will undoubtedly differ from the regular organization structure. You have "lots of" committees and groups which add complexity for accountability and decisions making (if they sit across the same project/s). So the next step is to figure out your governance framework to assist clear project decisions. The structure and processes used for this will also determine the kinds of information you need, its format and the distribution of same. So yes things like sharepoint, slack, confluence and many other tools can be considered from there. Saving Changes...
