Jayson ReadProject ManagerEden Prairie, Mn, United States
I work within an organization that doesn't have a PMO or any other type of program/project office. I'm getting somewhat bogged down in some of the administrative tasks with managing a large-scale program (updates to artifacts, follow-up on action items, minor communication, etc.). Has anyone ever used an adminstrative resource to manage some of these lighter tasks in an effort to allow more time to focus on the strategic matters of the program (or project)?
If so, what are some of the tasks and responsibilities you had them perform? What were some of the wins with that resource?
Thank you in advance for any information you're able to provided. Saving Changes...
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Hans RobbersSenior Director| SalesforceVlissingen, Netherlands
Jayson
Sounds familiar. One of the resources I look for is a someone who wants to become a pm and needs training. BAsed on hsi knowledge we determine a workpackage for him/her.
Adminsitrative tasks like issue log and risk log are part of his duties, tracking time and when he grows into the role also gatering the estimates to complete. We review together the plan and track the progress of the project.
Furthermore, change management and change requests fileing chasing etc will be a part of how duties
Normally I aim to have him part time on pmo activities and 50% on configuration management. He is in that case responsible for version control of the documents, filing, distributing the documents and artefacts. Especially when he has a technical background it supports the project to have a proper version control.
This becomes more important in case you allow fo parallel development or disctibuted development.
Hopes this helps
Hans Saving Changes...
Josh NankivelEngineering Project Manager| AppleSioux Falls, Sd, United States
I agree with Hans, the best resource for this type of work is going to be someone who is interested in project management. It certainly can be an administrative assistant, many of them are interested in getting into project management.
They more self-motivated they are about project management as a discipline and potential future career path for themselves, the more you will be able to confidently hand off to them over time as they prove themselves.
Some tools can also come to rescue : http://open-workbench.en.softonic.com/ And if you are looking for more long term solution opt for a project management tool like CA: Clarity, MS: EPM or Oracle : Primavera
Yes, great development opportunity for them and great chance for you to lighten your workload. Try to get them some basic training in project terminology too. Saving Changes...
Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
Wouldn't it be great if we all had administrative assistance. Organising meetings, booking rooms and co-ordinating travel are all things that an admin person could do, and that take up a lot of my time that I feel could be spent on other things.
Jayson, do you have a departmental PA, or does your project sponsor have an assistant whom you could 'borrow'? Saving Changes...
Jayson ReadProject ManagerEden Prairie, Mn, United States
Thank you all for your responses. Hans, I really like the idea of bringing in someone that has aspirations to become a project manager. It seems like it would be a great opportunity for them to learn the ropes without being completely on the spot like they would if they were running solo.
Elizabeth, we do not have a departmental PA within our organziation and PA's and PC's (project coordinator) aren't roles that exist so this would be a new type of position installed at my company. Saving Changes...
