How to manage the schedule and preparation for a very busy public official.
April 2, 2012 7:24 AM Subscribe
Can you help solve a public official's staff project management woes?
posted by metamush to Technology (7 answers total) 1 user marked this as a favorite
I work for a public official, but I imagine that this could apply to CEOs or organization leaders of any kind. Any leader who has a staff of 10-15 of people managing public events, private meetings, etc. Here are some of the challenges:
The calendar. My boss has dozens of meetings, speaking engagements, and other events every day, and not all in the same city. We use Outlook to manage his calendar, but the only way that we staffers can see his events on our mobile phones is if we ourselves are invited to them by the scheduler. So, most events have about 10 staffers confirmed with them, though many of them have nothing to do with preparation for the meeting or the event.
Who's in charge of preparation? In the Outlook event calendar notes area we assign a key staffer for the event. But sometimes the staffer throws a memo into the field, and no one sees it, and sometimes doing that works but it requires a new invitation to be sent out and accepted by everyone.
Finally, if you are assigned to be the key staffer to the event, the only way you can find out is by going through the calendar one by one and looking. Not ideal. In addition to pasting memos in the event fields, we also throw documents into Dropbox to be viewed on the go.
The boss needs:
To be able to see his calendar on his computer and on his iPad
To be able to read associated materials (legislative memo, bio of person he is meeting, etc)
A way to see the boss's calendar on our computers and iPhones without necessarily being invited to events
A way to assign specific staffers to events and track progress
A way to share documents in the office and on the go
Do you have suggestions for teams that manage not a company but an individual leader? Apps? Project management systems?