What is the most streamlined and effective way to use Sharepoint to track and manage events?
May 12, 2008 9:04 AM Subscribe
Hello, cat-herding, project management expert mefites! Please help me figure out the most streamlined and effective way to use Sharepoint to track and manage events.
posted by thewrongparty to Work & Money (3 answers total) 3 users marked this as a favorite
I work at a non-profit currently going through some growing pains. We added more people to our education department and are taking on much more work than in the past. We are updating our systems to manage that work. The chosen system, by managerial fiat, is Sharepoint. The additional work that I am responsible for is the management of our outside speaking engagements.
Here is what the tracking of a typical speaking engagement entails:
*We are hired to speak at someone else’s event, so I need to gather all the details of their conference (due dates, location, agenda)
*Set up all of the travel arrangements & accommodations for the speakers (our staff)
*Set and meet lots of deadlines, different for each event (Oh, I wish this was automated somehow. Since I manually add these to people’s calendars, it’s like I need reminders to add reminders)
*Make sure everyone on both ends understands what is going on, has all of their materials, the final versions of presentations, etc.
*Be able to quickly and easily report on the status of each several events that are all at different stages – what’s due when, what is missing, what the different players need to do, what’s been completed, what’s been discussed between various players.
I don’t really come from a meeting planner/events management background and struggle a bit (okay, a lot) with time management. I feel like there must be a simple strategy to get a handle on this stuff beyond the one used by the staff member who used to do this. She just kept everything neatly filed and scheduled in her brain. My brain lacks that feature; I need something external.
I have been told that I make things way too complicated and I agree. I have been using this ugly access database as glorified checklist, loose pieces of paper with scribbled notes, and flagged outlook emails. This non-system system is a big FAIL in many ways too boring to go into detail. Also, the outside speaking engagements are only one of many projects I am keeping track of in my department and it really gets in the way of completing other things, so that’s another issue.
So, I am writing this because I thought some input from experts might help me figure out if some of the ideas I’ve come up with to transition all of this from my current method of operation to Sharepoint were off track and the beginning of another ineffective mess.
Also, yes, I realize that the ineffective mess in this scenario may primarily be me and a new system won't really make a difference. I’m a bit embarrassed to admit how much I’ve been befuddled by all of this, so yay for the anonymity of the tubes.
I don’t want to make this question even more long and boring, so I’ll pop in and answer your questions if this is all too vague…