Project, File, Data management tools
March 7, 2019 10:16 AM Subscribe
I recently started a new job and am working on a much larger project than at my old job. The tools I've used previously seem inadequate. I'm looking for recommendations on a) personal task management, b) deadlines I have to manage, c) delegation task management, d) data tracking, e) file management.
My new role is essentially assisting the program manager in running each project. As part of my new role, I will be working on data/database management, coordination with a large number of people (client, coworkers, contractors). Each project may have many interrelated tasks going on consecutively, and I need to make sure deadlines for each are met. A large number of coworkers have previously worked on this project, but most are now working on other projects (though may have minor pieces they still handle).
The projects I have previously worked on were all in smaller teams, or were just smaller projects. I previously primarily used OneNote for managing my own priorities and obligations, as well as laying out the tasks and who was going to handle them. My new projects are faster moving and have a lot more pieces, but also years-long, so I'm looking for a better system. I also may be switching from project to project throughout the day, so having them all in one place is helpful.
The program already has a shared Outlook task list and calendar for overall items, organized by project. The files are organized by project but are in multiple locations and a bit haphazard. Some of the data is very well organized, some isn't. The program manager is very open to ideas and strategies for process improvement. I'm still sinking my teeth into this project, wrapping my head around what's been done and what's needed, and need to get stuff done. I'm also in the midst of learning new folks and their working styles.
I'm a visual learner, and OneNote is great because I can easily break down the component parts of tasks. But it gets really cluttered if I need to keep track of completed items on longterm projects, or I have to switch tabs and will end up forgetting priorities, or just putting everything on one page. The problem I've had with Outlook is that I like to break tasks down into baby steps, and for an Outlook task I need to open the task and look at the components.
My ideal solution would be very visual. It would have major tasks and subtasks, and be able to open/close tabs, hide/show completed items, easily add/modify tasks/subtasks, and be able to assign a project to each task but also see all projects at once.
So I'm looking mainly for:
- A stop-gap way to organize myself and my tasks that will help me keep track of what I'm working on, what's due, and what I've completed.
- Recs on keeping track of what files are where until I have the chance to organize (PM is on board with re-organizing and has tried in the past, just doesn't have time for it).
- Longterm task/data management solutions.
Reminder: the main program is organized in Outlook and that cannot change.
My new role is essentially assisting the program manager in running each project. As part of my new role, I will be working on data/database management, coordination with a large number of people (client, coworkers, contractors). Each project may have many interrelated tasks going on consecutively, and I need to make sure deadlines for each are met. A large number of coworkers have previously worked on this project, but most are now working on other projects (though may have minor pieces they still handle).
The projects I have previously worked on were all in smaller teams, or were just smaller projects. I previously primarily used OneNote for managing my own priorities and obligations, as well as laying out the tasks and who was going to handle them. My new projects are faster moving and have a lot more pieces, but also years-long, so I'm looking for a better system. I also may be switching from project to project throughout the day, so having them all in one place is helpful.
The program already has a shared Outlook task list and calendar for overall items, organized by project. The files are organized by project but are in multiple locations and a bit haphazard. Some of the data is very well organized, some isn't. The program manager is very open to ideas and strategies for process improvement. I'm still sinking my teeth into this project, wrapping my head around what's been done and what's needed, and need to get stuff done. I'm also in the midst of learning new folks and their working styles.
I'm a visual learner, and OneNote is great because I can easily break down the component parts of tasks. But it gets really cluttered if I need to keep track of completed items on longterm projects, or I have to switch tabs and will end up forgetting priorities, or just putting everything on one page. The problem I've had with Outlook is that I like to break tasks down into baby steps, and for an Outlook task I need to open the task and look at the components.
My ideal solution would be very visual. It would have major tasks and subtasks, and be able to open/close tabs, hide/show completed items, easily add/modify tasks/subtasks, and be able to assign a project to each task but also see all projects at once.
So I'm looking mainly for:
- A stop-gap way to organize myself and my tasks that will help me keep track of what I'm working on, what's due, and what I've completed.
- Recs on keeping track of what files are where until I have the chance to organize (PM is on board with re-organizing and has tried in the past, just doesn't have time for it).
- Longterm task/data management solutions.
Reminder: the main program is organized in Outlook and that cannot change.
Best answer: You need project management software. Check out the online tool Asana. It's great for team task coordination and communication. I found it very intuitive to use, as opposed to something like MS Project. Edited to add this link - Asana syncs with Outlook.
posted by missmary6 at 11:11 AM on March 7, 2019 [1 favorite]
posted by missmary6 at 11:11 AM on March 7, 2019 [1 favorite]
Check out Trello, Asana, Smartsheet, and LiquidPlanner. Also look at Zapier to help transfer things from one system to another, automatically.
posted by reeddavid at 9:44 PM on March 7, 2019
posted by reeddavid at 9:44 PM on March 7, 2019
This thread is closed to new comments.
I think documenting every file location will get old fast, so use searches. Windows search is pretty slow and disappointing.
There is some Windows software called Everything that does a really good job at searching. You point it at all of your various drives and it creates an index and then you can search by many different attributes. It also keeps the index up to date automatically.
posted by soelo at 10:23 AM on March 7, 2019