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Information Management for Project Managers

     

30-40% of a knowledge worker’s time is spent on document-related tasks.
- Gartner Group

The "knowledge value" of email, measured by the percentage of total active business information captured in email, is 60%.

The average business executive spends 260 hours per year looking for documents.

As a rule, he or she who has the most information will have the greatest success in life.
-Disraeli

 

This 1-day course teaches you how to organize and manage project information effectively and efficiently. It will give you practical solutions to solving some of your most difficult information management problems.

Managing information in projects presents some challenges not normally found in functionally managed organizations. Most notable is that project environments are highly fluid. Frequently, project information is changing at a rapid rate, and many project deliverables can be in some state of development or change at any given time. In particular, project managers are often confronted with receiving large numbers of emails. Without a strategy, it is easy to become overwhelmed.

Time that anyone on the team spends looking for information impacts the project manager’s ability to complete the project on time. When people can find the right information and spend less time locating it, the project manager recoups valuable time that can be spent on productive work, helping to ensure that deadlines are met.

In this course, individuals will work together in teams and simulate managing information as they would on a real project. Learn how to develop a file plan, handle version control, and manage email. At the end of the course, you will come away with practical solutions for managing your project information.

Earn professional development units needed for accreditation by PMI and continuing education units by attending this class.

Course Description

This is a 1-day course that teaches you how to manage information—and in particular, project information—whether it be electronic or hardcopy documents, email, or other types of information. You will learn how to organize and manage your documents so they can be easily retrieved. In addition, you will come away with a template for a suggested file plan for managing project information, a sample information and configuration management plan, recommended best practices, as well as other strategies to make your job easier.

Course Objectives

  • Understand basic concepts related to document and records management
  • Manage email and project documentation to support information management, retrieval, archival and disposition in a low-tech or high-tech environment
  • Understand the different types of information commonly collected by projects, and be able to structure a file plan to manage them
  • Be able to handle and manage email effectively and efficiently
  • Know how to incorporate best practices for developing a work breakdown structure and a file plan so that everything works together
  • Understand best practices when it comes to naming conventions, version control, configuration management, and other aspects of document management
  • Know how to manage the document life cycle, from origination to final disposition
  • Know how to manage the review and approval process for maximum efficiency
  • Know how to make use of, organize, and manage document templates to save time and effort, and improve quality
  • Understand how a document management system can make your life easier

Benefits to Your Company

  • Be able to find information quickly and easily
  • Reduce confusion by implementing good version control
  • Maintain control of information as it moves from draft to review to approval
  • Improve project processes, performance, and control
  • Accelerate work progress
  • Increase efficiency
  • Improve on-time delivery
  • Reduce financial risk

Course Outline

  1. Understanding the Problem
         • Challenges faced in filing and retrieving documents
         • Dealing with scanned documents, faxes, snail mail and other paper documents, and electronic files.
         • E-mail
     
  2. Document & records management overview
         • Define basic concepts associated with document management
         • Have a plan that manages information, no matter what its type
         • The impact of using electronic signatures
     
  3. How to Organize a File Structure
         • Correlating the work breakdown structure to the information management plan and file structure
         • LAB: Create file structure for company/organization
         • LAB: Develop file structure for project
         • Records Classification and Retention Considerations
         • Security / Access / Legal protection
         • Folder naming conventions
         • Who should be able to create and change what
         • Establishing and managing a reference library
         • Documents that are external to the project or program
         • Dealing with standards, guidelines, policies, & procedures
         • Managing project deliverables
              • Charters, Project Plan, Management Plans, Schedule
              • Meetings, status reports, issues, change requests, forms
         • Managing product / system deliverables
     
  4. How to Manage Documents and Templates
         • Templates
         • Formal Documents
         • Working Documents
         • Document and template naming conventions
         • Reviews & Approvals
         • LAB: Set up a review & approval process
     
  5. How to Manage E-mail
         • Organizing e-mail
         • Classifying e-mail for retention purposes
         • Special techniques for managing project email
         • LAB: Set up rules to manage E-mail
     
  6. The Human Component of the System
         • Working remotely
         • Check-in / Check-out best practices
         • Sharing documents
         • What to do about personal files, files stored in one's desk drawer, or files stored on one's workstation
     
  7. EDMS Concepts. Learn how an Electronic Document Management System may make it easier to solve the following problems.
         • Need to find a document, but can't remember where it was filed
         • Need to find a critical email, but can only remember sketchy information to help locate it
         • Need to find a previous version because you now need that information
         • Need to tie related documents together (e.g., supporting material, multiple files treated as
           one document, etc.)
         • Need to protect sensitive information for security or other reasons
         • Need to protect information from loss or damage
         • Need to create a customized solution for each individual so that information is organized and
           retrieved based on personal needs
         • Need an easy way to manage the review and approval process
         • Need to manage document templates
         • Need to find a reference document
         • Need to publish a document on a web site
         • Need to tie related information together for a brief time (e.g., for the duration of a given task)

Who Should Attend
Project Leads, Project Managers, mid-managers, office managers, and those needing to know how to effectively manage information to increase project performance, either personally or departmentally.

Course Information
Instructor: Course will be taught by a senior project manager who is accredited by the Project Management Institute (PMI) as a PMP (Project Management Professional).
Course fee: See Pricing, Packages, and Discounts for more information.
Course Includes: Course handouts. CD containing Information and Configuration Management Plan, sample file plan.

For more information, contact Spectrum Consulting Group, LLC at:
503.780.4758, or
503.736.1230


 
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