Capital Pacific Homes

Capital Pacific Homes“Turning Dreams Into Reality” : 

Capital Pacific Homes“Turning Dreams Into Reality” THE PRESIDENTIAL SEMINAR, Hanley Wood March 30th – April 3rd, 2008 Aspen, Colorado “Effective Task Management & Communication”

Slide 2: 

Goal “To convey a task management process that can be used to Communicate, Monitor and Manage the Performance of Individuals Departments and Divisions from one data source” Presentation Goal & Benefit Benefit No need to purchase any new software, or a web based collaboration system. Just procedural training and implementation. Project Status and Updates can be documented and conveyed to an entire organization, department or individual.

Why Is This a Benefit? : 

Why Is This a Benefit? Our managers and employees… are managing more departments have more responsibilities for each person more projects to track work to pick up that someone else has left behind and less resources Any combination of the above can create a management by “Fire Drill” approach instead of by priorities.

Why We Put This Together : 

Why We Put This Together Use of emails to communicate ongoing tasks to multiple people was inefficient. No work path or progress report. Inconsistent tracking due to individual lists. Multiple people on emails lead to questions about assignment of tasks. Inefficient use of employee time. Need for a single source reference point for everyone to access.

One Source - One Location : 

One Source - One Location Now from one location, everyone in our company can view and update the progress of a task from a central source. We can monitor the progress of an item without interrupting others. Provide a detailed history of events i.e. if an employee leaves or if we need a defense for a defect claim, etc. Evaluate performance on multiple levels Division Department Individual

Slide 6: 

Start With a Public Folder

Slide 7: 

View By Category

Slide 8: 

Review a Department

Review Current Work Priorities : 

Review Current Work Priorities

Slide 10: 

Subject = Naming Protocol (consistent for all departments and tasks) Bold Date & Names = Consistent for each entry Category = Project Contacts = Task Responsibility Sorting Tools to Define Views Owner = Department/Project/ Division

Devil is in the Details : 

Devil is in the Details Company = Sorting Field “DD” (for Division level activity) Additional Fields in Details Tab

Slide 12: 

Unlimited View Options Create a new view, copy and edit an existing view or modify an existing view.

Easily Transition Between Views : 

Easily Transition Between Views Drop down menu shows list of defined views

Review Tasks at a Department Level : 

Review Tasks at a Department Level View = Production tasks Grouped by project

Slide 15: 

Dig into the Details Hyperlinks to files Vendor Communication Copies of e-mails Responsible Persons Project, Activity code, Description , Issue Project, Work Phase

Microsoft Functionality : 

Microsoft Functionality One location, for all MS programs Hyperlinks to Files, Web sites, plans & photographs Insert documents from Excel, Word and MS Project inserts Timeline of events & Progress

How We Use Data Fields : 

How We Use Data Fields By utilizing the data fields within each task you can provide unlimited possibilities to evaluate your business operations at any predetermined level We used: Subject: to reference the project or Dept and issue Owner: to define department Contacts: to document responsibility order Categories: to define the Project Company: to establish priority level *(referenced on details tab)

Public Folders : 

Public Folders Public folders enable company or division wide access to information Access can be restricted but confidential information should not be relied upon as being secure. Public Folders can also be used for Contacts by department, Calendar items such as escrow closings

Obstacles to Overcome : 

Obstacles to Overcome Define your sorting needs and views first and whether you want to make it a high level or critical issue tool first. Cultural change in working practices. Set up access and permission protocol on each computer. People will drift back into old habits, hold them accountable.

Implementation Tips : 

Implementation Tips Once the system is setup and training is complete appoint a System Admin to review tasks for consistency. Take the time to set up new procedures and instill them in any new employees. If you start a new process keep with it, don’t give up when you get busy again, that’s when it’s most useful. Train, train, train to break old habits and be consistent in data entry.

Slide 21: 

Thank you