People Management
People Management
Roles and Responsibilities
Roles and Responsibilities
Setting an orgnisation chart / roles and responsibility was the first stage of our team formation.
The organisation chart allows a clear communication, delegation and goals.
This is a 'by function' structure to cover the main aspects of the project. Additionally, it is useful in big teams as this shows the overall in-charge(s), partners or external users, the hierachy; who to approach for specific tasks or who to enquire from and how big the team is.
This is useful as it provides us with a sense of responsibility to contribute and take charge of an aspect of the end-product. Allowing more efficiency and effectieness in work distribution.
Setting an orgnisation chart / roles and responsibility was the first stage of our team formation.
The organisation chart allows a clear communication, delegation and goals.
This is a 'by function' structure to cover the main aspects of the project. Additionally, it is useful in big teams as this shows the overall in-charge(s), partners or external users, the hierachy; who to approach for specific tasks or who to enquire from and how big the team is.
This is useful as it provides us with a sense of responsibility to contribute and take charge of an aspect of the end-product. Allowing more efficiency and effectieness in work distribution.
Learning Portfolio
Tools for Time Management
Network Diagram - Prioritising task
Gantt Chart - Efficiency while handling simultaneous task
Time Tree - Staying on tasks
Google Sheet - Independent completion and checking
Network Diagram
This service-learning [SL] project is planned over the course of 4 months. Alongside 4 other teammates and a community partner. We have to implement a solution to improve mental wellness using nature. Time is crucial and with the restrictions of the circuit breaker. Time management is important.
This is created from Miro. A network diagram shows the flow of the project. The tasks shown leading up to the finale (middle of the diagram below) is the critical path, also known as the important tasks. Around and branching out are the dependent tasks, which can only be done when the previous is fulfilled. Once the network diagram is completed, the team will be able to prioritise the tasks on the critical path. This optimises time while managing the tasks within its estimated week/days to complete.
Hence, our first step was to set a path of what needs to be done and when it should be completed by. Creating a network diagram gave us a clear picture of the critical steps and secondary tasks that could be done simultaneously. This helped us create a clear Gantt chart (shown below that is visible for reference and time planning.
*The path in the middle is the critical path, and the ones branching out are the floaters (Gantt chart).
Gantt Chart
A Gantt chart is a common tool for project planning. The Gantt chart shows the start and end date, person-in-charge and floaters. Floaters are sub-tasks or tasks that can be done while the critical task is ongoing.
Concluding from an almost hour-long video, without a network diagram your Gantt chart will not flow along with the duration smoothly. Templates are available online, but most or all Gantt charts are done on Google Sheet or Microsoft Excel. Hence in order to apply our newly acquired knowledge, my group categorised based on critical and floating tasks to ensure it is visually appealing and coherent.
Moving on to the main point. Progressing from the Network Diagram, the Gantt chart can be created. This will illustrate the rundown of the steps in the SL Project. Showing all the specific duration of the critical tasks and floating tasks, with dates and when the tasks are done concurrently. The Gantt chart will also show more details on when meetings, discussions and minor tasks were held (click on the image for the full Gantt chart).
This helped my group stay on tasks and complete within the forecasted time. The video and lesson on time management/ creating Gantt charts are extremely important. A lot of projects would require a Gantt chart illustration, knowing how to do a proper diagram is beneficial and crucial.
Time Tree
Timetree is a collaborative calendar, that reminds us of tasks, meetings and key dates in advance. As a group, we are able to track and see the overall timeline of our project. Exactly like an ordinary calendar but collaborative, with a link sent, group members are able to join and receive a notification based on the event they join.
Additionally, this also provides each member with the freedom to key their available days for meetup, meetings or discussion. This allowed the IC and 2IC to plan efficiently the flow and due dates for the success of this project.
This was important to managing this project, with other assignments and external responsibilities, TimeTree notifies in advance (if you set it) through our mobile phones. This maked sure we are aware of our upcoming deadlines and meetings.
Google Sheet
Check Boxes
During the pandemic, besides utilising Telegram and MSteams to convey messages and ideas. There might be instances where messages might get flood up or missed mid-conversation. Hence, establishing a checklist system for meeting agendas and multiple tasks completion, the checkboxes serve as a reminder to progress.
Google sheets is also a collaborative tool that has checkmarks to gives members ownership of their tasks and independence to check their deadlines and responsibilities. This tool was not often utilised as messages are still the most convenient way to get updates on tasks and the progress.