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how a project template simplifies company processes


Any big business action is a project. For example, a project can be the launch of a new direction, a move to a new office, or planned work under an agreement with a client.

If a company, employees or department periodically perform essentially the same actions, then this can be standardized and made a template. The project template will help:

  1. prepare in advance the structure and logic of the work so that everything is done not out of order, but according to plan;
  2. get a clear plan of action;
  3. save planning time because the same templates are used in standard situations;
  4. monitor the progress of work.

Let’s say we have a company that sells household appliances. We have an actively developing network and we are constantly opening new stores in different cities. The opening of each store is a separate project, but all such launches are similar to each other.

In order not to start from scratch every time, you can create a project template once and then use it to open new stores. This is what we will do now – we will prepare a project template for the opening of a store in a new city. Next time, when we need to open another store, we’ll just take this template and create a new project based on it. At the same time, all dates, key actions and steps for their implementation will already be spelled out in the project.

New template and project stages

To create a new template, open the list of templates (section ProjectsProject templates) and press the button “Create template“. Let’s call it “Opening a store in the city <.......>“.

The head of the company was automatically substituted in the Responsible field, but you can specify any other employee as well.

The next step is to create a structure for the stages of the project. Let’s say we have the following stages at the opening:

  1. Search for premises;
  2. Renovation work;
  3. Recruitment;
  4. Preparation for the opening.

These, of course, are not all the stages that will be in a real project, but in order to figure it out, they are quite enough.

The stages are created like this: on the tab Project stages push the button Stage and enter its name.

The name of the stage can be anything, the main thing is that it is clear to the performers

In the same way, he creates the other three stages.

Tasks in stages

Each stage consists of tasks. They can run in parallel or be executed one after the other in turn. For when it will start and how long it will take, two parameters are responsible: the offset from the beginning of the project and the duration.

The offset from the start of the project sets the start date of the task: how many days after the start of the project, the task will become active and you can start it. Until that time, the task simply hangs in the project, it is visible, but it cannot be completed. Duration refers to how much time is allotted for this task.

For example, at the first stage (Search for premises), we will create a task to directly search for a place to open a store. To do this, press the button A task, write the name and indicate the offset from the beginning of the project and the duration:

Since this is the very first task in the project, we indicate that it occurs the next day after the start of the project and lasts 7 days. During this time, you will need to find a place for trade

If we know in advance who in the company will always be responsible for the selection of all premises in any city, then we can indicate him in the list of participants, marking him as responsible:

Now let’s write down the task in more detail so that the executor knows what needs to be done:

Control points

Check Point – this is a task in a project that, if not completed, will stop the entire project. The checkpoint is similar to exams at an institute: either the student passes the session and moves on to the next course, or he is expelled and the study project fails.

In our case, the final choice of premises for rent will be the control point. Until this is done, we cannot proceed with the repair. And without repairs, we will not have time to prepare everything for the launch and opening of the store at the desired date.

A project can have as many control points as you want. To create a new point, click on the button Check Point, write its name and set the offset from the beginning of the project. If we know in advance, for example, that all lease agreements are first reviewed by an in-house lawyer, we immediately add him to the list of participants:

Create a new control point

If the participants are known in advance, we add them to the list

Since the issue of rent is always critical, the leader increases the importance to inhigh:

Let’s say we decided that the result of this checkpoint should be a scan of the signed lease. While it is gone, the task is considered unfulfilled, and the point is considered uncompleted.

To prevent the project from moving further, while there is no need for a scan, put a tick Prevent setting the end date without adding files and select the desired file type. Since we have not yet had this type of documents in the system, we press the plus sign and add a new type – Scanned copy of the contract:

Now the lawyer will not be able to close the checkpoint if he forgets to attach a scan of the agreement.

Now we can save and close the checkpoint.

Adding files

At the recruitment stage, we understand that it would be better to immediately attach to the project the interview instructions, which were drawn up by our HR department. This will ensure a consistent approach to interviews across all future projects.

To do this, we create a new task Staff recruitment, specify the required parameters, and then click on Files in section Linked Lists:

Attach the desired file from disk

Now you can see in the task that one file is attached to it

What is the result

Template with a ready-made project structure

When we complete all the tasks at all stages, we will have a ready-made template for opening a new store in any city. Now we don’t need to think over everything anew – we just create a project based on this template and all the necessary tasks with descriptions, responsibilities and deadlines appear in our system. How to do it – in the next article.

Moris Akline
About author

Speculative operations in the foreign exchange and stock market. Work with futures and indices on CME. Work on FORTS and RTS. Development of portfolios and investment strategies for clients. Knowledge of technical (price charts of various types, indicators and oscillators, trends, channels, support / resistance levels) and fundamental analysis, take note of news. I work according to my trading strategy in compliance with the rules of capital management and risk management. Development of trust management strategies. Technique of order execution, placing and changing protective stop-losses, hedging.
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