Module 2: Task & Project Management Flashcards

Question

What is Stage 2 and details?

Answer 1

Stage 2 Planning: A. Specific Tasks are defined and milestones or phases established. The PM collects, organizes, and prioritizes all of the tasks within the project. B. Knowing how long each task takes is paramount to establishing the timeline. Safety margins must be included. Best practice is to include a 50% Safety Margin w/ each task. C. Take into consideration existing workload of team members. This may take speaking with each member to get a realistic timeline D. Understand Precedent and Dependent Tasks (see next 2 cards).

Answer 2

A task that must be completed before another is started

Answer 3

A task that depends on the completion of another task.

Answer 4

A task that can be completed at the same time as another task.

Answer 5

50% additional time added to estimates to deal with unexpected

Answer 6

Stage 3 Executing: Communicating to others their job A. Tasks are assigned along with constraints (deadlines and budgets) to team members. Note: Administrative Professionals struggle with above because they don't have a title of "manager" and feel it falls outside of their scope of authority. Be at rest: if given this role, you are given all aspects of PM. It is called "Indirect Authority." When in doubt ask and verify. If team members understand managers have given you indirect authority, they are more willing to submit. B. Task assignment along with constraints need to be specific and direct: What needs to be done and when. Always make certain there is understanding and agreement. C. Document verbal communication in writing: i.e. : " Just to confirm what we spoke about this morning..."

Answer 7

Stage 4 Monitoring and Controlling A. Ensuring everything is on target and the project is being executed according to plan 1. Never assume team members are completing their tasks on schedule. 2. Always ask questions and offer assistance. 3. Be an accessible leader who diligently and consistently monitors progress. Don't micromanage but trust team and just check in frequently. 4. Communication is Essential in this stage (see 4 successful communication strategies after 5th stage).

Answer 8

Closing: Project is complete but PM still has work to do. They: 1. Verify specified outcomes were reached 2. Fix any problems 3. Evaluate Results Also can collect data about what did work and didn't work. Also debrief the team to discuss the process and lessons learned. Lastly: PM: Congratulates, thanks, and rewards team for a job well done.

Answer 9

1. Formal Project Meetings: Should be regular and in person. Allows everyone to give a status update of where they are, what they are working on next, ask questions, gain clarity, brainstorm about how to overcome obstacles and ask for assistance if needed. Good idea for PM to update all project planning materials and tracking notes to reflect where things are then can share with team. Like a Recap

Answer 10

2. Informal Communication: Team members should do throughout the project via phone, email, IM, in person etc. PM needs to keep the communication lines open so everyone feels included as to where the project stands and what needs to be done.

Answer 11

Regular Status Updates: Should be done with team members throughout the project. Request one BEFORE an upcoming deadline. Check ins on budgets and other restraints frequently too. PM should always have a general idea of where everyone is at with tasks at hand.

Answer 12

Shared Documentation: Helpful communication tool so different teams can know the status of a particular part of a project and know when they can begin their part etc. This should be easily accessible to all involved by sharing planning and tracking documents.

Answer 13

Used to assist PM in Organizing, Assigning Tasks, Monitoring Progress, and Communicating with the team.

Answer 14

1. Microsoft Project- More complex PM tool. Used for analyzing & tracking workload, Charting and Visualizing chain of events, budgeting and scheduling.

Answer 15

2. Gantt Chart- Most popular for traditional PM. Provides a high level visual road map of a project . Can see entire project at a glance: a. What the various activities are b. When each activity begins and ends c. How long each activity is scheduled to last d. Where activities are scheduled to overlap and by how much e. The start and end date of the whole project

Answer 16

3. Google Docs- Online tool that offers cloud mgmt. of documentation. Team members can create, share, edit files quickly and easily anywhere at any time using one central storage location. It is "alive". This protects from duplication or different version of work too.

Answer 17

4. Basecamp- SAS Solution Web-based PM system that offers a complete suite of tools made to manage every aspect of a project. Collaboration is as simple as logging in to a website 5. Microsoft Office

Answer 18

Even though tasks are single-step actions that are usually done by one person they still need to be managed. Some tasks are more complex and can be considered mini projects, but most are single-step. Tasks are usually assigned at a rapid fire pace and need to be done quickly. As an admin, this is an essential part of my role but can be overwhelming due to the sheer volume of them.

Answer 19

Task Collection and Organization. The most used form of task collection is making a list.

Answer 20

Step 1: Collect Everything 1. Do not rely on your memory! Take the time to write down and capture any and all tasks you are responsible for

Answer 21

Step 2: Electronic vs. Paper Personal preference and work environment. Some companies encourage their employees to use certain systems for certain things. Others leave it up to you. Paper is the easiest to use vs. some of the cumbersome electronic forms and sometimes these aren't available for easy access, where as paper is. Most AP's use a hybrid- just need to be clear on what you keep where. i.e. : Use Outlook to remind of time sensitive tasks, reoccurring tasks and schedule a pop up on computer screen the day before it's due for a reminder. Maybe use paper to capture the one off requests that are due in a day or two. Important: No matter what combo you use and how, make a choice and stick with it for at least 30 days.

Answer 22

Master vs. Daily Lists Many AP's find it helpful to have a master list(electronic) and a daily list(paper?)

Answer 23

Has every single task on your plate at any given time. Could be over 100 items. This could include tasks that are immediately due, routine tasks, items due weeks -> Months in the future, or even "Someday" tasks that don't have a specific due date but that you don't want to forget about. Easiest to handle on an electronic system This is HUGE and only to be used as a snap shot. That is why you have the Daily Task List. At end of day, check your Master Task List to see what you might tackle tomorrow. Place these items on your Daily Task List which can be put on a piece of paper and thrown away at the end of next day. Then you can delete them off of your master list if not a routine task.

Answer 24

Define Next Actions by specially writing down what you need to do. Example: Collect receipts from John

Answer 25

The next action is the physical, visible activity that needs to be done in order to move the current reality to completion. *Any task on my list should be a one-step act of forward movement. *Should start with an action verb. Like: "Collect receipts from Doug." This gives me a very clear action and helps me know the time and attention that will be needed to carry out the task.

Answer 26

Refer to it Frequently A task list is an ever changing, living document. Look at it all the time! Review Master List at the beginning and end of every day. The daily list should be present and referred to frequently as it tells you where to go and what to do. Immediately update the list when needed so it always reflects your current circumstances.

Answer 27

Cross Things Off: A Critical part of task management and should not be overlooked. 1. Ensures you don't duplicate something 2. Ensures you have an accurate view of your workload 3. Give you a powerful sense of accomplishment & motivation

Answer 28

The act of actually doing the work and the process behind doing that act. There are strategies to this process to help increase efficiency and effectiveness which increase your overall productivity at work

Answer 29

It is the act of performing two or more tasks at the same time. It is actually counterproductive and can do more damage to your performance than good. Only 2.5% of people in controlled studies can multitask without performing worse at either task.

Answer 30

This is what we do when we multitask- rapidly switch from one task to another. Both require our attention and therefore both are diminished because you can't accurately give your attention to either. Only 2.5% of people can do this without compromise.

Answer 31

Tasks that can be done simultaneously because one or both do not require mental effort. It is an awesome way to increase effectiveness and efficiency without compromising time or performance. Example: Organizing desk while on a conference call.

Answer 32

Taking one task at a time in order of priority. Produces much higher quality of work in less time.

Answer 33

Concentration 🥋Rapid Refocus: You give your focus entirely to one task allowing a smooth transition to the next task repeating the focus. Then one task doesn't interfere with the next. Like a martial artist fighting 4 dudes. Fighting one at a time takes them all out.

Answer 34

Working on similar tasks one after another to make better use of your time. Each task has a ramp-up time(setting up) to "get in the groove" as well as a slow-down time at the end of the task (tearing things down or closing things out etc.) i.e. working on Excel spreadsheets or putting a marketing packet together. Can batch by location too. When go to the copy room- take all of the things you need to copy. Same w/ fax machine etc.

Answer 35

1. Cleaning 2. Data Entry 3. Filing 4. Making Phone Calls 5. Meetings 6. Planning 7. Emails 8. Researching/Reading 9. Reporting 10. Writing

Answer 36

Blocking out a specific time in the day to accomplish a given task. Use your calendar to block off uninterrupted time for specific tasks but remember to be flexible. Allot for breaks and interruptions as this is normal work life.

Answer 37

Says that work will expand or contrast to fill the time available for it's completion. This means if you have all day to complete one task, it will take all day to do it. In contrast if you assign the same task an hour, you will be more likely to focus and complete it in an hour. 🤯🤯🤯 You can get as much done in a 40 hour workweek that is time-blocked as you would in a 60+ hour workweek that is unstructured!

Answer 38

It emphasizes the importance of the task because of the concentrated time-block you created and it increases the likelihood of getting it done in a timely manner.

Answer 39

A system is the existing process by which you do the task. It is the established way of doing things. Some are defined by your company and some are ingrained due to being passed down and it is just the way you do it. Some systems in a company are deeply entrenched but may not be the most effective way of doing things. Advanced AP will find a way to address such problems and improve them.

Answer 40

They are: 1. Clear- The established guideline for who does what, when and how is defined 2. Consistent- The established guidelines are followed the same way each time 3. Correct- They yield the same desired outcome each time, if not they are adjusted 4. Consensual- Every party agrees to use the system as defined 5. Concrete- The system is documented on paper/computer not just in the heads of a few.

Answer 41

1. In order to improve an existing system it must first be clearly documented. Take time to do the task, writing down every single step as if an outsider was going to do it. Time consuming but can't take short cuts. (Think of B Braun's Training Manuel). 2. After doing this, go back and follow your steps to see what needs to be corrected or added. Ask a co-worker to do it as well. 3. Once documented you will notice gaps, overlaps, and inefficiencies. On paper you see things that are unnecessary. Note** Must also remember systems are not in a vacuum. They are a part of a complicated web that allow company to thrive. Others may be using the system and it may be in place for reasons beyond your awareness. 4. Must gain as much understanding of the context of the system within your company before making changes. So share with management your improvements/suggestions before diving in.

Answer 42

1. How can I make this process more efficient? 2. How can I create better results? (decrease errors, improve quality?) 3. How can I save money? 4. How can I use technology to make this easier, faster, more automated?

Answer 43

It is a set of techniques and tools for system improvement. (all you need to know) It was created by an engineer at Motorola in 1986 and popularized by Jack Welch of General electric in 1915. Too complex for this course but should know.

Answer 44

Being able to allocate time effectively in order to achieve the required results. Time spent managing time is NOT a waste of time! Brian Tracy says: "Every minute spent planning saves 10 in execution.

Answer 45

1. Too much to do- must have a handle on managing expectations and deadlines so that my workload is realistic. 2. No Systems/Lack of Process- causes bad time management and wastes time. 3. Bad Habits- Effective time management is a habit that takes time to develop. Examples are procrastination and disorganization.

Answer 46

It is a log of my activities throughout the day. Lists time and activity done can also include concentration/energy level & mood. Even track interruptions- coffee breaks, restroom, etc. It will show you where you are doing unnecessary, redundant, or time consuming things allowing you to manage, minimalize, or eliminate things. Also shows you what you are doing well!

Answer 47

Do this for a week, which allows time to see patterns and understand your personal productivity rhythms. You will see your most productive time of day- when you have the most energy and how to maximize that.

Answer 48

The benefits I could have received by taking an alternative action. i.e. Sarah comes in early to record her notes but instead listens to her co-worker talk about nonsense. The opportunity cost is the task she could have been doing. It is almost like saying "Opportunity Lost." If something is a "time waster" the opportunity cost is too high. That time waster needs to be thrown out the window.

Answer 49

* Too much Chit Chat * Too much web browsing * Multitasking * Frequent Interruptions * Ineffective use of downtime

Answer 50

It takes an average of 25 minutes to return to work after an interruption. Human interruptions are inevitable. Can do the following: 1. Plan for Necessary Interruptions - Don't schedule your day so tightly that you have no wiggle room. Be flexible. 2. Communicate and Provide Instruction- When an interruption can wait, "I'm sorry, I have a deadline. Can I discuss this with you this afternoon?" Make sure to follow through! 3. Give Do Not Disturb Signals- Put a sign up and give instructions haha or keep a whiteboard on your door so ppl can write a message if you have your "Do Not Disturb" signal up. Time blocking on your calendar is a good signal for people too. Also Teams can say: Do not Disturb etc. Wear headphones as a physical show it isn't a good time to talk. 4. Remove Yourself- Go to a conference room if necessary but check with management first.

Answer 51

Have an In-between Task List- simple tasks that can be done in-between the big ones. Can be regular tasks that don't have a timeframe. Here is a List of Possibilities: 1. Clean Desk 2. Clean Breakroom 3. Organize 4. Dust Shelves 5. Put together marketing packets 6. Refill Forms 7. Restock Supply Closet 8. Purge old paperwork 9. Do personal Development Training 10. Goal Setting / Progress Review Keep track of when you do these but don't cross off entirely as they are ongoing.

Answer 52

Put things on a list that are time wasters as a reminder not to do them when you have down time. Can put negative emotions on this list too.

Answer 53

I manage technology not the other way around. If the phone rings or an email comes in I control the timing of when handle that interruption. Technology is a tool and I choose when and how I use it.

Answer 54

1. Utilize call forwarding features **See if you can forward incoming calls to vm without even having the phone ring.

Answer 55

1. Never forward calls for long stretches (over an hour) 2. Promptly return voicemails the same day, even within a few hours 3. Leave a clear message articulating when you will get back to caller. Keep your word. 4. Get approval from direct supervisor before forwarding calls.

Answer 56

2. Turn off Email Notifications & Teams Sound notification

Answer 57

3. Batch web searches- Making a list of things you need to research on the web and then attacking them all at once instead of one at a time. Avoids being distracted by Google and wasting time.

Answer 58

4. Train Others- how to use different technology systems Don't allow yourself to become the "go to" tech person in the office. Train others how to use different technology. Knowledge = Power and it also shows incentive to lead and empower others. a. Create instruction sheets for commonly used technology and common technical issues. You could post near the machine or when asked you could give them the sheet and then say you are available if they need assistance if they get stuck.

Answer 59

5. Quickly adapt to new technology- New tech is disruptive and there is a learning curve. Learn these strategies to help ease the process: A. Learn what to expect ahead of time. Try to understand how the change in technology will affect your daily tasks, what the changes are like what new features will be added and what existing features will change. Could also speak with tech support and ask questions. B. Build Extra time into your schedule. This gives you more time to do regular tasks using a new or updated system. Also let internals and externals know there may be delays when necessary. C. Always Make Sure you have back-ups of your work. Save an extra copy on your computer hard drive JIC. This way, when you click on and try new things, you won't lose your work. D. Utilize the Help Features E. Take Notes about steps to follow with new tech

Answer 60

Tool developed by Stephen Covey used for understanding how to categorize tasks based on two elements: 1. Importance- a measure of value 2. Urgency - a measure of time

Answer 61

1. Contributes to my goals Or 2. Has a significant negative impact if not done

Answer 62

1. Needs to be done immediately Or 2. Has an imminent approaching deadline

Answer 63

Necessity: Important and Urgent: Do It NOW! 🔥🔥🔥 Includes: 1. Crisis 2. Emergency Meetings 3. Last-minute Deadlines 4. Pressing Problems 5. Unforeseen Events

Answer 64

Productivity: Important but not Urgent - Do it next Considered Productive because don't need immediate attention, so you can give it your full attention because you have time to execute with excellence. Includes: 1. High Impact Projects 2. Brainstorming 3. Planning 4. Prevention 5. Relationship Building 6. Learning and Renewal

Answer 65

Distractions: Urgent but not Important- Minimize it 🤏 Includes: 1. Unnecessary Interruptions 2. Unnecessary Reports 3. Irrelevant Meetings 4. Unimportant emails, phone calls, etc

Answer 66

Waste: Not Important and Not Urgent- Eliminate it These things are most often avoidance tactics and they are time wasters

Answer 67

Used after figuring out what tasks go in what Quadrant in the Time Management Matrix. Helps prioritize tasks that are in Q1 and helps to understand the value of each task as they relate to one another. (See Word Doc)

Answer 68

2.6- Types of Projects

Answer 69

They involve larger numbers of people and are viewed as special. An occurrence or an activity where something notable takes place and/or people gather. Involves more planning. Examples: 1. A customer appreciation event 2. Annual employee BBQ 3. Education Conference 4. Charity Gala

Answer 70

They involve a smaller group of people and are operational in nature. They are used to conduct a specific order of business- discuss issues, make decisions, establish plans etc. Less planning . May require specific procedural rules and minutes

Answer 71

1. Identify the dates a. Firm or Flexible? b. Don't overlap with other company events or holidays

Answer 72

Identify the participants

Answer 73

Select an event/meeting venue that supports the needs of the event and holds the correct number of participants 1. These could be audio/visual needs along with seat set up

Answer 74

Determine Food & Beverage requirements- select a vendor

Answer 75

Identify what the speaker needs by reaching out to them

Answer 76

Send invitations to all parties in whichever format that works best a. Ensure everyone has the necessary information- directions, parking, it virtual: a call in number etc. b. Monitor RSVP and contact the slackers

Answer 77

If a Meeting: 1. Develop an agenda with the meeting leader a. A list of items to be discussed

Answer 78

If an Event: 1. Develop a program a. A schedule of performances, speakers etc. with the event leader or owner. b. Ensure the performers & speakers have clear instructions about their roles and responsibilities.

Answer 79

Prepare, print, copy, and assemble materials and distribute to participants as needed. This can be anything from : 1. Handouts 2. Name Tags 3. Programs 4. Agendas 5. Presentation notes 6. Prior Meeting Minutes

Answer 80

1. If there is a set budget for an event you must continually monitor your spending throughout the planning process. 2. Always obtain required approval from a manager before committing to an expense 3. Negotiation skills are used to get the best place/food for the best price 4. Remember to include sales tax, gratuities, and service fees when calculating the initial budget. 5. Always have a cushion of 20% extra built in to the initial budget for unexpected or hidden costs.

Answer 81

A book written by Henry Martyn Robert in 1876. A complex set of guidelines for conducting meetings and making decisions as a group/will of the majority

Answer 82

1. Point of Privilege: Noise, personal comfort, etc. 2. Point of Information: Applies to asking for information from the speaker- "I would like to ask the speaker a question..." 3. Orders of the Day: Agenda - A call to adhere to the agenda 4. Point of Order: Occurs if rules are broken or if people are speaking out of turn. Must be brought to immediate attention and corrected **5. Main Motion: Brings new business up (next item on the agenda) before the participants 6. Divide the Question: Divides the motion into 2 or more separate motions (they must be able to stand on their own. 7. Amend: Inserting or striking out words or paragraphs or substituting whole paragraphs or resolutions. **8. Withdraw/Modify a Motion: Applies only after a question is stated. Mover can accept an amendment without obtaining the floor. 9. Commit/ Refer/ Recommit to Committee: State the committee to receive the question or resolution, if a committee exists. State the size of the committee desired and method of selecting the members (by appointment or election) 10. Extend Debate: Applies only to the immediate question; extends until a certain period of time.

Answer 83

11. Limit the Debate: Closing the debate at a certain time or limiting till a certain period of time. 12. Postpone to a Certain Time: State the time the motion or agenda will be resumed 13. Object to Consideration: Objection must be stated before discussion or another motion is stated. **14. Lay on the Table: Temporarily suspends further consideration/action on pending question. May be after motion to close the debate has carried or is pending. **15. Take from the Table: Resumes consideration of item previously "Laid on the Table"- state the motion to take from the table 16. Reconsider: Can be made only by one on the prevailing side who has changed position or view. 17. Postpone Indefinitely: Kills the question/resolution for this session. Exception: The motion to reconsider may be made this session. 18. Suspend the Rules: Allows a violation of the assemblies own rules (except Constitution); the object of the suspension must be specified.

Answer 84

AP's are responsible for keeping meeting minutes. It is a written record of the various elements of a meeting including topics discussed and decisions made.

Answer 85

During the meeting the minute taker quickly records notes as things are taking place. - Always work w/ direct supervisor to set expectations -Later they organize and assemble the notes in an agreed upon format and send them to the necessary individuals.

Answer 86

1. Capture the most important information. - When in doubt if it's valuable, write it down. Can always revise after meeting ends.

Answer 87

Minutes should always include : 1. Date and time of meeting 2. Leaders Names 3. All Participants Names 4. Facts, decisions, actions items/commitments and the person responsible, objections, table topics, motions, amendments, votes, and substantive (important) questions.

Answer 88

🧵Never include emotions or personal perceptions in your notes or final minutes. Be objective and use an objective voice Fact based!

Answer 89

Always note the actual order of the discussion. The minutes always reflect the order things actual happened, even if it differs from the agenda.

Answer 90

Repeat: If you can't hear someone ask them to politely repeat themselves

Answer 91

Comprehension: If you don't understand something, simply note it as if you did and ask meeting leader to elaborate after meeting is over.

Answer 92

Use Shorthand/ stenography (abbreviated symbolic writing method to increase speed). Don't have to know the formal one (as there are many), but should use something even if it is just personal to you. This enables you to keep up with the pace of mtg. Key: you need to be able to make accurate notes from this after.

Answer 93

May be able to record the mtg, but must get permission. Easier to transcribe since you can pause. Still take notes though as a back up JIC

Answer 94

Finalize a formal version of the notes and send them to parties ASAP. Ensures everyone can review them and take appropriate action

Answer 95

1. Clean the mtg space or event space. Leave it better than what was found.

Answer 96

2. Ensure all follow-up activities are completed. a. Distributing Minutes, processing evaluations, sending thank you letters etc.

Answer 97

Compare actual expenditures to the original Budget/Estimated expenditures. If way over see where things went wrong and how can improve for next meeting.

Answer 98

Review all project materials and identify lessons learned. Archive for future reference.

Answer 99

2.7- Another type of Project

Answer 100

AP's are normally responsible for the travel arrangements of those they support. It can be difficult depending on the demand of the traveler and the unique preferences of everyone involved. COMMUNICATION is central to doing this well. I am responsible to meet the exact needs and wants of the traveler.

Answer 101

1. Create a list of each travelers preferences: Travel Profile a. This needs to be a living document used whenever making travel plans for each individual. b. Could change from one trip to the next but at least you have a foundation

Answer 102

1. Full name as it appears on their identification 2. Preferred airlines & FF numbers 3. Preferred Travel times (like to arrive a day ahead of time, does not like red-eye) 4. Preferred seating (Economy, First Class, Business, aisle, window 5. Preferred ground transportation (Uber, Taxi, rental car(and type), Limo) 6. Preferred Hotels and VIP/Rewards membership info 7. Preferred Hotel room location and amenities 8. Preferred Meals (allergies, vegetarian, etc.)

Answer 103

Creating a template which outlines the required info you need to get started. Gives you an overview of the entire trip. The template should include: 1. Required Dates of Travel (departure and return) 2. Destination(s) 3. Specific Meeting or Event Info 4. Additional Events, meals, meetings that need to be scheduled and whom should be included 5. Budget Specifications

Answer 104

A detailed itinerary outlining every step of the trip including layovers, how the person will get from the airport to the hotel, times, locations etc. Every component must be listed to ensure a seamless experience. ***How many details to include is up to the preferences of the traveler Timing is IMPORTANT. Always leave wiggle room for delays. Don't schedule a meeting at 3pm when they are arriving at the airport at 2pm! Also remember time zone changes. May need to schedule time for rest upfront if they are flying internationally.

Answer 105

1. Names of travelers 2. Dates 3. Destination(s) 4. Transportation Information a. Departure & Return Flight Info (airport, airline, flight number(s), departure date and time, boarding time, confirmation number b. Ground transportation info (rental car, Uber, etc.) c. All necessary addresses (meeting location, hotel, restaurants, maps etc.) d. Hotel Information (Name, address, confirmation number, website, check-in dates, check-out time, parking info etc. e. Meal Information- - nearby restaurants(names & locations) - Reservations already made (time, name, location, other guests invited)

Answer 106

A. Weather B. Cultural Norms- especially in business Use: Kwintessential.co.uk C. Notable Issues or Events D. Emergency Contact Info E. Required Documentation (visa, passport etc.) F. Meeting Materials they will need to perform job. (Place in a binder for easy access) G. Online Flight Check-in : 24 hours prior (could send a reminder or do it for them. Just discuss with them prior so they know what to expect)

Answer 107

Business travel considered an business organization expense- not an individual travel expense. Traveler may use company cc or their own, but must keep track of all expenses and receipts.

Answer 108

Organizes and keep track of expenses accrued during business travel. The expense report can also include other expenses needed to perform the job. Most companies have their own forms for accounting purposes. 1. Requires meticulous attention to detail. 2. Need to be accurate 3. Need to be timely. Usually required within 30 days of event. My role is to read, understand, and adhere to the forms and when they need to be handed in.

Answer 109

1. Documentation 2. Limitations 3. Milage 4. Record Keeping- keep for "x" amount of years for tax purposes

Answer 110

Documentation: 1. Each employee has a separate report 2. Keep trips separate. TIP: If someone travels a lot may want to do report monthly vs. reporting every individual trip 3. Outlines expenditures and organizes them by category. Each is itemized individually. Receipt must match what is being reported. Expense Categories can Include: a. Airfare b. Taxi Rides c. Parking d. Lodging e. Car Rental f. Mileage g. Meals & Entertainment

Answer 111

Limitations: Upper Limits and Lower Limits 1. Not everything needs to be documented (like $2 tip ) as most companies have a threshold amount where documentation is not necessary perhaps around $10 2. If expense has no receipt and is above the threshold limit, need to ask what it was for. Remind them of policies. They may need to eat it depending on their role & company flexibility. 3. Some spendings may not be legit even if receipt is provided. Other spendings may fall outside of the upper limit (meals). Bring either to the attention of the spender. Will depend on role again.

Answer 112

Mileage: TEST- be aware of milage requirements 1. Reported when employee uses their own vehicle for business travel. Covers both gas and wear & tear on vehicle. 2. Mileage Reimbursement is aligned with IRS guidelines. Based on fixed and variable costs of operating a vehicle, including depreciation, insurance, repairs etc. 3. Can document via mileage logs or maps to show distance traveled.

Answer 113

Record Keeping: Retention Policy 1. Required by finance or accounting department (all original receipts and forms for reimbursement). They keep for at least 7 years for tax purposes. 2. I should keep a copy of both as well until reimbursement has been approved, paid, and cleared through the payees bank. JIC. Track from submission to completion and follow up when needed to determine status.

Answer 114

Must have a clear defined process for handling emails.

Answer 115

It is a temporary holding place where unprocessed messages live. 1. If you have 20 or more things in your Inbox not good. 2. Inbox is where you initially see a new email. Once processed(a decision has been made and action taken) must be filed.

Answer 116

Archives are Subfolders I create beneath my Inbox to organize my messages. Do not delete an email if need later. Better to archive even if just for history of communication.

Answer 117

Pending and Reply Folders 1. Pending holds emails that I am waiting on a response from someone. No further action can be taken on my part until they respond. Gets it out of my inbox! 2. Reply Folder below Pending is for emails I’ve read but I need to respond to. They require action on my part so to clean up my inbox can safely put in here and do research until I am able to respond.

Answer 118

The 5 Options: Every email in my Inbox has only 5 possible processing options. 1. Delete it- a. Spam, unrelated to you, or otherwise 2. Delegate it- a. Need to send to someone else who can take action. After resolved move to Pending, Archives, or Trash. 3. Do it- a. Respond to message immediately. Can be processed in 2 minutes or less. Once processed either move to pending, archives, or trash as appropriate. 4. Delay it- a. If takes longer then 2 minutes to respond, it becomes a task. Put in Reply box 5. Archive it- a. If no response needed but needs to be kept for future reference move to archive My job from here is to review pending emails and reach out to the reply box people if haven't responded in a normal amount of time.

Answer 119

A. Determine Your Level of Involvement 1. Talk to email owner and get the specifics of how much they want you to do. Limitations may be set as far as access. 2. When things go wrong in the beginning take things in stride and keep communication lines open- checking to frequently to see what is and isn't working. Keep working at your system until you achieve best results. Create an agreed upon system 1. Establish my role : What am I there to do and How am I going to do it? 2. Problems come from poor communication and unclear processes

Answer 120

B. Outline specific rules for the AP 1. Ask for an outline that lays out what you are to do. For Example: *Delete specific types of messages * Move certain types of messages to a specified folder * Handle specific requests * Forward certain messages to specified ppl to handle * Respond directly to certain messages (must specify who they want it to come from). Best practice : respond as myself on behalf of the other person. Create standard templates w/ owner for agreement language

Answer 121

C. Establish Communication System 1. A system must be used if more than one person is handling an email account 2. Flags, categories, folders to specify the following a. Admin is Handling this (AP is taking care of this and account owner is free) b. Account Owner: FYI Only (Info account owner can preview at leisure. 3. Needs Account Owner Attention/Action: Account Owner needs to do something 4. Needs Urgent Account Owner Attention/Action : Requires immediate action

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It is a major responsibility and having access to someone's private info requires confidentiality.

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1. Flags for follow Up 2. Color Categories- Easily identify and group associated items 3. Rules - Manages looking at frequent emails of the same nature by automatically filing. Be cautions. 4. Quick Steps- sets up a way for several things to happen to a specific email with just one step, simplifying a task. (new feature in Outlook 2010)

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1. Ability to manage time and other resources (30-40% of time is spent looking for lost documents 😝 2. Stress Level: Losing something can be career damaging and stressful 3. Ability to focus: Physical clutter creates distraction= mental clutter 🧵4. Overall Productivity/Perception and Performance 5. Self-image: Being a slob can be embarrassing and shameful 6. Reputation: My workspace is a reflection of who I am (like my car 😊) 7. My Personal and Professional opportunities: all of the above impact me now & in the future.

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This person... : 1. lacks maturity 2. is unhygienic 3. has no discipline 4. has no drive 5. is incompetent 6. no work ethic 7. low intelligence

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1. Too much stuff 2. Things you do have don't have a specific "place" where they belong 3. You don't put things away

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1. Declutter a. Ask: What do you really need? 1. Limit to 3 personal items (if this is part of the problem) 2. Too many office supplies sitting out 3. Remove items that are: broken, used up, don't use 4. Put things that might be "unnecessary" in a box and under desk. If don't use in month, find a new home.

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Pick a Place for Everything (after decluttering) a. Common items to do this with: 1. Your in-tray (ppl drop things in here for you to do) 2. Your Pending files (need to access frequently) 3. Your to-do list 4. Your Blank note paper 5. Reference Materials (books, notes, instruction guides, check lists) All of the above are placed based on frequency of use

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Put Things Back (once everything is in it's place) 1. Determine what needs to be put away as you go and what you can do "all at once" or "batched." Depends on personal preference and location. 2. Do it daily - maybe at the end of the day. 3. Develop Good Habits- It takes time to develop good ones and break bad ones. Takes an average of 66 days to break the old!

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1. Average office worker uses 10K of paper per year 2. Paper documents will most likely always exist due to ease of use, liking to have it in print, or legal reasons. 3. AP's need a filing system that is easy and fast to find what you're looking for.

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1. 🧵Find Logical Groups 🧵a. File by purpose rather than by type. 🧵b. Broad ===> Narrow Related items should be kept together Example: File Name: Bank Statements > Subcategories of Checking Account & Savings Account > Sub-subcategories of Checking account -bank statements and checking account- bank correspondence. b. Always consider sustainability- will this work over time and still be efficient? c. Organized in Alphabetical order or Numerical Order or Chronological order (March f files come before April files). d. Whichever system you use, it must be consistent and followed by everyone. Everyone must use the same names for projects and documents as well. (Think about filing the way you create folders for emails. You have a broad category of Solutions, but then you have sub-categories of types of solutions and sub-sub-categories of specific things going on with the sub category.)

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2. 🧵Consider Location a. Frequency- the files that you need to access most- store at your desk or in my workspace. For completed paperwork- store in a storage box or filing cabinet. b. Access - Who else needs to access the files? Confidential? Do I need to limit or monitor access? 1. Locking file cabinets 2. Use a sign out sheet so know where files are at all times. (encourages timely returns) 3. Amount- How much pw needs to be stored? How much space to house effectively? What about future- room to grow?

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Follow to Document Retention Policies a. Retention Policies dictate how long a document needs to be kept along with when and how they should be disposed. b. It is my responsibility to know my companies retention policies for each type of document. c. Once a year, go through all documents and purge outdated and unnecessary things. When in doubt: DO NOT THROW OUT

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1. Remove Junk- paper clips, staples, sticky notes etc. 2. Don't Overstuff- If a file is overflowing consider breaking it down into sub-categories i.e. by year or month. 3. Create a matrix within your file folder in a discernable order: i.e. Oldest to Newest 4. Color Code labels for fast retrieval: Improves retrieval by 40% a. Code High level categories and subcategories b. Makes it easy to see if something has been misfiled 5. Distribute Rules- Share your system with everyone by writing out the "Rules" and posting next to the file cabinets to avoid mishaps.

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You have a Problem if... The following statements are signs that your electronic filing system is in disarray: * Your computer desktop has dozens of icons on it. * You have an overwhelming number of folders and files. * You have a lot of unnecessary junk. * You have a lot of files that are generically labeled. * You use the search feature to find things—and it isn’t always helpful. * You have multiple places where any item could be. * You have single items that are saved in multiple different places. * It takes a long time to figure out where to save things. * It takes a long time to find things. * You frequently lose files and never recover them.

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1. Logical Hierarchical Structure a. Same as paper filing system with categories, subcategories etc. b. The top category or root directory is called "My Documents." This is where every file is housed. Every single document should be in a folder c. Hierarchical means you start with general and get more specific as you go deeper. A folder within a folder is called "nested" folder 1) Banking > Checking Account >Checking Account Statements > 2016 > July

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2. Consistent Naming a. Do not use generic titles (think subject lines for emails) b. Use the same pattern for naming files. i.e. Client Last Name_Month_Document number c. If you have different versions of the same file, just label v.1 and V2 at the end of the naming . DO NOT RENAME d. Do not store multiple copies of files in different locations. Instead use a shortcut which allows file to be stored in one location but in multiple files 1) Shortcut: Add at the top level. This way when you make a change to a file, it will change all of the version you have in different folders

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Regular and Frequent Clean Up- Should be done monthly or Quarterly depending on how many files the AP generates

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1. Purge: all items no longer needed 2. Move "temporary" placed items to a permanent location (from desktop to file in "my Directory) 3. Archive anything you don't want to see on a regular basis but may need in future. If don't already have an archive folder, create one and then create categories etc. 4. Look for Junk- should do this regularly. If don't know- ask IT and store in a safe place so don't delete if important. 5. Empty Trash 6. Do Necessary Backups- if your company doesn't already do this, you will need to do so by choosing files that need to be backed up or run a special program as part of your maintenance.

Module 2: Task & Project Management Flashcards

(170 cards)