Develop

Create project charter

PurposeThe project charter is a document delineating the project's scope, stakeholders, roles, and detailed information about each engagement. It's the go-to guide for all project questions, serving as the primary location where team members can look for answers to their questions.

(Where) The project charter is saved to the project's folder in Google Drive.

(Who) The Operations Manager creates the project charter, and all team members are responsible for saving information to it throughout the project.

(When) The project charter can be created as soon as the Sales-to-Project Handoff Meeting is completed. 

<Link to template>

 

Conduct the first project team meeting.

(What + Why) This meeting is the opportunity for any team members who did not attend the Sales-to-Project Handoff to receive a briefing on the project and their roles. 

(Where) N/A

(Who) The Operations Manager schedules the meeting and conducts it alongside the Project Lead.

(When) The first project team meeting can be conducted as soon as the project charter is created. 

<Link to agenda>

Create project resources

The Operations Manager is responsible for creating project resources.

Project resources can be created as soon as the Sales-to-Project Handoff Meeting is completed. 

Create project and client in Toggl

All project hours must be entered in Toggl, an online time-tracking tool. 

• Click the Projects tab on the menu bar located on the left side

• Click on the “+ New Project” button in the top right corner.
• Name the project according to the Sales-to-Project Handoff
• Select the client 
• Set the time estimate based on <>
• Ensure the project is not set to private
• Click Apply when done

Create project folder in Box

 

Create new project folder in Google

Create project channel in Slack

Set up participant master list 

The master list is a list of all project stakeholders project; pertinent information includes their first and last name, email, department, and job level. The more information provided, the more robust demographic analysis can be performed. At the very least, first and last names and emails are needed to communicate with stakeholders.

Conduct the first call with the liaison

1. Schedule a 30-minute call with the liaison.
2. The following should be discussed:
   1. Roles and Responsibilities 
   2. Request any outstanding project materials
      1. Confirm dates for engagements
      2. Participant master list
      3. Floorplan + seating chart
   3. Communication with Participants
3. Send a follow-up email listing everything discussed and action items for each party.