Karteikarten
Administrative Processes
Karten in diesem Stapel (33)
- 1What is the purpose of having administrative processes?To improve the quality, communication and use of the documents, donor reports and technical deliverables produced by the project. Also to make the best use of staff time in meetings.
- 2What are the two administrative processes?Managing documents and managing meetings
- 3What is the purpose of managing documents?To ensure the efficient development, registration and filing of the project, documents, donor reports and technical deliverables.
- 4What are the risks that you may incur if you do R documents?It will not be clear when documents are completed (signed-off), time will be wasted using old versions of documents and key people will not be involved in the development of a document.
- 5What are the phases of managing documents?1. Roles assigned 2. Documents named 3. Documents drafted 4. Documents reviewed 5. Documents updated 6. Document signed off? (N: review document again, Y: move to 7) 7. Document registered and filed 8. Document communicated
- 6What are the roles that are assigned to manage documents?Producer, contributor, sign-off authority, reviewer and someone that is informed after sign-off
- 7What does the producer do?They are the person responsible for compiling the document
- 8How many producers can there be?Only one
- 9What does a contributor do?People other than the producer, who generate content for the document (EG: someone creating a map of the project area)
- 10How many contributors can there be?Multiple
- 11Who is the sign-off authority?The person who has the authority to decide when a document has been completed. When a document is 'signed-off', it is ready to be used and communicated.
- 12Why is a sign-off authority required?To ensure a clear and straightforward decision-making process
- 13What is a reviewer?Anyone who is providing review comments on draft documents
- 14How many reviewers can there be?Multiple
- 15What is the informed after sign-off role?Anyone who should receive a copy of the signed-off document
- 16How are draft documents named?Organisation name
Year of creation
Name of document
Draft number (EG: d1) - 17What is the draft number replaced with once a document has been signed off?Version number (EG: v1)
- 18What files should exist under the overall project folder?Plans, Trackers, Reports, Finance and Admin
- 19What is the purpose of managing meetings?To minimise the number of poorly planned, executed and documented meetings that waste time and money, and can lead to frustration for project team members.
- 20What are the phases to manage a meeting?1. Roles assigned
2. Meeting planned
3. Attendees secured
4. Meeting held
5. Actions and decisions communicated - 21What are the roles for managing a meeting?Organiser, chair, minute-taker and time-keeper
- 22What is the role of the organiser?The person who plans the meeting and secures the attendees
- 23What is the role of the chair?The person who will manage the meeting so that it meets its objectives
- 24What is the role of the minute-taker?The person who will take any notes onthe actions and decisions from the meeting
- 25What is the role of the time-keeper?The person who keeps track of the time and keeps the meeting on schedule
- 26How are meetings planned?The organiser sets an objective, location, time/date, and sends out reference materials
- 27What are some common objectives of meetings?To make a decision, provide information, obtain review comments on a document, assess project status and to develop ideas
- 28What can the organiser do to help achieve the objective as efficiently as possible?Set a meeting agenda
- 29What should limit the meeting duration?The meeting duration should be kept to the minimum time needed to achieve the meeting objective
- 30How can meeting actions be communicated?Either internally or externally
- 31How are meeting actions communicated internally?By sending a link to the updated actions and decisions section of the project tracker
- 32How are meeting actions communicated externally?By sending out a meeting report
- 33Which parts of managing documents can be tailored to the project?The process milestones, file name format and filing structure
Informationen
- Beschreibung
- PMWC Karteikarten am Administrative Processes, erstellt von Emily Robinson am 08/11/2019.
- Erstellt von
- Emily Robinson
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