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Top Tips from iTools' Training Expert
iTools’ trainer Angela Buckley looks at some top tips for using iTools to get ahead faster on projects.
There are many tips and tools to the iTools trade. In this issue of iTools Updates, she looks at how to keep track of projects using iTools Project Action List.
Everyone knows how difficult it can be to keep track of projects. The more projects you have, the worse it gets. Keeping track of what you have to do to meet project milestones is essential for staying productive and realising a successful outcome.
iTools Project Action List is an effective way of keeping on track. Find out how to make the most of the Project Action List to effectively manage outstanding actions.
Keeping on Track with iTools Project Action List
- Access the Project Action List from your personal dashboard to display all outstanding actions (risks, issues and tasks) assigned to you.
Actions are organised by the following headings:
| OD |
Overdue
If a red alarm clock is displayed - the deadline has passed.
Escalated actions show the green box like symbol  in the OD column, and have a higher priority than overdue actions.
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| WF |
Workflow
The symbols indicate if the action is a task, issue or risk.
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| No |
Number
A unique number is assigned to every action raised for reporting purposes. |
| Pr |
Priority
This indicates the priority status of the action. This field is customised to the requirements of your business – you define what these are! |
| Name |
Description of Action
This should clearly describe what is required. Click on the action Name to view the detail. |
| Status |
Action Status
Specifies where the action sits in relation to workflow process. |
| Owner |
Person Task is Assigned To |
| Project |
Name of the Project |
Angela's Top Tips:
- Sort Action information by clicking on the headings described (Priority, Overdue etc)
- Copy and Paste information from email correspondence into progress and description fields to keep a complete and accurate record of activity. And to save time!
- Print the Project Action List to use as an agenda for meetings
- To view the workflow for specific actions, follow these steps:
- Click on the action title
- Click the History tab
- Click Workflow Diagram
The man in red indicates the phase of workflow the action is in.
- Upload related documents (word, excel, pdf files etc) to store all information related to the action in one place. Follow these steps:
- Click on the Action title
- Click on the Documents tab
- Complete the relevant fields
Did you know?
iTools offers training programmes to suit all levels - from introductory through to advanced workshops.
Why train users?
- Because it ensures you realise the full benefit of your investment in iTools
- Because you need to maintain consistent project management standards and integrate iTools with your organisational business processes and requirements.
iTools training is delivered on-site and customised to meet your needs. To discuss your organisation's training needs, please contact Bryan Hemi at iTools on 09 623 7269 or email bryan.hemi@itools.co.nz.
If you want to find out more about how IT is evolving Projects Offices across the tertiary sector, download the white paper 'Projects Offices Move up the University Value Chain' at www.itoolscontrol.com
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