Transcript 4 Easy Steps to Set Up and Use ManagePro

4 Steps to Quickly Setup and Use ManagePro
4 Steps to get you Up and Running
1)
Figure out what makes most sense to start with
2)
Create a database and Add people
3)
Using a Heading Outline, add the projects and tasks you
came up with in step 1
4)
Assign people to the projects and tasks, along with dates
and details as needed
… that’s it, from there you can start using it to:
1)
2)
3)
Review work and projects with individuals or teams
Conduct meetings
Generate reports within 60 seconds
Let’s go over each step with examples
Step 1: Figuring out Where to Start
1)
First of all, you’ll want to approach using ManagePro in steps or phases, each one will add value and
make your life a little bit easier.
2)
In this phase (1) we suggest you start by using the form below, copy it to a piece of paper, or a Word
document, and just list all the projects and tasks that come to mind when you think about what
seems most important, or perhaps its easier to identify what keeps you up at night, or maybe it’s all
the things you are waiting for others to deliver. Just write them down in the following form.
3)
Once you have that listed, please add to it by defining what are the next steps or supporting tasks for
each of the projects you have listed, who’s supposed to complete it, by when (the Date it is Due to be
completed) and what the outcome should be. We’ll use all that to get you up and running in phase 1.
If some of the projects have multiple next steps, just insert rows and keep adding them under the
project they apply to.
Projects that you
want to track
Next step(s)
required to get
them completed
Who’s doing it
Due date
Let’s go over the next step with examples
and Expected
Outcome
Step 2: Create a database and add People
1)
Having completed your initial paperwork, please open
ManagePro and create a new database by clicking on the
upper link, give the database a name and log in as Admin.
2)
Enter your initials and name in place of the existing Admin
record. Then add the people who were referenced in your
step 1 list to the People and Meetings Tab using the right click
Add function. See the screen below. At a minimum, for each
person add their initials (use either their first and last initial or
the first name followed by last name initial), their first name,
last name and email address (if known) in the defined fields.
3)
Beyond the people on your list, feel free to add people in your
company, your work team, your vendors, consultants…
anyone you work with.
4)
You can come back in a later phase and set up login access
and permissions for each person, as well as business
groups as your needs develop.
Next, let’s go over step 3
Step 3: Add Projects & Tasks
1)
Next go to the “Main Workspace” view. You’ll be adding your projects and
next steps from step 1 by clicking the Add / record in the ribbon control to
enter your projects and tasks, using the Promote and Demote buttons to
structure an outline.
2)
But before you enter the projects and next steps you created in step 1, we
suggest first building the first level of an outline based upon 1 of 3 heading
structures, ex. 1. Business Department, 2. Business Process or 3. Topical. See
the chart below and the bottom screen shot:
Business Group:
Business Process:
Topical:
Strategic Plan/Scorecard
Sales
Marketing
Production
Human Resources
IT
Executive Management
Strategy
Prospects
Customers
Product/Service Development
Product/Service Delivery
Support Services/Systems
Ad Hoc Projects
Vision & Purpose
Goals
Projects
Today’s Tasks
Development
Key Relationships
Ad hoc
3)
Add projects, and supporting action plan steps and tasks as needed under
each heading using the Add ribbon link.
4)
You can also import existing project and tasks lists from Excel into the Main
Workspace using the right click Import function, or have PST assist you.
Next, let’s go over step 4
Step 4: Assign People, Dates and Requirement
Specifications to Projects & Tasks
1)
Assign people, dates, and key in a simple
description of the expected outcome (in the
Requirements field) for each record that’s
appropriate in your outline by double clicking
and completing those basic fields.
2)
Note when assigning people to a record, first
double click in the Who field, then check
them in the Enterprise tab, then assign
individuals listed from the Personal tab.
3)
Complete this phase by pulling all of your todo's into ManagePro.
1)
2)
3)
If using MS Outlook, click the Sync to Outlook
configuration and select sync to-do's and events.
Key in the rest of your to-do's by adding them to
the record they apply to using the Add/ Todo
Item
Finally, if using Outlook, drag and drop your
email from Outlook directly into ManagePro as
to-do's.
* See the Help file for detailed explanations
or our Video and Document center
You’re ready to begin managing using ManagePro
1)
You can start managing projects and people by selecting any project and expanding it to view the
various sub-tasks, and enter progress updates, attaching documents and assigning to-dos.
2)
You can conduct reviews with people by selecting their name from the ribbon User / Meetings link
and viewing all the tasks and projects assigned to them.
3)
Each record has convenient
tab to check on the latest Todos and next Events or
meetings. It also includes the
Progress Updates which
function as a time stamped
journal of progress along each
step of the way.
4)
Printing a report is as simple as
clicking the Quick Print and
choosing the configuration
that meets your needs.
Outputs come predefined in
Pdf, Excel or Rich Text (Word)
format.
Contact PST if you need assistance at 877 487-3001 or by email at [email protected]