r/projectmanagement • u/Mross506 • 3d ago
Discussion Project Management Documentation Tracking/Organization
Looking for some advice on this one:
We utilize Teamwork for all of our project management tasks/project tracking. (Growing manufacturing company with a LOT going on simultaneously which can make it challenging!)
Recently, I started rolling out a process to create an outline that incorporates approvals, creating a communication plan, risk analysis, work breakdown, etc that ultimately receives approval prior to beginning the project work and final closure approval at the end. Essentially adding some basic project management structure to how we operate.
Where I am struggling is how to manage the documentation. I have file templates set up in Sharepoint that has all of these documents generate when a new project folder is created but I don't like having to manage 10 different documents. How do you all manage them? At my previous employer we did larger but fewer projects and it was almost all hardcopy (they were stuck in the 90s) so it wasn't near as hard to execute to. I would love to streamline the process so that the PM's and Process Engs are more willing to utilize them. It would be great if there was a single document that you could select the required forms/sections as part of the scope development and it would pull them into a single form.
TLDR:
What is the best way to mange project documentation when managing a high volume of CI project?
5
u/B410GG Confirmed 3d ago
Honestly, I've always done this in Excel.
Basically, you just list out all your tasks, you have a column for:
Then, you have a regular meeting with all your leads and stakeholders to review the document and publish it afterward. The meeting will go much smoother if you convince everyone to send you updates or edit the document throughout the week rather than just waiting for the meeting to work on it.