After a few months of thinking and planning, Kgor & I have came up with a new process for our projects. We were struggling with who wants what when. Get that? Sometimes our projects were launched from a creative meeting or staff meeting. It was up to us to remember to do those particular projects. We lacked a sustainable system.
The new system tackles some of our issues:
1. Content is required for projects. We can throw some words at the refrigerator, but only the requester knows the ins & outs. We can help punch stuff up and go through different wordings, but we can't create from scratch everything we produce.
2. Trackable. We've added project numbers to the requests. This helps us refer to a specific project. We can also see how many projects we do, total.
3. Project Status Update email. Currently we don't update the project owner of the status of projects. This new step will help clarify what's being done, what's to be done, and what is done. The tracking of projects will be easier with the addition of #'s, too.
4. Different request forms for different needs. Not all projects need the same information, that is, the same form. We have a Creative Brief for outreaches, Creative Project Request for ministry-specific needs (prints, handouts, etc.), and Facility Project Request for facility-only projects (signage, vinyl, etc).
Yesterday was the first time using the process. I added 12 projects to our list in the morning and that provides a more real picture of what is involved with certain outreaches/activities.
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