Okay, I’m in a new job with several different types of work: straight up creative, simple grunt stuff, project management, research/consultation, strategy. My time is at the beck and call of units across the organisation.  I have several different software packages to learn or re-learn.

Here is what I think would be useful in project management software — does it exist? Are there complementary tools that could do the important bits I need? Is there a book you feel I should read?  Please share your project management expertise!  

What I’m looking for in project management software:

1. Low cost or subscription (or Free)
2. Needs to add meeting requests/appointments to calendar
3. Should be able to run independent of internet connection, with ability to synch securely so can work remotely as required
4. Ability to create Projects, tasks and sub tasks, estimate hours for completion, assign due dates, populate a calendar automatically with the results so that I can see how many hours per day I need to assign
5. Ability to output results of the calendar to Outlook and fit in the hours needed to complete tasks around my meetings
6. To have Categories of work- Projects would sit under a Category, tasks can be either stand-alone or project tasks
7. Ability to easily add emails, documents, multimedia and notes to Projects and tasks.
8. Would LOVE ability to “phone it in” – if I have a brainstorm or remember something, to be able to send audio message
9. Contact list where contacts can be connected to projects and tasks – and could be connected to multiple projects and tasks

Standalone tasks are 1 off work with no dependencies. For instance, create a banner for the web site is a task if it is not tied to a larger campaign or body of work.

If creating a banner for the web site were part of the work entailed in “Retail stocktake sale” that involves creating a banner for the web site, another for bulk email, changing prices on store items, updating home page of store, scheduling bulk email, etc. – it would be a sub task of the Project “Retail stocktake sale.”

How I envision it working:

During the course of a morning I get three emails for changes to the web site. 1 urgent, the others not so urgent. I get a new project that entails several different types of work, and a request to consult to a project on online marketing that will require research.

I forward/copy all the emails and their attachments to the project management software, putting tags in the subjects of the emails that the system will recognise.

In my time set aside for project management, I log in, go to the newly added stuff, estimate times required, set due dates, populate the calendar, tweak and send meeting requests to my calendar OR be able to view my calendar within the project management software tool and update it with tasks and requests.

I then get calendar reminders as tasks arise, I click on the appointment and then a link to the file populated with all the materials I need to complete the task including the overview and all materials.

For instance, in the planning phase – I open the task to create a web banner. I’d look at the request, link to the image files I’m likely to need (if I know where to look right away), estimate the work needed to complete it and the due date and go on to the next one. Once I have linked up all the tasks to either the files they need or have made notes about what needs to be done – I would then be able to see a big picture view of all the work I have scheduled EVER – then move the view down to month, week, and day and schedule the new work in accordingly.

There should be a view to view tasks and projects with information on where they are at so that other members of my team can check on them. Work in progress reports that could be based on all work at hand (for reporting to manager), category based to ascertain how my time is being used, project based, requester based.

SIGH  This is sounding more complex than I originally thought it would. But I need something to help me be proactive rather than reactive. Help?

Attention corporate customer service centres: your customers are getting smarter.  Whether or not you’re all dipping into the same cupboard of pre-canned responses or not, we know when you are copying, pasting and ticking us off a list.

I present for your review – an email I received from Three, Vodafone Hutchison Australia Pty Limited that contains absolutely no mention of the topic I raised or steps they were going to take to resolve it. I contacted them via a contact form on their web site to complain about the links to soft core porno they post to the new tab of their mobile web browser.  My message was: Please advise on how I can stop the objectionable images and links displayed on the  “New” tab of the Three web browser.  Some of these are so disgusting and graphic that I am warning friends away from your services and wish I didn’t have a contract with you.

The reply I received was a Frankenstein of cut and past canned responses:

Dear Kerry,

Thank you for your email regarding your 3 service. We apologize for the delay in responding to your enquiry. It must be frustrating to have gone through an experience like you’ve mentioned in your email.

Kerry, we strive for all customers to have a positive experience when talking to our staff or using your service. We are happy to investigate or diagnose any difficulties you may be facing and appreciate your patience and taking the time to write to us.

However, we’d appreciate and value your feedback provided. We take your feedback on board to improve our service. Not only does it allow us to diagnose and fix any difficulties with your 3 service, it helps us to provide a better service for all of our customers.

We sincerely regret the inconvenience caused and highly appreciate your patience in this matter.

You are our valuable customer. We will do our best to make sure the rest of your experience is better.

If we can assist you further, please contact us again via email or call 3 Care on 13 33 20.

When replying to this email, please ensure you include your 3 mobile number and four-digit account PIN.

Regards
Shawn
3 Care
www.three.com.au
It’s good to be 3

My new role with the Cancer Council of South Australia is offering up new ways to apply my current knowledge and passions.

I’m dipping my toes into the water – keeping in mind advice from a friend that this is a marathon, not a sprint – and trying not to stop on toes as I wrap my head around new ways of doing things in a new environment.

However, I wouldn’t be me if I didn’t bring virtual worlds along with me to my new world, which is why I’m trying out a fundraising event in Second Life.

My “official” fundraising page is located here: http://sa.cancercouncilfundraising.org.au/personalPage.aspx?registrationID=180663 but I’d much rather you came in-world and joined me on the afternoon of Saturday, 29 May during the lunch/afternoon tea break of the Jokaydia unconference  http://jokaydia.wikispaces.com/mayunconf2010.  I’m going to attempt tea cup racing and Jo suggested a teacup building/creation contest.

What would you suggest as some activities around the theme of tea and Australia I could provide to get people to donate to the Cancer Council of South Australia? Your comments much appreciated!