How can you organize your team's work for easy access?

Here are some of the steps one can follow to organize a team's work for easy access: 1. Create a centralized data repository to consolidate all project-related documents, files, and resources. 2. Establish standardized naming conventions for files, folders, and projects to ensure consistency and ease of navigation. 3. Compile and store all project procedures, processes, and guidelines in a centralized location, for easy access and reference. 4. Utilize project management tools to organize and manage tasks, assign responsibilities, track progress, and meet deadlines effectively. 5. Regularly review, organize, and remove outdated or irrelevant files from the repository to maintain a clean and clutter-free workspace.

Implementing a centralized project management system or collaboration tool. Establishing clear folder structures and file naming conventions. Utilizing tags or labels to categorize and search for content efficiently. Providing regular training on organizational tools and best practices. Encouraging consistent documentation and updates to keep information current and accessible.

Organising the team's work can be done in two facets: 1. one for the broader team and 2. the other for the core team Broader team include stakeholders like leadership, project management, business/client at times. Maintaining all documents at a central repository like a confluence page or any location in gdrive can be convenient for everybody to access. The repo may contain the project smartsheet, link to JIRA, requirement documents, technical documents, GIT links etc For the core team adding/pin the relevant documents in the DM tool like ( slack/teams etc) for the project specific group with managers and resources, scrum master can come out helpful during the recurring meetings like DSU or status meetings

Here are few things for easy access: Planning and Execution Communication Discussion for problem solving in a regular meeting. Feedback from all of the team members for continuous improvement Following 5 S methodology for self motivation and encouragement.

Performing work and making it easily understandable and accessible are directly interlinked. If you perform work but the presentation is not adequate it kills the purpose of whole assignment. Although, internal audit's work is confidential, I try to make it easily accessible (for the authorized personnel only) by: 1. documentation of the entire process comes first 2. consistent documentation process 3. correctly naming the file 4. organizing as per assignment and/or period 5. centralized/designated storage 6. usage of software tools 7. participation of the entire team to have familiarity with the process. Process and tools vary as per the working needs.

A straightforward reporting structure Clear career paths Specialties within individual positions Field experts Team accountability Organizational growth A balance between units and products Improve collaboration and communication Fluid balance in leadership Efficiency Organizational growth Assistance with many different processes Streamlined communication Easy flow of information Fluid relationships Higher productivity Aligned goals Organizational clarity Communication within networks Clear contact information Specialties within networks Semi-autonomous divisions Continuous product improvements The ability to focus on one market at a time Team specialization Individual accomplishments The ability to serve local communities

New Plan As a leader we should understand market trend, home work and present your plan with the group, consider the inputs, calculate risk factors and present with the team again to make sure your plan reaches to them. Especially analytical and QA sit together to understand quality deliverables. I mean any of the organization these two teams should have good relation. Large molecules and PROTAC's research will advance your organization growth.

Beyond selecting a platform, consider the transformative impact on collaboration. Choose a tool that fosters seamless communication, aligning with the team's workflow. Prioritize user-friendly interfaces, compatibility, and scalability. Gauge not just immediate costs but long-term value. Involve your team and stakeholders in the decision-making process to ensure the chosen platform aligns with their preferences and enhances overall productivity.

In today’s digital age, there is a plethora of options available to collaborate amongst teams. While choosing the best option will almost always be defined by the factors mentioned above, the large number of these platforms to choose from will create confusion in selecting the best for your needs! To overcome this, focus on outlining your needs and requirements first and then go about searching based upon these. You may want to try a solution and get the buy in with a small team first before committing and introducing it across your whole organization. Scalability issues can be resolved by utilizing low code/no code platforms which provide the competitive advantage of in-house rapid development utilizing citizen developers!

Selecting the right platform involves considering factors like: 1. team size. 2. project complexity. 3. preferred workflow. Cloud-based services offer accessibility, shared drives facilitate document storage, project management software aids task tracking, and collaboration platforms enhance real-time communication. Assessing these options based on your team's unique requirements ensures a smooth use of the chosen tool into your work processes.

Analytical thinkers do their research, brainstorm creative solutions, narrow down to the most logical one, and reflect on their solutions after the decision was made to learn for the next time. There’s no better way to improve your skills than to put yourself into situations where you need to exercise your analytical skills and thonk anout proper structure whether doing something simple like logic puzzles, or even putting yourself in a professional’s shoes and pretending you have to make a big company decision. Practice walking through these steps in structural way when you problem-solve and make a decision, whether big or small.

1. Start with co-identifying with the team what are the challenges needing to be solved or the pain point to be solutioned 2. Identify What are available tools and assets the team can optimize and then match with needed resources to support 3. Strategize on execution to ensure accountabilities and consultations are moving hand in hand 4. Agree on key milestones and the supporting timeline After all of these have been established and met, it would be easy to decide if additional platforms and resources are needed to ensure mobilization is streamlined and information gets to where it is intended. Tweak tactical aspects as necessary but stay true to the strategy anchored on what pain point is to be solutioned. Create value theoughout

Choosing a platform is just the beginning; crafting a thoughtful structure is the next vital step. Establish a clear and intuitive system of folders, subfolders, or tags that align with your team’s workflow and objectives. Ensure consistency and logic to enhance accessibility. Collaborate with your team in creating and refining this structure, fostering a collective understanding and agreement. This inclusive approach not only enhances clarity but also ensures that the organizational system resonates with everyone on the team.

Create a timeline and tag SLAs to it. Reminders can be added for the deliverables. The created workflow should be followed by the team and all agree to it.

As per my views structures can enhance responsibility and authority of employees. In nutshell it will give benefit and best results to the organisation.

The most difficult part is not the process but compliance. Unless the team actually sees benefits in the process and own it personally, compliance over the long haul will be a challenge.

Keep it simple.... I have found that if you explain all parts of the process to your team and the importance of each step they want to do it more than, "just do this." It also is just as important to show them what happens when a step is skipped or changed. Allowing them to realize that if this happens everyone knows why.

In tandem with structure creation, instituting a clear protocol is crucial. Develop concise guidelines for naming, saving, updating, sharing, and deleting information. Keep the protocol simple and standardized to prevent errors and inconsistencies. Communication is key; ensure all team members and stakeholders understand and adhere to the established protocol. By enforcing these guidelines, you not only enhance efficiency but also mitigate errors and conflicts in your team’s collaborative efforts.

It's vital to ensure that the protocol is not only thorough but also simple enough for anyone on the team to understand and follow. A practical method to test the effectiveness of a protocol is to have a practice run. This involves someone following the steps as if they were completing the task for the first time. This practice run serves as a valuable test of the protocol's clarity and practicality, highlighting any areas that may need refinement. By taking these steps, you can create a framework that not only guides your team towards consistent, high-quality outcomes but also enhances overall efficiency and productivity.

Exemplifying the standard for your team Through your work and daily activities will lead to the visually understanding what normal process , Procedure & protocol is . Second to acting it out is the documentation of the company protocol . Employees are more keen to follow after they have seen and heard versus just read .

If you expect your team to utilize the documents, make it easy to reduce burden and be prepared to hold them accountable. I've found success by having weekly or bi-weekly meetings with the team to update documents together for the first 15min of the meeting, then dive into updates. OR update as we go along; this way the information is there to refer back to and we can discuss any points in once central place. This one spot becomes a living document that adapts as the team expresses their needs. I initially presented the concept, then got their feedback and we adjust as needed.

Continual maintenance is key for sustained efficiency. Regularly review and adjust your platform, structure, and protocol based on evolving needs. Encourage feedback from team members and stakeholders to enhance the system’s effectiveness. This ongoing process ensures your team’s work stays relevant, accurate, and aligned with operational efficiency, fostering a dynamic and adaptive organizational framework.

Within the protocol , properly outline and and when things should be updated by team members , team leads and yourself . Being able to also see the teams growth MOM and YOY is always rewarding to team members so keep copies of data before updating or pasting over .

Just like a garden needs continuous care, your work organization demands regular attention. Cultivate a habit of weeding out outdated elements and planting new ideas. By nurturing this evolving ecosystem, your team ensures a vibrant, ever-adapting structure for optimal productivity.

One important aspect of maintaining your team's work is ensuring that old items have been properly closed out or marked as resolved. Ghost tasks can obscure your team's active work, negatively affect your team's performance metrics, and lead to poor communication with other stakeholders.

These are the core principals of 5s adapted to a digital space. 1) Sort 2) set in order 3) Shine 4) Standardize and 5) Sustain Key is easy flow of information vertically and horizontally within an organisation

Fascinating Story about Teamwork and Microsoft OneNote: In 2021, I led twelve API inspectors for thirty consecutive nights. On the first night, I introduced them to OneNote, which would be their central tool for read-write updates. The key to success lay in one credential. We all logged-in Microsoft with a single username, each section named for a specific night. We could all simultaneously write reports, record audio, upload photos and videos, and see each other's contributions in real-time. Mobile devices further helped me monitor inspectors' feedback instantly. Exporting specific pages for other side of organizations etc. The final night was a trophy for everyone. I was proud of my team's trial and the potential for future collaboration.

Open Discussion Space: -Utilize this section as an open forum for sharing examples, stories, or insights. Versatility: -Include diverse content that doesn't neatly fit into predefined sections. Team Contributions: -Encourage team members to contribute their perspectives, experiences, or relevant information. Dynamic Content: -Allow for dynamic and evolving content that can adapt to emerging topics or discussions. Continuous Improvement: -Use this space for continuous improvement, allowing it to evolve based on the team's evolving needs and contributions.

En el actual escenario laboral, la organización eficiente del trabajo en equipo y la facilitación del acceso han adquirido gran importancia. Para lograrlo, es necesario explorar competencias transversales como el análisis y combinarlas con tecnología de IA y la comunidad empresarial de LinkedIn. A continuación. Pasos a seguir: Identificar las necesidades del equipo. - Elegir la plataforma adecuada. - Establecer una estructura. - Crear un protocolo detallado. - Mantener actualizados estos elementos. - Combina competencias. Al combinar competencias transversales, tecnología avanzada y la red de LinkedIn, se puede llevar al equipo a alcanzar niveles más altos de productividad. Prepárate para convertir cada proyecto en un paso hacia el éxito.