Managing projects at Volkis

Hi there! This is a guide meant for any and all acting project coordinators on how to prepare, manage and control projects here at Volkis. If that’s you and you’re new at this, yay! * Do a little dance * Congratulations on your new responsabilities - it’s okay if you’re not familiar with our processes yet. I can guarantee you’ll feel a little less overwhelmed after reading this walkthrough. But hey, if that’s not the case just let someone in the team know. Honest and open communication is the best policy, one that we certainly live by and that you’ll actively need to practice to be succesful in this role.

What once might obscurely been referred to as the “in between” by security consultants now falls under the responsabilities of the Project Coordinator. We use Trello to manage our projects, so in a trello card those responsabilities look like a series of actionable items in two checklists: Preparation and Post-Engagement. These checklists include all the tasks that need to happen for a project to exist, be scheduled and be manageable. The tasks in those checklists can ultimately define the success of a project. We’ll use the items in these checklists to define the processes for preparing and following up a project through its lifecycle in a second.

But first, check out the full guide on how we use Trello.

Preparing projects

The preparation checklist represents the time from a proposal being accepted by a client to a kickoff meeting for the project happening with all the parties involved (the delivery team, the client, the account managers and anyone else that needs to know about this project including why, when and how it will happen).

Controlling active projects

Projects are considered active when a consultant has started work on a project as reflected in our Resource Guru schedule. The card for the project needs to be manually moved by a consultant or project lead from Ready to Go to Active.

Closing projects

The post-engagement checklist represents the time from all components of a project being delivered to the closing and archiving the project.

This concludes the basics to preparing, managing and controlling projects here at Volkis. It’s a lot of information for anyone, so thank you for reading! Like everything, these processes work for us now but they might be subject to change in the future. If and when that happens, it’s the task of the acting project coordinator to keep these pages of the handbook updated to reflect our current processes. I wish you all the success in your project coordination envedours!