Manage Project Deliverables

Create buckets for files

  At Reach Partners, we approach most of our client work as projects which simply means our work is performed with a definite beginning and ending to produce a unique outcome.  No matter if we are managing and executing a project or a team of individuals are executing the deliverables knowing where to store, access and distribute stuff can save time, resources and headache. Not to mention we feel like a rock star when we can lay a finger on the answer from a project completed 5 years ago or 3 years from today. It all has to do with organization.

Manage the deliverables

• Store deliverables in a central place.  Depending if team members have the same level of access you may need to assign a gate keeper and create access controls.
• Name your files.  Create a nomenclature that can stand-up to time and stick to it. The deliverable is not complete without the correct naming conventions. Share the rules with the team, make sure everyone sticks to it.
  
• Put files into good buckets. When I worked for an architectural firm we created different folder sets depending on the type of design or building project that way someone looking at the project files could quickly identify the type of project and when it started and where to find sign-offs, progress reports, financials or designs.  
  
• Create a deliverables document. This map can outline the deliverables' due dates, resources, milestones and who’s responsible. 
  
• Create a system for versions. Use document tracking, establish file name version numbers, color code, use archival folders, use it all to keep versions under control.  See #2, the deliverable is not complete without the correct name. It does your team (or future self) no good to hunt thorough multiple “Final” documents.
  
• Back it up. Test your back-up procedures and make sure they work.

Rachel Asleson, Reach Partners

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