Multiple Project Organization

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Author Message Anonymous   Posted on Tuesday, September 19, 2006 - 07:31 pm:    Do you guys have any tips on working on multiple projects and keeping everything straight. Lately that I have been forgetting to do things that the architects have requested. The architects don't understand that I have to work on EVERY project in the office while they work on one or two. Any useful organizational tips would be appreciated. Dave Metzger Senior Member Username: davemetzger Post Number: 170 Registered: 07-2001 Posted on Tuesday, September 19, 2006 - 10:07 pm:    As an independent specifications consultant, I have worked on multiple projects simultaneously for years. The organizational technique that works for me is lists lists lists. For each project, when I review the drawings, I make a separate sheet of paper for each specification division. When I see something in the drawings to comment on, or when the architect tells me something that affects the spec, in the left margin of the applicable division sheet I write the applicable section number, then the drawing sheet/detail, then the note. When each item has been resolved (incorporated into the spec, or answered by the architect, or whatever), I cross out that item. Everyone has to develop a method that works for them, but I've been doing it this way for 17 years as a consultant and am very comfortable with it. Tho sometimes you need to be like a terrier and keep after your client to get the answers. Ronald L. Geren, RA, CSI, CCS, CCCA, MAI Senior Member Username: specman Post Number: 327 Registered: 03-2003 Posted on Wednesday, September 20, 2006 - 11:45 am:    You don't indicate whether you're independent or in-house. But in either case, Dave's method is very similar to mine. Since I do both in-house and independent work, the list method is the best if you can remember to maintain them. For my in-house work, I make the project team maintain the list. I created a spreadsheet list that is located on the public project drive where each team member can add their comments. As I complete the worked requested in the list, I state on the list what I actually did to address that comment (sometimes it's not exactly what they requested) and the date I completed it. For my independent work, I follow Dave's method exactly, and you're responsible for maintaining the list. If you're a little more adept at the internet, an FTP site can be used to maintain lists similar to the one I use for in-house work, and ask that your clients add to that. Even if you can't get your client(s) to maintain the list, at least it is there for them to use. Julie Root Senior Member Username: julie_root Post Number: 65 Registered: 02-2004 Posted on Wednesday, September 20, 2006 - 12:01 pm:    As a in-house QA/QC, Senior Project Architect and spec writer. I totally agree with Dave. I have a 'outstanding items' list for each project in the office. When I get a question from the job captain or other team member I make a note in my master list for that project. I try to keep it simple in the master list and make another list for a specific issues that may need several tasks. If they send me drawings or sketches I keep them in a folder. We have various scanning options in our office and it makes all the difference in the world to me if I can keep the questions and drawings electronically. I am trying to put down my pencil and mark up dwfs or pdfs in the computer as much as possible. I can then send the same information easier to team members, consultants, product reps, plan reviewers, etc.... I have to say the marking in the computer was very hard at first being trained in school with hand drafting (last class that did not have to take computer drafting), but sticking with it has made it much easier now. Lately I have been trying to work with outlook tasks list so I can post an alert to help me on more obscure projects that get broadsided by the big job I am assigned to on a daily bases. I have one client that lets me send him alerts to his outlook to remind him to answer my questions. This has worked out very well. Good question. I am always interested in learning more. I hope more of you will share your tricks. John Hunter Senior Member Username: johnhunter Post Number: 8 Registered: 12-2005 Posted on Wednesday, September 20, 2006 - 02:09 pm:    As an in-house Spec Writer with QA and other responsibilities, I also use the list method (with the occasional "list of lists" when things get just a bit out of hand). I also have adopted a technique of using spiral-bound notebooks, with a separate notebook (preferrably different colors) for each project. I use the notebooks essentially as a project journal,and include any personal reminder notes, to do lists, and personal notes from team, consultant, client meetings, etc., as well as notes about product selection, etc. and anyting else pertinent to the project. If I have to refresh my memory, or anyone elses memory, for that matter, I have only one place to look for notes. Although there may be a digital version possible, the notebook approach has the advantage of simplicity and portability. I use 3 ring binders for incoming information - sketches, cuts, etc. - also one per project. Thanks for raising an excellent topic for all of us trying to stay effective. John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 575 Registered: 03-2002 Posted on Thursday, September 21, 2006 - 05:21 pm:    I use a separate document with a MS Word table, one row for each Section, with 3 (usually) columns. One column is a short "status" (like copied, draft, final, printed), one is "to do" for me as specifier, and the third is outstanding questions. I use different styles for the questions indicating to whom they're directed (including myself). Anytime any issue comes up that affects the specs I put it in this document. That could be info from a meeting or from phone calls or e-mails. It could also be something I realize I need to add to one section while I'm editing another. That way I keep my head in one section at a time without worrying about remembering some tidbit of coordination when I get to another section. Having the status column lets me sort the table by that column and group sections together that need work. Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 390 Registered: 07-2002 Posted on Thursday, September 21, 2006 - 08:18 pm:    I use a low tech version that doesn't seem very organized, but its like this: I have a pile on my desk for each project with a running "to do " list on top of the pile. I've never been good at keeping notebooks (I lose them or misplace them) but I can keep a foot-high stack of paper on my desk in one place and refer to that regularly. if something comes to mind while I'm working, I put it on a post it note; and then later transfer the note (or the note contents) to the list. I also do keep all my project emails and sort reguarly by topic so that I can review any outstanding issues. I also use the pile of paper for each of my various professional groups -- AIA, CSI and the like. Phil Kabza Senior Member Username: phil_kabza Post Number: 208 Registered: 12-2002 Posted on Friday, September 22, 2006 - 07:45 am:    I keep a running email in drafts for each project, with topics organized by section number. I pull all project correspondence into project folders, then address it. I'm going to benefit from some of the comments above as well. I think a big problem is not just the physical means of handling multiple issues on multiple projects - it is the inherent Attention Deficit Disorder-like jumping from one thing to another all day long, to the exclusion of holding an uninterrupted chain of thought for more than a minute or two. Emails, IMs, phone calls, cell phone calls, and walkup questions can drive an inhouse spec writer mad. Efforts that help protect from incessant interruption help. Sometimes, setting up a do not disturb on the phone, turning off email notifiers, and finding a quiet conference room to work in become necessary. Also, it's occasionally necessary to say "sorry, I can't do that project - I'm already booked". PMs forget outside consultant fees much sooner than they forgive your dropped balls. Ralph Liebing, RA, CSI Senior Member Username: rliebing Post Number: 459 Registered: 02-2003 Posted on Friday, September 22, 2006 - 07:47 am:    And the really great side aspect to the "pile system" is the chin-dropping, amazed looks on the face of others, when you go right to the correct pile and pull out exactly what they asked for! So glad to know I am not alone. John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 576 Registered: 03-2002 Posted on Friday, September 22, 2006 - 11:50 am:    I failed to mention that I use my "Section Listing and Status" document (as I call it) as a memo of sorts. I print it out at appropriate points and give it to the project architect, who can then review, check the section text, and respond with answers to the open items on the list. Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 391 Registered: 07-2002 Posted on Friday, September 22, 2006 - 12:55 pm:    you know, I partially went into specs because I thought it would teach me to be more organized, but I seem to have subverted the process somehow. My memory, however, has gotten a LOT better... Julie Root Senior Member Username: julie_root Post Number: 66 Registered: 02-2004 Posted on Friday, September 22, 2006 - 02:10 pm:    One may laugh at this but...last year in my review I actually listed my memory as one of my strengths. I know it sounds crazy, but some how the multi-tasking does improve the memory. I am a firm believer of it. Now I have also learned to document that memory on paper 90% of the time because my bosses cannot understand how to value memory in terms of salary $$$, but some how it is a strength given what we do day in and day out. The hard part sometime is when others chose not to remember because they rely on your ability to do so. Ron Beard CCS Senior Member Username: rm_beard_ccs Post Number: 153 Registered: 10-2002 Posted on Friday, September 22, 2006 - 02:35 pm:    Memory - what memory. <g> Julie, you sound like you are under the age of 40. The one important thing I have learned about memory is that one SHOULD NOT try to rely on memorized facts, but rather, memorize the original source location. Too many times in the past I have thought I "memorized" something correctly to find out later that I didn't or that changes/updates have occurred. Julie Root Senior Member Username: julie_root Post Number: 67 Registered: 02-2004 Posted on Friday, September 22, 2006 - 02:49 pm:    Ron - You are absolutely right! And that is really what I mean when I say memory. I am good at remembering where to find the info. Not the word for word quotes. There is also a difference in concept understanding along with context relationships vs. memorizing verbatum. I think spec writers and technical designers have a understanding of the first idea of memory. I find a lot of young architects who were schooled to learn things verbatum rather than by concept/context. Drives me crazy because those are the people you have to tell things more than 10 times before they get it. Thanks Ron....I am turn 42 next month. I definately lost a few years of memory when I had my two kids, but now that they are sleeping through the night I am rebounding. Ron Beard CCS Senior Member Username: rm_beard_ccs Post Number: 154 Registered: 10-2002 Posted on Friday, September 22, 2006 - 03:20 pm:    In the past I have really impressed some of the younger architects that I have worked with by telling them that I have a photographic memory. What I don't tell them is that I'm a little short on film. Wayne Yancey Senior Member Username: wyancey Post Number: 180 Registered: 05-2005 Posted on Friday, September 22, 2006 - 03:48 pm:    Anne and Julie have an unfair advantage. They can multi-task much better than men. My wife can read a book, watch Iron Chef America, and talk to me all at the same time, and not skip a beat. I am one task at a time. Don't talk to me after the 2 minute whistle in a close NFL game, or during overtime in a hockey game or sssh, I can't hear what Dan Patrick on ESPN is saying on SportsDesk. I also utilize the pile-on method, usually co-mingled infront of my key board for quick access. I use a notepad but loose that from time to time. Sometimes I suffer panic attacks about something missing from the project that has my immeidate attention (say project D) then remember after my heart rate gets up that that emergency was for project W or A or Y or N or E. That is all I have say about that. I am outa here. You have been great. Have a good weekend. Wayne John Regener, AIA, CCS, CCCA, CSI, SCIP Senior Member Username: john_regener Post Number: 250 Registered: 04-2002 Posted on Saturday, September 23, 2006 - 03:01 pm:    I have been successful in organizing information about simultaneous projects by insisting that communication be by email and that the email have the project identified in the subject line as well as the topic of the message. I've been doing this diligently because I too live by the "pile" system. By having the email identified by project, I can set up folders in Outlook for each project and move messages to that folder ("electronic pile"). It's much easier to retrieve the information and the organizational effort is low enough that it gets done. Also, I strongly encourage the use of Acrobat when transmitting copies of product data and sketches. Each project has a set of folders that includes a "reference" folder where downloaded and emailed .pdf files are copied. I like this a lot because the folder = the pile, and the folder is often easier to find than a physical stack of project-specific paper. Regarding the unavoidable handwritten and printed matter, I write in the upper righthand corner a three-letter code that I assign for each project ("ACO" = "American Career College, Ontario, CA"). It helps the documents to find their way to the appropriate physical pile. Finally, one of keys to keeping some sanity in the midst of multiple projects is to set up limits on the types of projects that you take on. For instance, I primarily do public and private schools, low- to mid-rise office buildings and churches. I am staying away right now from hospitals, hotels, restaurants and all forms of residential projects, although I have written specs for many of these project types. It saves a lot of "shifting" of mental gears to work on only a few project types. For in-house specifiers, this is almost automatic because the firm usually specializes in a few project types. For out-sourced (not "out-house") specifiers, it's more challenging to put up limits. But it makes you more more focused and productive if you do. Y. Lynn Jolley AIA CSI CCS CCCA Senior Member Username: lynn_jolley Post Number: 12 Registered: 10-2005 Posted on Sunday, October 08, 2006 - 05:59 pm:    I believe that absolutely key to organizing multiple projects (or anything else for that matter) is filing. My personal mandate is to file for 30 minutes first thing every morning before starting work on projects. This single act makes a world of difference in my level of productivity and sense of control over the work I do. I'll admit sometimes I fall off the wagon, and stop my filing routine when I get a bunch of projects going at one time. However without fail, I eventually leave out some important piece in a project I am specifying, or find myself spending hours searching for an important piece of paper, and I relearn the importance of filing. Y. Lynn Jolley AIA CSI CCS CCCA Senior Member Username: lynn_jolley Post Number: 13 Registered: 10-2005 Posted on Sunday, October 08, 2006 - 06:18 pm:    I want to say just a little more about filing. I file emails for about 15 minutes a day and paper another 15. For 4 years I filed paper in piles (like some of you have already mentioned) and that worked well for me. For the past 3 years I have filed paper in folders and a filing cabinet that I can access while sitting at my desk. This works much better for me than piles. Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 397 Registered: 07-2002 Posted on Monday, October 09, 2006 - 12:51 pm:    I lose the folders. even if the folder is literally sitting under my nose, I won't see it half the time. my ability to multi-task has deteriorated with age somewhat. I no longer can type and email, remember a phone conversation and answer a question at the same time. I usually have to finish the email, let the phone ring to message, and then turn to concentrate on what someone is asking me. And, in the typical cruel fate, people come up behind me and startle me in exactly the same way I used to startle my mother (and took great delight in doing so) I can see someone coming toward my desk... and still have them scare me when they say something. Lynn Javoroski CSI CCS LEED AP SCIP Affiliate Senior Member Username: lynn_javoroski Post Number: 427 Registered: 07-2002 Posted on Monday, October 09, 2006 - 01:15 pm:    I use a 3-ring binder for each project (sometimes more than one depending on the size or complexity of the project) divided into sections that represent Divisions - you can purchase 3-ring dividers with 15 or more numbers. I actually have one set with 18, but haven't seen that commercially available. 15 used to be perfect, since as an in-house specifier, I am not responsible for producing mechanical or electrical specifications. Now I have to be a little more creative, but for the most part, it still works. Everything, and I mean everything, that crosses my desk, gets filed under the appropriate division, even if a note needs to be copied and put in 2 or more places. I also make use of post-it tabs; they are placed on the right side of a page at the item if it needs resolution, on top if it has been resolved, and on the bottom if it needs the attention of the architect or engineer. I set up email folders for each project with subfolders corresponding to the Divisions; all emails get filed in the appropriate folder. If the email is resolved, it's filed as read; if unresolved, filed as unread. So far, so good. John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 584 Registered: 03-2002 Posted on Monday, October 09, 2006 - 02:28 pm:    We could use tabs marked with MasterFormat 2004 Divisions big-time. Every project cut-sheet book needs them, as well as being useful for organizing specs, but no one (of course) makes them commercially. Or am I mistaken? David R. Combs, CSI, CCS, CCCA Senior Member Username: davidcombs Post Number: 167 Registered: 08-2004 Posted on Monday, October 09, 2006 - 03:30 pm:    A big DITTO to the MF '04 divider tabs. Sounds like an opportunity! Lynn Javoroski CSI CCS LEED AP SCIP Affiliate Senior Member Username: lynn_javoroski Post Number: 429 Registered: 07-2002 Posted on Monday, October 09, 2006 - 03:46 pm:    I'm working on it. (Unregistered Guest) Unregistered guest Posted on Monday, October 09, 2006 - 02:33 pm:    I get the 1 to 25 and 26 to 50 tabs from the office store and use those. Number/name would be good but until I want to have some made I'll use these. Vivian Volz, RA, CSI, CCS Senior Member Username: vivianvolz Post Number: 81 Registered: 06-2004 Posted on Tuesday, October 10, 2006 - 05:52 pm:    I use a similar method to John Bunzick's, except that my Word doc has an outstanding-questions column and a description of the work in the section (with several rows of sub-descriptions for complex sections like woodwork). It works like a miniature outline spec. I also print it out occasionally to use as an interview form with which to quiz the team. I color-code my status column for at-a-glance progress checks: green for "done", yellow or orange for "partial" and red for "hot" (which is "need more input or research"). White is "not started." Lately, several of my teams have been using outline specs as team communication documents, so when changes and elaborations come up I turn on "track changes" and add them to my working copy of the outline. (These are outline specs that include a description of every section in a Division, and each Division is a Word doc.) The advantage to this, over the table version, is that there's plenty of room for more complex descriptions of the requirements for the construction spec. The chief disadvantage is the sheer number of documents and/or pages, so it's harder to get a big-picture view of my progress through the set. I really like it for big projects, though, and for projects that are using MF04 keynotes in the drawings. For keynote projects, I insist that the team keep a copy and mark it up with items they have added to the keynote list that aren't in my outline. It's amazing what you capture, both mistakes and real additions, in that process. These large projects, in particular, end up being concurrent with lots of smaller projects, so the big, expandable tracking document ends up being the hub for a bunch of cut sheets, emails, manu-specs and other documents. I just make a point of collecting the info into the right place, even if I can't act on it right away. I'm using some of the filing ideas I'm seeing on this thread already, and I'll be stealing some others. I really appreciate the ideas in this thread. If I filed for fifteen minutes twice a day, I might actually have bare space on my desk for my visitors to put their elbows in. Chris Grimm, CSI, CCS, MAI, RLA Senior Member Username: tsugaguy Post Number: 46 Registered: 06-2005 Posted on Tuesday, October 10, 2006 - 10:50 pm:    LOTS of great ideas! Vivian- how do your color code status? Here are some ideas that have worked very well for me, in the past as tech resources/specs manager for 100 person A/e firm, and now as full time spec writer in a 2-person team for an 80 person office, part of the specs department for a large firm of 5 offices total. I do what I can electronically to make collaborative work easier. Not everyone I work with is tech savvy so I keep it user friendly for the pieces I'm sharing. I use a combination method that involves the following (in order of preference): 1. Outlook inbox subfolders, auto sorted, NOT archived 2. Followup flags 3. Tasks 4. Comments field in Word 5. Network folders 6. Piles The electronic "piles" in outlook like John describes work great for me. Inbox has subfolders for each active project, rules wizard sorts them into the right pile most of the time. This works nicely if you have a "search folder" for unread mail in your favorites in outlook mail. Then even though your new mail is being automatically sorted for you, you can still see it all in one place until you read it. In the main inbox folder it is nice to also use auto-preview (only for unread items) -- go to view, arrange by, current view, customize current view, other settings, and select preview unread items. Then you can glance at all your emails in a few seconds and know where to focus right away. I have a default subfolder that already has my prefered columns/widths and anti-archiving settings. Whenever I get a new project I just copy the default subfolder and rename it with project brief name and project number. I don't use subfolders by people or anything else that can be done just by clicking a column heading in the inbox to sort them instead. The color coded followup flags are great as a sort of triage (Outlook 2003 or later) – can apply in 2 seconds after reading an email so later when I focus on ONE project for an afternoon (theoretically), I can start with the most urgent items first. There is another "search folder" I use a lot called unread mail/flagged for followup. This search folder thing won't make any sense until you try it, and you have to have Outlook 2003 or later. Go to your mail folder, look near the bottom of the tree, right click search folders, click new search folder... after you set it up, right click the search folder and add it to favorites so it will be at the top of your screen. More often though it works great to go to the project subfolder and click the followup flag heading – will sort by your color-coded priority if you use that. I keep my outstanding item list for each project in an Outlook task item in the notes field. Nice because I can forward it to someone as an email, sync it to my (very cheap Palm OS) PDA so it is with me anywhere, also can hyperlink my main reference sources there like where the project folder is on the network, the design team's folder, and primary master sources I plan to use. Windows remembers each window's size and position from the last time I used it. This way I don't have tons of shortcuts on my desktop screen. The comments field in Word document properties is another place I keep just a few notes about what is left to be done on each spec section, in general terms - nice because when we tag-team a project the other spec writer(s) can see what's up. That is, if they use detail view in Windows Explorer and turn on the comments field. ‘nother subject, but turn on the subject field too while you're at it - gives section titles if you use MASTERSPEC. Owner field says who last saved a file... ok back to multitasking subject. Network folder - everything that goes into the book has an MF04 (or MF95) # in the filename. everything else has an x as the first character of the filename (meaning don't print it, it is there for reference). A few things like consultant specs and misc stuff goes in subfolders. This way theoretically 10 years from now we (or our predecessors) can find all those would-be-scraps-of-paper. IF the archiving method is consistant. We currently move post-construction projects to a different server, with a consistent file-naming system, but that was not always the case. I try to put stuff in the best place the moment I get it and look it over, so that I don’t handle things multiple times. I still end up with a 2 to 5 inch pile for each project! After the project manual is assembled most of the pile is gone and what is left goes in a file folder or into the recycle bin. Russ Hinkle, AIA, CCS Senior Member Username: rhinkle Post Number: 11 Registered: 02-2006 Posted on Wednesday, October 11, 2006 - 04:03 pm:    I find this discussion very helpful. I have been auto sorting emails into subfolders for quite a while. To be the most successful, it helps if people include key words or the project number in the subject line. I found that even as an office standard, it is difficult to get people to do this. Unless you have spent time searching through emails, people are not motivated to use the subject line intelligently. What have others experienced? Lynn Javoroski CSI CCS LEED AP SCIP Affiliate Senior Member Username: lynn_javoroski Post Number: 430 Registered: 07-2002 Posted on Wednesday, October 11, 2006 - 04:45 pm:    The same - I beg to have the commission (project) number in the subject line. It usually takes about 3 begs before it's remembered. And key words? That takes less, because they usually feel compelled to put SOMETHING in the subject line. John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 590 Registered: 03-2002 Posted on Wednesday, October 11, 2006 - 05:29 pm:    Our office has recently instituted a policy that all e-mail must include the "PNUM" plus the project number in the subject line. This is so our e-mail server can automatically copy project into a project folder. (There's a protocol for incoming as well.)