Body
Intended Audience: Shared Services Project Management Organization (Internal)
This article is intended for the Business Affairs Shared Services Project Management Organization, any project stakeholder, project assistant, project coordinator and project manager. If this is not a public article, it may not be intended for outside communication; please review the Related Articles pane for any related public-facing articles. This article may be public but intended for specific roles. If this article does not suit your needs, please leave feedback or locate a related article as previously directed.
Google Spaces
Summary
Google Spaces is used to manage project tasks for stakeholders. This procedure covers the actions necessary for a stakeholder to interact in Google Spaces. All stakeholders (identified in the Scoping session) are included into the Google Space.
When
A Google Space will be created for each project during the project lifecycle.
Requirement
Required
Procedure
For optimal performance, each user should ensure they are on the new Gmail version. While in Google Gmail, go to Settings. The first item under Quick Settings: See All Settings should say “You are using the new Gmail view”.
Google Spaces consist of 3 different sections:
Chat
- This area can be used for project discussions. It will also show anything that has taken place in the other 2 sections.
Files
- This area will have one file called “Quick Grab” Project Resources. This is a list of links quickly made available for use. All master files are still located in the Project Folder in the Shared drive. These are merely the most commonly used files for convenience.
- Please do not attach/add actual files to this area
- All project related files belong in the shared Project Folder
Tasks
- This area is where action items will be added and assigned. Once a task has been completed, the user may mark the task completed.
How to use Tasks
- After each meeting, the Project Coordinator (PC) will add the agreed action items as tasks within the Google Space.
- They will assign a Project Team member to complete that task (This is typically determined during the meeting.)
- The task will be given a due date and time by the PC (also agreed upon during the meeting).
- Typically the default time of the task is 4pm or 5pm as that coincides with the end of the workday.
- A user may adjust the date/time accordingly, however, be sure to notify the PC using the Chat area if a change is made to the date.
- Google Space Tasks (with assigned users and dates/times), will automatically appear on the assignee’s calendar as a Blue Task.
- This will not make the user appear “busy” on their calendar. It is merely a task reminder for your convenience. Other users will still be able to schedule over your tasks on your calendar.
- Once the task has been completed, the user will mark the task as completed. The PC will then mark this task as 100% in the project plan. For partial percentage complete, notify the team during the project meeting.
- Once a task is marked completed, in some instances, the items may need to be marked as uncompleted.
- Completed tasks will appear at the bottom of the tasks listed under “Completed”.
- From the “Completed” area, merely select the task again to mark it as uncompleted. This may be done as many times as needed.
How to view all of a user’s assigned tasks in one area
- While in Google Gmail, under your Google profile picture, there will be multiple icons in a vertical line, on the right hand side of the screen.
- There is an icon with a Blue circle with a Blue check mark inside of the circle.
- Select the Tasks icon, it will bring up a sidebar showing all of your tasks due.
- If you select the stacked 3 dots (to the right of “Add a Task”) you will be able to filter how the tasks are displayed.
How to create personal operational tasks
- A user may wish to manage their operational work in their own personal space.
- Under the Spaces tab, select “New Space”, then select “Create Space”.
- Add a Space Name then select “Create”.
- Add your personal task, assign the item to yourself and be sure to add a due date and time.
- Once that is completed, the tasks will be included on your overall user assigned tasks (on the right side of your screen).
Additional Procedures to be Created
- PC/PA SOP will need to be created