The main purpose of this Box when it comes to dealing with projects, partners, and team – is to let your Loved Ones know the high level information that they’ll need to pass along to your team. You can use this Box in conjunction perhaps with the Instructions Box to make your intentions clear.
Alternatively – if you play a crucial role in your team, we recommend that you consider setting up a FamilySafeBox account apart from your personal account that can be used for the workplace. Not all Boxes will be relevant but many will. If you don’t want to use FamilySafeBox, then consider another shared online storage service. It’s important that you take care of the people you love, and those who depend on you. We know that’s not always limited to the people in your personal life.
In case something happens to you and you’re unable to continue working…
It’s crucial to have clear, organized information that your colleagues, partners, or successors can easily access. This ensures your projects continue smoothly and your team can pick up where you left off. Here’s a guide on the types of things you should keep track of for your work projects and colleagues:
1. Project Overviews and Key Documents
- Current Projects:
Create a summary of each project you are working on, including the goals, objectives, deadlines, and deliverables. Make sure to include:- A brief description of the project’s purpose.
- Key milestones and their current status.
- Outstanding tasks and who is responsible for them.
- Upcoming deadlines.
- Key Project Documents:
Organize and centralize all project-related documents. This may include:- Contracts, agreements, or scope of work (SOW) documents.
- Reports, presentations, and analyses.
- Meeting notes or minutes from past project discussions.
- Templates or files used in the project workflow.
Store these in a shared, secure location like a project management tool or a shared cloud drive (like FamilySafeBox), and ensure your team knows where to access them.
2. Project Contacts and Stakeholders
- Internal Team:
Keep a list of your team members involved in each project. Include:- Their roles and responsibilities.
- Contact information (email, phone number).
- Who they report to and how they contribute to the project.
- External Stakeholders:
Track all external contacts such as clients, vendors, or partners. For each, note:- Names, titles, and contact information.
- The nature of their involvement (e.g., contract terms, deliverables).
- Ongoing discussions, agreements, or issues.
Tip: Include any important details from recent communications, like client preferences or feedback that hasn’t been formally documented yet.
3. Access and Credentials
- Passwords and Login Information:
Make sure your colleagues can access the tools, software, and platforms you use. This may include:- Shared drives.
- Email accounts and calendars.
- Project management software.
- Business software or specialized platforms related to your work.
Use a password manager (like FamilySafeBox) to securely store and share credentials with a trusted colleague or your IT department.
- Key Systems Access:
If your job involves specific systems (e.g., CRM tools, accounting software, databases), ensure someone else has administrator access or knows how to request it if needed.
4. Task Lists and Pending Work
- Current Tasks:
Maintain an up-to-date task list for yourself, with clear information on:- What tasks you are currently working on.
- Tasks that are partially completed or pending.
- Tasks that need to be reassigned or taken over by someone else if you’re unavailable.
- Upcoming Tasks:
Note any upcoming deadlines and action items, especially those that may require urgent attention. Clearly label priority items that would need to be completed soon in your absence.
Tip: If you use project management software, ensure these tasks are reflected in the tool so others can see your progress and take action if necessary.
5. Meeting Schedules and Notes
- Upcoming Meetings:
Keep a list of your scheduled meetings, including:- Time and date.
- Meeting participants.
- Agendas or topics to be covered.
Make sure your calendar is shared with your team or manager, so they can access and reschedule or attend meetings in your absence.
- Meeting Notes:
Record notes from key meetings or discussions, especially for ongoing projects. Summarize important decisions, action points, and next steps.
6. Project Milestones and Deadlines
- Timeline and Status:
Document the timeline of key milestones for each of your projects. This includes:- Critical deadlines.
- Completed phases.
- Upcoming stages of the project.
Clearly mark which milestones are dependent on other tasks or teams, and indicate any risks or delays that could impact progress.
7. Workflows and Processes
- Standard Operating Procedures (SOPs):
Write down any SOPs you follow, particularly if they are specific to your role. This can include:- How you manage certain projects or tasks.
- Your specific processes for handling clients, reports, or presentations.
- Any approval workflows or protocols.
This helps ensure continuity, especially if your role involves tasks that others are not familiar with.
- Automations and Tools:
If you use automated systems (e.g., for emails, reporting, or data management), document how these are set up and what others should monitor or adjust if necessary.
8. Financial Information
- Budgets and Financial Records:
Keep track of any budgets or financial details tied to your projects. This might include:- Current project budgets and spending.
- Upcoming costs or invoices to be paid.
- Financial reports or funding approvals.
- Expense Tracking:
If you manage expense reports or approvals for your team, ensure that these are logged in the appropriate system and that someone else can process or review expenses in your absence.
9. Project Risks and Contingency Plans
- Risk Management:
Make a note of any potential risks or challenges facing your projects, especially those that would require immediate action. Include:- Delays or issues that are ongoing.
- Risks related to client satisfaction or project scope changes.
- Contingency Plans:
Document any contingency plans you have in place for the project. This ensures your team knows what to do if certain risks materialize.
10. Personal Responsibilities and Contacts
- Your Manager and HR Contacts:
Make sure your team knows how to contact your direct supervisor, as well as the HR department or any higher-level managers who should be informed if something happens to you. - Delegation Plan:
If possible, identify a backup person or colleague who can step in to take over your responsibilities if needed. Discuss this plan with your team in advance.
Additional Tips:
- Regular Updates: Keep your project files, notes, and tasks up to date. Periodically review and organize them to ensure they’re accurate and accessible.
- Share Key Information: Regularly share important information with your team or your direct reports so they’re familiar with your work, even in routine times.
- Create a “How-to” Guide: Write a simple guide or document that explains key aspects of your role, tools, and processes. This can act as a quick reference for someone stepping into your shoes.
By organizing these critical areas, you’ll provide a comprehensive, accessible guide for your team and colleagues, allowing them to seamlessly continue your work in your absence.