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Introduction to Medical Writing Project Management in Smartsheet
Michael G. Baker, Ph.D.
President & Principal, Samorn Biosciences
Agenda+ Principles of Document Project Management
+ Why Smartsheet?
+ Smartsheet Basics for Document Project Management
+ Set Up An Account+ Plan: Create a Sheet from Scratch, Template, or Import
+ Views: Grid, Gantt, Calendar, Card
+ Columns / Rows & Hierarchy
+ Share: Contacts, Groups, Permissions
+ Communicate: Conversations
+ Manage: Dashboard, Automated Workflows, & Manual Updates
+ Example Smartsheet Plans: Single and Multiple Documents
+ Challenges of Managing Multiple Timelines and Cross-functional Teams
+ Smartsheet Practice Session: Creating a Document Timeline
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Principles Of Document Project Management
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+ Plan+ Tasks
+ Time Frames
+ Steps
+ Dependencies
+ Resources
+ Share & Communicate+ Participants / Stakeholders
+ Manage+ “Health”: timelines, resources, budget
+ Anticipate and adjust as appropriate
Why Smartsheet?+ Project management software options – key features of the Big 2:
+ Microsoft Project: Now integrated with Microsoft Teams+ Smartsheet: Web-based; integrated with Slack, Google Drive, Dropbox, DocuSign & others (incl. MS Teams);
mobile app
+ Advantages of Smartsheet+ Intuitive, collaborative, reasonably priced
+ Free version; personal $14/month; business $25/user/month vs. $7, $30, or $55/user/month for MS Project
+ Who are the users?+ Creator
+ Writer/project manager who is in-house or with a CRO or is independent+ Collaborators/Viewers
+ Colleagues and/or clients+ Note: Smartsheet account structure influences available functions
+ Free vs licensed
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Set Up An Account
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Smartsheet Basics for Document Project Management
Map
COMMUNICATESHAREPLAN
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MANAGE
Plan: Views
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Plan: Columns
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Default
Customized
Plan: Rows & Hierarchy
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Plan: Rows & Hierarchy, cont.+ Dependencies
+ Predecessors/duration
+ Abbreviations+ Finish-to-Start (FS) – start after the predecessor finishes.
+ Finish-to-Finish (FF) – finish at the same time the predecessor finishes.
+ Start-to-Start (SS) – start at the same time the predecessor starts.
+ Start-to-Finish (SF) – finish before the predecessor starts.
Mapping Demonstration11
Smartsheet Basics for Document Project Management
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COMMUNICATEPLAN SHARE MANAGE
Share: Sharing
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Share link
How to share a sheet
Assignment of tasks+ Contacts & groups
Permissions & access+ View/edit+ Levels
Send as an email attachment
Share: Contacts• Clarity about responsibilities
• Duration of each step
+ Manually add a contact
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Share: Groups• Clarity about responsibilities
• Duration of each step
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Share: Permissions• Clarity about responsibilities
• Duration of each step
+ Select Share to manage collaborators
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Smartsheet Basics for Document Project Management
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PLAN SHARE COMMUNICATE MANAGE
Communicate: Conversations• Clarity about responsibilities
• Duration of each step+ With conversations you can track
work and have discussions about that work in one place
+ Conversations can apply to an entire sheet or to a specific row or card in a sheet
+ You’ll work with comments in the Conversations panel.
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+ To direct a comment to a specific person, type @<email address> (for example, @[email protected]) in the comment to tag that person.
Smartsheet Basics for Document Project Management
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COMMUNICATESHAREPLAN MANAGE
Manage: Dashboard
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Manage: Health
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+ Attachments
+ Conditional formatting
+ Triggered changes
+ Automation+ Reminders+ Update & approval
+ Track changes
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Manage: Automated Workflows
+ Throughout a document lifecycle, manual updates to the Smartsheet page may be needed. For example:
+ Deadline extensions
+ Changes in participants in a task, such as Reviewers
+ Updates to “Health”, % Complete, or Status
+ Addition or deletion of task rows
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Manage: Manual Updates
Challenges of Managing Multiple Timelines and Cross-functional Teams
+ Multiple simultaneous inter-dependent projects
+ Task dependent on several predecessors
+ Multiple teams and large email volume
+ Advanced functions+ Tailored views
+ Reports & overviews
+ Dashboards/summary sheets
+ Resource management (HR, budget, …)
+ Linking between sheets
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Smartsheet Practice Session: Creating a Document Timeline
+ Needed: + Published training sheet:
+ Explore the sheet+ Columns (free account limits sheet & column creation!)
+ Create + Rows+ Views+ Assignments+ Content
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http://url.ie/154js WiFi:
Network: AMWA
Password: AMWA2019
Please do not hit SAVE!
Thank You!+ For copy of presentation:
+ [email protected] or [email protected]
+ Acknowledgments+ Nathalie Buscher, PhD – slide content & graphics
+ Ramon Wenn – IT support
+ Additional resource:
+ www.smartsheet.com
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