The Project
This was a systems training project in a “train-the trainer” format for Circular Economy Systems - a waste management company which was launching a container refund scheme into the state of Victoria.
My Role
I was responsible for working with subject matter experts to document the process for each user group, and converting this into an engaging slide deck and script for the train-the-trainer sessions.
Because the client had no corporate branding or style guide when I started (they were rebranding), I also took it upon myself to create a visually styled template from a few key brand colors. This was approved with some amendments, and used as the template for all our training work during the project.
example of the template
Challenges
This project offered two key challenges:
First, the training was due to be signed off a week before the system went live (to make sure that staff had been trained before go-live). This meant that I had to document a software system that was changing every day!
The second challenge was the complexity of the system. Separate training modules had to be made for container manufacturers, interstate exporters, collection point operators, processors, auction sellers and buyers, recyclers, the state government and finally the client itself.
All these roles were interdependent in different ways, and each required managing a separate SME relationship.
The Process
To stay on top of the tight deadlines, I put my own twist on the classic agile approach. Using Miro, each module was ranked by how urgently it was due, and how complete the software was on the client’s side. This gave me four scenarios:
High priority. Software is ready to be documented. (URGENT:READY)
High priority. Software is not ready - there is nothing to document yet. (URGENT:WAITING)
Low priority. Software is ready to be documented. (STANDBY:READY)
Low priority. Software is not ready - there is nothing to document yet. (STANDBY:WAITING)
As the project moved on, each of the ten modules would move between categories. For example if I built most of an URGENT:READY module well ahead of schedule, but suddenly got news that a URGENT:WAITING module was “READY” (i.e. the software was now complete), the former would move to STANDBY:READY status while the latter would be URGENT:READY at least until the Friday weekly standup where the client might share updated priorities… then it would all shift again!
Sounds confusing?
A little perhaps, but imagine juggling this without a framework! In the end, this method made it easy for me to organize my work, while also helping me manage expectations with SME’s and the client.
managing overlapping deadlines