A Day in the Life A Day in the Life of a ManagePro of a ManagePro

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Easy Steps to Ensure YouGet the Best Results

Performance Solutions Technology, LLC

An Overview of:“How to work Effectively with ManagePro”

We have found that the following “3 Steps” consistently generate a better quality of work and less stress while helping you reach your desired outcomes. Moving from a tactical perspective to a more focused and outcome oriented work process, ManagePro helps you take advantage of a technology that supports everyday excellence and agility. We like to describe today’s work environment as similar to a basketball game, where preparation and planning only go so far, after that you need to play in a head’s up, organized response to daily demands while still keeping the ultimate score and time clock in view. Toward that end, we suggest the following “3 steps”:

1. Head’s Up - Scan & Plan! Open ManagePro and Outlook (or your favorite email carrier). Review goals, action plans, events, and to-dos in MPro, review the email in the In Box, and drag & drop email into ManagePro). Prioritize and plan your day based upon your goals, to-dos and meetings.

2. Work the Plan with an Eye on Time & Priorities: Make your decisions throughout the day, including how you manage meetings with a clear, full context of the priority and plan. Keep ManagePro running in the background to be available at a click, so you leverage information and your decisions effectively.

3. Documentation - the Key to Coordinating People & Leveraging Information! Document each key activity with progress updates and attached documents as required. Enter new to-dos, events and goals and their supporting action plans as needed throughout the day. Remember, you’re not finished until you document.

1.1 –Head’s Up - Scan & Plan! Start by Reviewing & Prioritizing what’s currently active. Whether you’re an executive, project manager or front line person, start by reviewing and prioritizing current tasks and projects. Be alert; be agile; be prepared by creating a plan before launching into action. Planning starts with reviewing existing goals, action plans and tasks and assigning a priority of 1 to those items you will be working on today, paying special attention to those items with a status of Behind/Critical or a Start or Due date on today’s date.

1. First review existing goals and projects, and their supporting action plans and tasks in the Main Workspace View of ManagePro.

2. Check the color coded status indicators of active projects (yellow = Behind). Tag records needing a progress update. Add new goals, action steps and/or tasks as needed.

3. Using the Main Workspace view, set any items you (or your direct reports) will work on that day to priority 1.

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1.2 – Review Your Email - Drag and Drop into ManagePro Manage your email, using Drag & Drop to convert it into easily accessible documents or action items with no details slipping through the cracks. Add to your plan for the day while keeping all the critical information at your finger-tips.

1. Check your email (ex. Outlook); drag-and-drop into ManagePro

2. If primarily informational, convert the email into a Progress Update. If an action or response is required, convert the email into a To-Do, a scheduled Event or Task right then.

1.3 – Next Review To-dos and Upcoming Events/Appointments Review outstanding to-dos, upcoming events within the User Data view or Calendar. Also add new to-dos or events within the Calendar with a right click option.

1. Review outstanding to-dos, and upcoming events in the User Data View by clicking the User Data view, and then navigating to the correlating tabs.

2. Add new to-dos or events within the User Data window or Calendar with right click options

The User Data view gives you access to Todos, Events and Progress Updates for yourself and others if you have been granted appropriate visibility. Adding new items is a simple right-click menu option

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1.4 – Complete Plan by Assigning to Daily Plan Within ManagePro, records can be assigned to the Daily Plan using the right click option of “Show in Calendar”.

1 Within ManagePro, highlight records and push them directly to your calendar

1a. Be sure to first check your calendar preferences “Show Goal Calendar Items”. Do this by right-clicking in your calendar>preferences

2. Once in the Calendar, add new Events/Appointments, or Todos and drag records within the plan to fit your schedule, stretching the time duration to match your day.

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1.5 – Managers Only: Review Direct Reports’ Plans to Ensure AlignmentAs an executive/manager, you’ll want to review daily plans. You can view the Calendar of your direct reports and/or review projects and progress updates (see next slide)to ensure that priorities are aligned and work effort coordinated.

1 When operating from ManagePro, click the Business Group dropdown found just above “Manage Groups” on the Ribbon and select “Direct Reports” and then to view a list of your Direct Reports click the User List to display their records

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1.5 – Managers Only: Review Current Projects & Progress UpdatesGoals and projects are supported by completing a logical action plan, defining requirements and identifying issues to be addressed… and regular progress updates.Executives/Managers can review the completeness of action plans supporting projects and goals, details, project status and the currency of progress updates by person.

1 When using ManagePro, select Direct Reports in the Business Group List, or –All- (if you don’t have Direct Report visibility), and then the Direct Report from the User list to view a list of their projects and tasks in the Main Workspace. Additionally, each of the column headers allow sorting in ascending or descending order and is useful when needing to sort Priorities and Status.

2. View Progress Updates by record (click on the Progress Update mini-icon), or for the direct report’s entire history, Click User data window>Progress Updates.

Click Column Header to Sort

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Click User Data view on the Ribbon to Open Progress (tab) History

2.2 – Manage Your Meetings as Simply an Extension of Working the Plan Convert one of the biggest time consumers to a powerful driver of follow-up and follow-through. Use your screen (a projector with teams) to create an effective environment for meetings that stay on track, create great visibility and help people stay focused and accountable.

1. Have the MPro Admin create a meeting entity and assign it to people in the People & Meetings view.

2. Prior to each meeting, create the agenda by working through projects or tasks in the Main Workspace view, and add the meeting to the Who field for each record you will review in the meeting.

3. When conducting the meeting, filter the User/Meeting dropdown to only display those items assigned to the meeting.

4. Work through each record, viewing and adding to the most recent progress update. Add to-dos when assigning follow-up, putting both the person responsible and the meeting in the Who field.

5. When finished, all the data is captured in the program to support the team going forward. Print meeting minutes by select items reviewed and choosing the Quick Print option to include last progress update and to-dos. Email or save as an attached document.

3.1 – Documentation - the Key to Coordinating People & Leveraging Information! Document each key activity with progress updates and attached documents as required. Document follow through on to-dos and brief meetings in the Comments fields. Document new to-dos, events and goals and their supporting action plans as needed throughout the day. Remember, you’re not finished until you document.

1. Progress updates are added by first selecting a record and then clicking the Add icon on the Ribbon. For best results, start with a summary line, then enter a 25-50 word summary of status to-date, followed by any outstanding issues and next steps. Standardization of key words and placing them in bold fonts helps provide visual alerts. If the progress update includes action items, they should be pasted into new To-dos.

2. To-dos and Events should have both the person responsible (lead) and the person assigning in the Who field. Follow through should be logged in the Comments field.

3. Attaching documents via the Documents button keeps the search for relevant information and reports only a click away.

4. Every goal, action step and task record needs to have at a minimum the support of a documented Requirement section for clarity.

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In summary, we reviewed three key areas to ensure your success:1. Head’s Up – Scan and Plan!2. Work the Plan to stay on track and deliver3. Documentation – the key to leveraging people and information

ManagePro offers many more tools (including the Help Files & Tutorials) to help you be a success at work. Tools ranging from performance metrics and scorecards, to resource allocation, timeline and time cards. Take advantage of the following resources to support your growth.

ManagePro Basic Training Deck covering the following areasContent: 1. Navigating ManagePro - Understanding your way around the program

Working with the four Views/Workspace; Referenced by User; Sub-tabs within views; Docking

2. Access Who can see what; who can edit and which fields; who can customize; How to assign people to records; how does the Private Checkbox work; what do the locks mean?

3. Updating & Managing Data Details window; Progress Updates and Results field; Tasks vs To-dos; Events; Attaching Documents and options

4. Email IN- Drag and Drop and Import email in from Outlook;  OUT- Right Click option and the value of emailing out from ManagePro; Synchronization with Outlook

5. Managing your Calendar & To Do List Entering directly into the Calendar and List; Push and Drag “show in calendar” from the GAPR view as a priority setting; Sorts in the List;

6. Using Priority, Filters, Search and Understanding Roll-Ups Getting to just the data you need to work with

ManagePro Basic Training Deck Continued…

Content: 7. Managing Meetings

Creating an agenda by assigning Meeting in the Who field; Where to find Meetings to assign to a record; Where to put meeting summary reports

8. Reports and Exporting/Importing to/from Excel Quick Report features; Printing in the Timeline and Dashboard Views; Exporting to Excel

9. Project Management Building project plans and custom views, linked dependencies, calculated fields, resource allocation and layered duration displays in the Timeline view

10. Performance Management Setting up business and individual performance goals, scorecards and setting up a system that makes yearly reviews very simple, plus ties into ReviewWriter for automatic reviews

11. Portfolio Management, Dashboard Analytics and Graphs Working with the pivot tables and pick-lists to mine and analyze your data, plus how to push graphs and composite dashboards into Excel

12. Strategic Planning and Execution Setting up strategic goals, weighted scorecards and linking/aligning with projects and initiatives

Also see the ManagePro 2-Page Overview: http://www.managepro.com/pdfs/Mpro9_Overview.pdf