I have a bit of a dilemma - it’s not to bad, we make due, but I think things could be handled much more appropriately.
As most of you know I am in the Air Force and other than ensuring 5 General’s computers are running at all times, my other duty is “taskings.” A tasking is basically when a higher command tells us to do something. My office receives the tasking, tasks it out to a subordinate unit, and tracks it until our portion is complete.
Here’s how things currently work:
1. An email comes into an Organization mailbox with the tasking. Taskings usually consist of a single file (a proprietary filetype), but could also contains numerous files, or no attachments at all. Every tasking has a unique identifying number (sometimes).
2. I read over the tasking and determine which subordinate unit should work this particular issue. I have 9 subordinate units within the same organization (14th Air Force) and 5 subordinate units at different bases (they are called Wings). For the most part, this doesn’t matter - they are all treated the same. I assign a tasking number if one doesn’t exist and forward the tasking to the subordinate unit (courtesy copying our organizational mailbox).
3. I save the courtesy-copied version of the tasking to an “Active Tasker” folder on the network. Each tasker receives it’s own folder. As responses, questions, more information, anything related to this tasking come in - I save it to this folder.
4. I enter the tasking information into an Excel Spreadsheet. This is broken down by subordinate unit and contains information like: tasking number, subject, due date, type of tasking (see next step), date logged, and last known action. The subject is linked to the folder on the network.
5. The type of tasking determines how it is closed. 3 Letter means the subordinate unit can respond directly and answer the tasking. 2 Letter means the General has to sign off on it. When the tasking is closed, I save the closing action (either a scanned copy of the general’s signature on the form from Step 1 or an email from the subordinate unit) to the tasker’s folder on the network.
6. I move the tasker’s folder from the Active Taskers folder to the Closed Taskers folder as well as move it from the Active Taskers worksheet in Excel to the Closed Taskers work sheet.
Issues with this process:
1. It takes forever - when you get 30-40 taskings a day and each take 5 minutes to get started, it eats up your day. We’re not even counting the 10-20 or so closings and about 60+ informational emails.
2. Finding information is slow. If I need to get information on a tasking I first check it’s folder on the network and see if any of the emails there answer my question. If not, I do a quick scan of the Excel spreadsheet while Outlook starts searching the Inbox.
3. Network space. We eat up a ton of it because we are legally required to keep copies of all of this stuff. Not sure if this can be helped.
4. Information droppage. Sometimes things just don’t get saved, taskers just don’t get sent out. Then we have to start all over on that tasking.
5. 2/3-Letter discrepancy. Often times a tasking will come in (let’s say it’s tasking # is XOT_20270) as a 3-Letter. It runs the entire chain and goes back to the parent unit that told us to do it. A few weeks later, the same tasking will come down as a 2-Letter, meaning the General has to approve it. There are quite often issues where when asked for information we get confused as to whether we are referring to the 2/3-Letter version.
6. To many solutions. Every unit has their own method of tracking and no one can see how we track. An integrated database where we could all see each other’s actions would speed the process up extensively.
Things that can not change:
1. The overall process. We will get tasked from higher ups and have to pass it down to subordinates while keeping records of it - even if we do nothing.
2. 2/3-Letter. The process of sending a 3, then a 2, is so the General doesn’t get crap on his desk. The 3-letter irons out the bugs in hopes that it is perfect when it hits the General.
Possible solutions:
1. Access database with the backend stored on the network. Possible integration with Outlook via plugins.
2. Web-based system, although I think the process of uploading files to the server would slow things down a bit.
3. A gigantic white-board?
What we do with this info:
1. It’s my job to make sure my subordinates respond in time for us to respond to the higher ups. They rarely do, but it’s pretty normal. I just have to keep bugging them.
2. Every Monday morning a meeting is conducted with the highers up to determine where we stand on all taskings they give us. This is just a phone conference.
3. Every Monday afternoon a meeting is conducted here, with Powerpoint slides, on every unit’s taskers and where they stand. This is also converted to a text document and emailed to the General.
Help?