University Task and Communication Management Template

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Enhance collaboration and productivity in your university by efficiently managing tasks and communications. This template helps you set up and maintain a project management tool tailored for university staff.

From setting up the tool and creating user accounts to providing training and establishing communication guidelines, this template ensures everyone is on the same page, improving overall efficiency and effectiveness.

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University Task and Communication Management for Priority Matrix

University Task and Communication Management in Priority Matrix

Keep university staff aligned and informed with effective task and communication management.

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Proposed Tasks

Critical & Immediate

  • Task 1: Setup Project Management Tool
    ☐ Research suitable project management tools ☐ select one ☐ set up an account
  • Task 2: Create User Accounts for Staff
    ☐ Collect necessary information from staff ☐ create user accounts
  • Task 8: Regularly Update Tasks
    ☐ Regularly update tasks in the system ☐ ensure tasks are being completed on time
  • Task 9: Regularly Share Updates
    ☐ Regularly share updates with staff ☐ ensure staff are informed about changes

Critical & Long-Term

  • Task 11: Ensure Security Measures
    ☐ Ensure the tool has adequate security measures ☐ conduct regular security checks
  • Task 12: Backup Data Regularly
    ☐ Ensure data is being backed up regularly ☐ conduct regular checks to ensure backup is working
  • Task 16: Develop a System Manual
    ☐ Develop a manual for the system ☐ distribute it to staff
  • Task 3: Provide Training for Staff
    ☐ Organize training sessions ☐ create training materials
  • Task 4: Establish Task Categories
    ☐ Define task categories ☐ input categories into the system
  • Task 6: Develop Communication Guidelines
    ☐ Develop guidelines for communication within the tool ☐ share guidelines with staff

Not Critical but Immediate

  • Task 13: Create a Feedback System
    ☐ Create a system for staff to provide feedback ☐ regularly review feedback
  • Task 14: Ensure System Compatibility
    ☐ Ensure the tool is compatible with other systems used by the university
  • Task 18: Review Staff Usage
    ☐ Review how staff are using the system ☐ provide additional training if necessary
  • Task 19: Regularly Check for Software Updates
    ☐ Regularly check for software updates ☐ install updates as necessary
  • Task 5: Input Initial Tasks into System
    ☐ Collect initial tasks ☐ input tasks into the system
  • Task 7: Monitor Tool Usage
    ☐ Monitor usage of the tool ☐ collect feedback from staff

Not Critical & Not Immediate

  • Task 10: Review System Regularly
    ☐ Regularly review the system ☐ make changes as necessary
  • Task 15: Conduct Regular System Maintenance
    ☐ Conduct regular maintenance on the system ☐ ensure it is running smoothly
  • Task 17: Plan for System Upgrades
    ☐ Plan for regular system upgrades ☐ ensure system is up-to-date
  • Task 20: Ensure System Accessibility
    ☐ Ensure the system is accessible for all staff ☐ make adjustments as necessary