Numerous governmental organizations efficiently manage their projects in Wrike, and newcomers often ask us about the best practices of doing this. That’s why today we want to share with you the experience of the analysis and design department of the Saudi Arabia Ministry of Education – NCEI – Application GD. The team looks for the best software solutions for department tasks and projects in a ministry that has more than 5 million students and around 500,000 employees, including teachers.
After they tried more than 20 different project management solutions, Wrike finally has enabled them to easily organize their collaboration within several departments, get more visibility into the work progress, and, finally, get everything done in time. Want to learn how?
Numerous governmental organizations efficiently manage their projects in Wrike, and newcomers often ask us about the best practices of doing this. That’s why today we want to share with you the experience of the analysis and design department of the Saudi Arabia Ministry of Education – NCEI – Application GD. The team looks for the best software solutions for department tasks and projects in a ministry that has more than 5 million students and around 500,000 employees, including teachers.
After they tried more than 20 different project management solutions, Wrike finally has enabled them to easily organize their collaboration within several departments, get more visibility into the work progress, and, finally, get everything done in time. Want to learn how?
Selective data access at the department and project levels
Such a large organization, like the ministry of education, requires different confidentiality levels for different departments and employees. This was easily achieved with the help of Wrike's selective sharing.
In their Wrike workspace, the team organizes data and tasks by department and section. For example, they have an Analysis and Design folder for the corresponding department, with Analysis and Design subfolders for the two sections. For each project the team is currently working on, they create a subfolder in the section’s subfolder.
Different users have different access to the information stored in the folders. The head of the department has access to all the tasks in the main folder (Analysis and Design), while the heads of the sections and project managers see the tasks in their subfolders only.
Tagging tasks for better context & faster access
Some tasks require special attention from the employees, and Zaki Ali Bayashoot, the analysis and design department director, puts them into different categories, such as “Exceptional Tasks,” “Management Tasks,” “TFU” (tasks to follow up on later), etc.
Thanks to having the ability to put one task into several folders at once in Wrike, navigating and checking any group of tasks that are important for the team members is a matter of one click! At any time, team members simply click on the particular folder to see how many active tasks are on the list and look through the recent updates in the folder’s Activity Stream.
Accountability for the top management
A detailed folders structure and Wrike’s advanced filters make it easy for the ministry to create monthly reports for the top management. “I usually filter completed tasks by department, section or particular employees, using different timeframes to measure the team’s efficiency. I’ve also created widgets on my dashboard for the overdue tasks in particularly important projects that help me keep things under control,” Zaki Ali Bayashoot says.
The task list can be quickly narrowed down by a particular project, completion date, task author or other criteria.
This way, Wrike’s flexible folder structure, selective sharing, advanced filters and other project management features make the work of such a large organization easier and better coordinated!
