Newsletter of the East Bay Chapter of STC
May/June 2003
Emerging Technologies:
An Online Project Information
Solution (Part 2)
by
Don Huntington
EBSTC Member
In the last issue of the newsletter, I reported on an unobtrusive and always available online method I have developed for reporting project status to clients. I noted in the article how the method provides an uninterruptible channel of communication through which clients can see exactly the information I want them to know about my projects—and can see it any time they wish.
For every client project I create a separate web page showing current status. The status page then provides a handy reference tool for all subsequent client communications.
The Advantages of a Client Status Page
During phone conversations, the client and I can look at the status page on our individual computers while we discuss the project details together. I make changes to the page as the discussion proceeds and then, at the conclusion, I simply upload the changed page and the client can see the current status.
On some occasions I will upload the page during the meeting itself, instruct clients to refresh the page, and then discuss whether the changed status is what they had in mind.
A web-based client status page has the advantage of being connectable with other parts of the project. For example, if I am doing a book for a client, I will upload a draft to the client’s subdirectory and link to it from the status page. The client can review the current draft at any time.
Of course, I can also create links to any place on the Internet, and include these links in the status page for reference purposes.
Creating and Placing a Client Status Page
You can achieve clarity of position and ease of access for all new clients by using the following simple process:
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Create a sub-directory off the root of your business (or personal) web site.
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Name the subdirectory with the client's or business's name.
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Place the client status page at the root of the new directory.
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Name the file index.htm or index.html.
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Assign the folder an easy-to-remember login and password.
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Create the index.com file.
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Upload the draft(s) and create link(s) from the status page.
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Update the index file every time the status changes.
TIP: Consider using the name of the sub-directory for both login and password. (That way you will easily remember this information if your memory fails you—as mine often fails me.)
Suppose,
for example, I do a project with Frank Johnson at Intel. I simply name
the subdirectory "frank" and give him the URL for his status
page. In this case it would be donhuntington.com/frank/. His
login and password, in this case, would both be "frank."
Note that not all clients will require password protection, so this can be easily removed at their request. Offering it as a default will perhaps increase the client’s sense of your professionalism.
TIP: Whenever I create a link from a client status page to any other uploaded document, I insert "=_blank" at the end of the link. This opens the target document in a separate window, thus permitting the status window to remain open on the client's screen.
Taking Out Some of the Work
I created a generic template status file—complete with placeholders and stubs. You can open this template at http://donhuntington.com/dmv/. Of course, the login and password are both "dmv."
The template is not pretty, but looks better when information is in place, all the brackets are removed, and you include your own logo. You can improve the template any way you like, of course. I hope that this template is a useful tool for you.
Best Idea
I can’t tell you how pleasant it has been watching clients’ reactions to their status page from week to week as they see the project unfold before their eyes. All of them have been so pleased!
This is the best idea I ever had (professionally) in my life. And I’m
glad to share it with you.
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