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:star:Team Lead for Executive Management office :star: (:black_flag:Line…
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Team Lead for Executive Management office
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:black_flag:Line management experience:black_flag:
Temporary team leader since July 2016 until March / April this year due my bosses engagement in HPE Enterprise Services division demerger - ES is being bought out by Computer Sciences Corporation
Being operations lead for the team I have been assuming team leader's responsibilities from my start on this role
My line manager (L4) has this philosophy that we should always aim to do tasks above our current job grade / role
Owning team meeting calls:
scheduling
leading
following up on team calls
Logging in tasks for the team members, maintaining and following up on the team task queue
Making sure both process documentation and Business Continuity Plan are in place
Being the face of project portfolio team and Finance Portfolio Management system for 600 people working in Global Financial Solutions System Architecture
Because I have been responsible for managing portfolio system ticket queue, gathering system requirements from system users and most importantly, gathering training needs from system users and managers and designing, delivering and following up on portfolio and portfolio system trainings as well as owning portfolio system knowledge and management page
in most of the cases it is myself, not my manager or any other member of the team that is a POC for Global Financial Solutions Sytem Architecture employees, be it finance process teams, line managers or project planning, project management or gfssa directors
Based on conversations with line managers and SMEs designing and rolling out training sessions and coordinating training programmes aiming to address any process and system knowledge gaps, driving expected reporting behaviour and delivering induction trainings for new jointers
Coordinating management of change and both generic and targeted communication depending on function and user role
Liaising with managers: L5s, L4s and L3s on a daily basis:
Ad hoc system management requests
Ad hoc reporting
Monthly portfolio metrics review
Working to staff SMEs and FIN, IT and BUS PMs to make sure projects have project teams and are ready to launch
:black_flag:Strengths:black_flag:
Broad set of variable transferable skills
Excellent communicator
Very detail oriented and diligent
Good team player
Consistently pursues process improvements
Constantly tries to improve himself by pursuing professional development classes and learning opportunities
Career driven
Goes extra mile to ensure team's success
Focused on enhancing his expertise to enable new opportunities
:black_flag:Weaknesses:black_flag:
Drinking too much coffee
Neglecting body / sports when doing overtime
:silhouette:Responsibilities :silhouette:
Managing team of 2 office support specialists
Executive status summary and pack preparation for top-managers
Preparation of monthly portfolio metrics report with executive summary slide with 7 metrics, historical data going back 3 months for each metric and most important points
Executive summary tabs in SME tracker and PM tracker report with last 4 reporting cycle offenders
Gathering raw data from different teams
Working with raw data coming from different sources (data sets) and creating data models
Taking one SharePoint table and adding lookups and formulas based on data sets in other Excel tabs.
Taking different data sets in different Excel tabs connected with unique identifiers and creating pivots using Excel 2013 data model feature.
Taking different data sets and creating pivots using PowerPivot Excel plugin.
Uplinking SharePoint tables in Access and extracting specific raw data sheets using queries with join commands in SQL.
SQL inner and outer join
Reporting on activities related to staff (headcount, finance, KPIs)
Calculating forecast vs. actuals monthly variance and its financial impact based on different FTE rates on employee, process team, project and portfolio levels
Reporting on actuals and forecast booked under different project, administrative and split work placeholders (ppmids)
Tracking of numbers which show office performance against approved KPIs
Gathering data and consolidating it into monthly project portfolio report with sizing, staffing and tickets completion rates as well as % of escalated projects, % of project dashboards completed on time or % of project time tracking completed on time and % of FTE variance on projects or on SME teams
Producing and publishing bi-weekly project dashboard reports as well monthly time tracking reports
Chasing teams to get this done
Following up on portfolio team tasks and seeing them through completion
Chasing down Finance process teams' managers to get SMEs to staff projects on time
Chasing down project managers' managers as well as IT and legal organization managers to get finance, business and IT project managers assigned to projects on time
:black_flag:Motivation for changing jobs:black_flag:
My HPE mentor - Gosia Luszkiewicz told me about open req for this role
Formal Team Leader position: 5 year's perspective - career path optimization / acceleration
Opportunity to use German is a plus
Going to reach 3 years mark soon - while I am not actively looking for change, I am always pursuing opportunities to accelerate my career
:silhouette:Skills Required:silhouette:
Strong communication skills
Working as PowerPoint design specialist at Credit Suise in Wrocław I learned rules of clear and concise visual communication
Working as technical trainer engineer at Nokia Siemens Networks
I had to be an excellent communicator to be able to convey difficult technical GSM hardware and software information, including high-level-of-abstraction INFORMATION AND COMMUNICATIONT TECHNOLOGIES class of knowledge to senior customer enginners whose companies paid from 3 to 5 thousand EUR for training admission
Working for 2 years as digital communication manager - SLASH social media manager - SLASH social media channels reporting analyst at C&A
I have been responsible not only for communicating with brand fans in an professional and creative manner, but also been working with C&A Brand and Marketing Europe managers and director, as well as liaising with Polish country ecommerce director in Duesseldorf and Polish retail shops director in Warsaw
In my current role I have been acting as
Process and system communication expert, working on crafting official communication to different user or functional groups: from 600 people working in Global Financial Solutions Sytem Architecture gourp through 120 Finance project managers to about 30 line managers or handful of project manager's managers
Training design, coordination and delivery expert putting together delivering trainings and training programs including pre- and post-training communication (e.g. meeting invites, training follow up communication with training material and survey)
Working as knowledge management expert for portfolio and project managementand resource management teams / processes - owning training and documentation page, being responsible for creating and publishing process workflows, training instructions and recorded training videos
Working as MANAGEMENT OF CHANGE expert for portfolio system and processes - drafting and sending out MOC communication to differe system / process groups
Helping with the production of GFSSA monthly newsletter
Exceptional MS Office skills
Working as PowerPoint Design Specialist:
Creating professionally crafted, beautiful PowerPoint presentations for Credit Suisse employees for internal and client meetings and presentations aimed at conveying both professionalism and brand identity to its recipients
Working as Reporting Coordinator:
preparing daily, weekly and monthly SLA reports by running Excel macros on db, extracting that information to MS Word and then creating reports in PDF
Working as Teachnical Trainer Enginner at NSN:
Preparing training instructions in Word and training decks in PowerPoint
Working as Digital Communication Manager and Reporting Analyst:
been gathering sets of data from different social media channels and platforms: proprietary reporting platforms as well as third party software as a service reporting platforms
after extracting data to Excel been working it into pivots and then into PowerPoint decks to show trends as well enable data driven decisions
Working as Training, Staffing and Operations lead I have been responsible for:
running bi-weekly, monthly and ad hoc project dashboard, resources time tracking, SME and PM tracker and operational metrics reports
reports running in Excel using macros that tie to Access queries that extract raw data sets from SharePoint tables or using Excel pivots based on data model functionality or just simple Excel formulas if information we look for sits in one tabel
Taking that information to PowerPoint - often by pasting as linked objects so we can later update spreadsheet and ppt file gets updated as well
Preparing MS Visio process flows
Preparing training and process instructions in PowerPoint
To be able to influence people without being a manager for them
At current job:
Working with team members to get tasks done
Working with finance process team managers to get SMEs needed on projects
Working with project managers' managers and IT and legal organizations to get Projects Managers's assigned to projects
Working with line managers and their SMEs to influence them and achieve desired behaviours (e.g. accurate and timely reporting)
Ability to work under pressure
multitude of tasks and responsibilities (reporting, trainings, knowledge management and documentation, ticket support, staffing projects) demands exceptional proritization skills
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fact that I have been leading trainings and coordinating trainings programmes right from the start means that there's 600 people for whom I am the face of our finance portfolio project management system and portfolio processes and they have direct access to me on a daily basis
Working with tasks lists and notes software (MS OneNote, Google Keep) and brain mapping tools (coogle.it)
Planning out tasks for the day and assigning them priorities
Assigning emails priorities
Working on increasing productivity:
PRODUCTIVITY = ENERGY + FOCUS + TIME (RescueTime)
:black_flag:Achievements:black_flag:
Full blown training programme designed, scheduled, coordinated and delivered