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Case Study: Too Many Projects and Rapid Growth

Case Study: Working as an administrative assistant to a busy agency

Be an agent of support

Working in a support role for an agency experiencing rapid growth, I aided management with an influx of new contracts and hires. The leadership team was facing burnout, and key personnel were leaving.

My role was to provide stability and support through effective training and file management assignments.

The growing pain of success:

Supportive tasks: Resource management, onboarding, training and development, staff retention, workload balancing, crisis management

Managing multiple projects starting simultaneously

The rapid growth of the organization led to files being organized inconsistently slowing the process of locating key documents.

In a support role

I practiced servant leadership by working behind the scenes bringing consistency back to file organization, rebranding or relabeling documents for easier search navigation, and working with leadership to do time consuming tasks for our team.

Addressing staffing shortages

Our leadership was busy working on operations at a high level.

From my perspective I could sometimes see bottlenecks

and with leadership's permission investigated better operational ways to accomplish repeated tasks. I also made it my job to ease tension by finding positive things to share, to acknowledge efforts when I could and keep morale up.

Implementing adhoc training

With the turnover, new staff needed to learn our software and processes quickly.

I made myself available on request

creating Loom videos (4 min instructional screen shares), designing demos with fake data and holding software 1:1 sessions I was able to help set up personal dashboards to contribute to team productivity.

CONSTRAINTS

Time to settle in

TACTIC

Not just new hires needed training in a rapid growth, process and operations can be overlooked by veterans too. It was a strength to build a culture of peers supporting peers.

LESSONS

It takes time to bring productivity up in rapid growth.

TACTIC

I learned consistency, and providing non-ambiguous steps helped, as did being proactive with the communication of my needs.

RESULTS

I moved on to use these lessons in taking my PMP certification.

TACTIC

It took time and belief in my contributions to the team to feel comfortable offering my support to our Leadership team. A lesson I will bring to future leadership roles.

Stephanie has an infectious cheerfulness and a consistently positive outlook which is a source of motivation and inspires her colleagues to persist in even the most challenging tasks. Stephanie is a reliable and committed team player who is dedicated to facilitating ease of projects and processes through clear communication, conscientious and meticulous organizational ability, and vibrant interaction and collaboration. It goes without saying that Stephanie is a wonderful asset to have on any project and team!

Fiona Henderson

Instructional Design Consultant

Project Highlights

Business Goal: To support a busy team in the execution of multiple projects

Development Approach: Waterfall, some hybrid

Software: Click Up, Zoom, Google (Folder Management, Spreadsheets, Document, Calendar), Canva, LearnUpon, Loom, Website CMS.

Constraints: Time

Takeaways: Everyone on the team can contribute to project success

Where would you like to go next?

Rates:

Project Management is a natural next step to 15 yrs in content strategy and 10 yrs in content development.

Rates are industry standard. Please contact me to discuss your needs.

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Book a discovery call: steph@wildfireeffect.com