A Wiki allows you to update the agenda for frequent meetings in an easy and transparent manner. Everybody can put “their” points on the agenda and can see what the others want to discuss. Under ideal conditions, all information of all members is compiled in the Wiki prior to the meeting and the latter can be used to discuss all information. That way a time-consuming info-meeting, which might include information that is not of interest for everybody can be turned into a productive meeting with time for discussion. The Wiki furthermore offers a convenient way for documentation of meetings and business trip reports. Each member can correct and/or elaborate on the report. The report automatically generates itself out of the mutually prepared agenda and can be elaborated on during and/or after the meeting by participants for example. The final version can be printed in PDF format and can be filed.
The advantage of ToDo-lists can be illustrated in an example: each intern within a project has his/her own ToDo-list (simple Wiki-based table), into which open tasks/assignments for the respective intern can be filled in. The advantage of a Wiki-based ToDo-list is that it is very transparent what task the intern is working on. Comments and links to the outcomes (other Wiki-pages or documents) allow an efficient way of coordination.
All staff members collect relevant events in a web-based calendar. The category tool allows you to classify the respective event according to topic.
- e.g. intern lists, staff member lists
- intern information: interns compiled intern-relevant data and continuously maintain them
- list of abbreviations
- current and planed studies
Project lists are often maintained decentralized (e.g. in form of EXCEL lists), which is very inefficient since they are hardly to maintain. Wikis offer a more convenient and easy way to maintain project lists since every staff member has access to the latest version of the list at any time and can contribute his/her changes to the latter. That way, project lists can always be kept updated and doubling of work steps can be prevented.
A Wiki not only allows you to manage human resources but also further resources such as room allocation plans, project vehicles, material required for meetings/workshops…
Organization of business trips
The agenda and coordination of meetings with local co-workers, partners and stakeholders can be organized very efficiently with the help of a Wiki-page. You can simply create a table (week plan) and all events/meetings can be filled in. Thus, no inconvenient emailing of the respective latest itinerary is necessary and no parallel working on different versions occurs.
On a Wiki-page, you are always working on the latest version!
Organization of workshops and working group meetings
The advantages of Wiki-technologies particularly show in the planning of meetings with various participants from different places. Informative contents can be shared online prior to the meeting which allows sufficient time for discussion during the actual meeting. Furthermore, the inclusion of all participants in the planning process of workshops and working group meetings (content- and timewise) generates productive discussions, during which important issues might arise and are only then put on the agenda. This particularly applies to workshops and working group meetings with participants from different fields of expertise.
A Wiki allows you to develop mutual texts in a very effective manner and to manage this cooperation at the same time. A page with important information, characteristics of the current cooperation and links to meetings can be developed for each stakeholder. This way, handouts, orientation guides and other publications can be conveniently edited in the browser in real time. Inboxes clogged with commented documents belong to the past just like the subsequent editorial processing. The familiar Word tools are used for formatting. The outcome can be exported as a PDF at any time.
While a collaboration is based on the assumption that all involved stakeholders are working towards a mutual goal, a Wiki provides the possibility to collaborate unintentionally. For this, an adequate structure is required which makes the searching and accessing of as well as the working on articles easier. "Open Source Knowledge", meaning knowledge that every interested member can contribute to, is the basic idea of Wikis. This allows staff members to broaden their horizon beyond their own field of expertise, to reflect their own experience in a new context and to complement and thus further develop existing articles with a new perspective and knowledge.
Wiki-pages can be used to document the latest project statuses or components. When changes occur, they can be added by any staff member from anywhere in an easy and fast manner.= Englische Version final (Dezember 2012)
Web-based monitoring – efficient and transparent
Do you know this, too?
- Could someone send me our latest monitoring data file? I couldn't find it.
- Oh no, I just realized that I have worked in an old version of our M&E-file!
- Dear colleagues, please update your monitoring and provide current data, a project visit by the client is going to come up.
- For me as a project manager, gathering all information about the monitoring is very exhausting.
- I would like to take advantage of our monitoring for project management, but I don’t have a tool that arranges the relevant information clearly.
We have the right solution for you!
WebMo is a very efficient and transparent web-based monitoring system, especially for organizations and projects in development cooperation. The tool allows collecting monitoring data continuously and processes it automatically. Always up to date and charted it supports your project management.
Advantages of WebMo
- All personnel involved in the monitoring process are working and collaborating in the same system across regional or organizational borders.
- Always up to date: You always work in the current version.
- At a glance: the management cockpit shows the current status of your project by visualizing it with graphics.
- WebMo is very user-friendly, easy to handle and allows decentralized data input.
- Project monitoring in your pocket: You can access your monitoring system via smart phones, tablets or notebooks anytime.
- The access to your WebMo is protected and data is saved twice against loss. Moreover, each data transfer from your computer to the web-based system can be encrypted.
Do you want to use WebMo or do you need further information?
WebMo is already used for result-based monitoring in several projects of the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
Whether renewable energy or medical engineering: Wikis allow experts to organize themselves around a particular topic. The Wiki-page can be used for professional communication as well as for working on mutual publications.
Project planning and –management
With a Wiki, a project team can establish project structures, define and assign work packages as well as monitor project progress in an easy and convenient manner.