Chapter 5: Team Operations and Management
5.1 Purpose
This chapter defines how MSC PRPCEM teams plan work, assign responsibilities, track progress, and collaborate to achieve club objectives.
5.2 Task Assignment
Every task should have:
- A clear description and expected outcome.
- An assigned owner.
- A deadline or target date.
- A priority level.
- Relevant resources and dependencies.
Department Leads are responsible for assigning tasks and clarifying expectations.
5.3 Task Management
- Record tasks in the designated tracking tool.
- Keep task status updated.
- Inform the responsible lead about delays or blockers.
- Review pending tasks regularly.
- Confirm completion with the appropriate reviewer.
5.4 Meetings and Reviews
The club may conduct:
- Department Meetings: Discuss tasks and progress.
- Leadership Meetings: Review club activities and make decisions.
- Event Meetings: Coordinate event preparation and execution.
- Review Meetings: Evaluate outcomes and identify improvements.
Important decisions and action items must be documented.
5.5 Progress Reporting
Members should provide updates covering:
- Work completed.
- Work in progress.
- Upcoming tasks.
- Blockers or dependencies.
- Support required.
Department Leads should consolidate updates when reporting to club leadership.
5.6 Team Collaboration
- Communicate clearly and respectfully.
- Share relevant information with concerned teams.
- Avoid duplicating work unnecessarily.
- Respect assigned responsibilities and deadlines.
- Seek help when facing technical or operational challenges.
5.7 Quality and Review
Before submitting work, members should verify that it meets the agreed requirements, follows applicable guidelines, and is complete.
Department Leads or designated reviewers should review deliverables when necessary.
5.8 Handling Delays and Blockers
Members should inform their Department Lead as soon as a task is at risk.
The lead should assess the issue, revise priorities or timelines where appropriate, and escalate significant dependencies to club leadership.
5.9 Cross-Department Coordination
Tasks involving multiple departments should have clearly defined owners, deliverables, deadlines, and approval responsibilities.
For example, an event may require coordination between the Events, Design, Content, Technical, and Social Media teams.
5.10 Documentation and Handover
Members must document important work, decisions, project details, and pending tasks.
When responsibilities change, the outgoing owner should provide the relevant files, current status, outstanding issues, and next steps to the incoming owner.