Project Purpose
Starting a new project is a lot like starting out on a new adventure. Recently I had the opportunity to complete a project I started working on about 3 months ago. Full of preparation, unexpected challenges, and milestones, this project has been an adventure. It required a lot of effort, but I have been able to learn so much and develop new skills. I created a training manual for the Brigham Young University Admissions office that would be used for training new employees and explaining the different responsibilities and tasks for the operations team within the office. Upon completing this project, I hoped to improve efficiency within the office, as well as, improve my written communication and design skills.
Project
Below is a photo of the final product and an excerpt from the manual.
Challenges
Just like any adventure this project had its fair share of challenges which were difficult at the time but allowed me to learn so much. There were two major challenges that stand out to me which include the retirement of one of my supervisors and the introduction of a new admissions system. Starting with the retirement of one of my supervisors, this was especially difficult as she was by far the most knowledgeable in all the admissions processes, policies, and procedures. Once she retired instead of being able to ask her all of my questions, I had to work with a full-time employee from the I.T. department as well as other full-time employees in the admissions office. As I worked with different supervisors and full-time employees, I was able to get answers to my questions and learn more about the different processes and policies. The second challenge that I faced occurred about two months into this project. In the BYU-Idaho Admissions office the processing team uses a system called AMOD. About one month ago a new system was launched to replace AMOD which meant most of the handbook I had been making was out of date and incorrect. Learning the new AMS system while trying to update the manual was difficult but worth it in the end. Although it was difficult to face each of these challenges, I’m grateful for the opportunities these challenges gave me to learn and adapt while working on this project.
Project Process
After starting to work on this project I quickly became overwhelmed with all that I needed to complete. To make the project seem more manageable I made small goals every two weeks that would allow me to complete the project before the end of the year. Breaking the project down into more manageable parts allowed me to focus on various sections of the manual and prevented me from becoming overwhelmed while working. After breaking the manual into sections, I made a calendar that included each of my goals and I shared my calendar with my mentor to help keep me accountable. I mainly used Microsoft Word for all of the copywriting and Adobe Photoshop for draw overs and including screenshots of the various software programs. I also used the principles of design to ensure the manual was cohesive and clear. For the manual to be effective, I also had to learn the principle of learning how to clearly write instructions that left no room for confusion.
Overview of Experiences
This new adventure not only helped make the BYU-Idaho Admissions office more efficient, but it also helped me learn new skills and allowed me to gain professional experience. One experience that stands out to me occurred after I started to work on the manual, I expressed some concerns to my mentor after I ran into a few barriers. She reminded me that barriers and challenges are part of life. No matter how well you plan or prepare you never know what problems might arise, but the problem isn’t as important as how you react to it. She helped me realize that even though I can’t control what challenges or problems arise, I can control how I react to them. Before completing the manual, I asked my coworkers questions to see if they could use the manual to answer them. This was extremely helpful as I was finalizing the manual, they helped me determine what sections worked and what sections needed to be improved. Collaborating with my mentor and coworkers helped me improve the manual from being good to great. This not only helped me improve my copywriting skills, but it also helped me understand the importance of collaboration.
Key Takeaways
The important part of any adventure isn’t the destination but the journey you took to get there. Working on the project has taught me so many valuable lessons and skills that I will be able to apply in the future. There were a few key takeaways that stood out to me, the first one was the importance of a mentor. As I was working on this project, I noticed that one of the most important ways to learn was through my mentor. My mentor taught me the importance of looking at challenges as an opportunity to learn and persevering through them. Going along with this, I recognized the importance of asking for feedback as you work. After I completed each section of the manual, I had my coworkers look over my instructions and used their feedback to help me improve. The next key takeaway that stood out to me was adapting to change and expecting the unexpected. As I mentioned previously, I faced a major challenge when our main software program changed, and I had to adapt. Change is inevitable and it is so important to be able to adapt to achieve your goals. The last takeaway that I had from working on this project was how important it is to be able to communicate effectively. I had to develop my copywriting skills as well as my verbal communication skills. For the manual to be effective, I needed to have a complete understanding of what I was writing, and it needed to have complete clarity. This project has been a great opportunity for me to learn and develop skills that will be invaluable in my future career. I’m looking forward to applying everything that I have learned from this project in my next adventure.