Task Management System Set Up

We are looking for a skilled volunteer to help us create a comprehensive task and project management system using Microsoft such as Google Sheets and Excel that will streamline operations across our two offices—one in Ethiopia and another newly opening in the US. it's essential to establish a clear, simple system that allows us to manage tasks, track progress, and promote collaboration across teams in different locations.

The goal is to establish a central system where we can track and assign tasks, set goals, and monitor progress, much like a CRM or project management tool (e.g., Asana).
This system should allow us to:
Assign tasks to team members in both locations, ensuring visibility and accountability.
Set and track deadlines and progress for various initiatives.
Have a clear overview of who is working on what, and ensure there is alignment between the teams in both countries.
Use Google Sheets and Excel as the backbone, ensuring the system is scalable, easy to update, and accessible by all team members.

The specific tasks we hope the volunteer can assist with include:
System Design: Help us design a task management framework similar to tools like Asana, but based within Google Sheets/Excel. This should include:
A way to assign tasks to team members in both locations.
A method for tracking task deadlines, priorities, and completion status.
A system to easily visualize what tasks are assigned to whom and which tasks are pending, in progress, or completed.
Integration: Help set up a Google Sheets/Excel system where all team members can access, update, and track tasks in real-time. Ensure that the system is simple to use, yet functional enough to manage multiple projects at once.
User Training & Documentation: Provide guidance on how to use and update the system, especially for team members who may be unfamiliar with these tools. We would also need basic documentation to help the team understand how to maintain and adapt the system over time.

Ultimately, this project aims to improve organizational efficiency, foster collaboration across teams, and ensure tasks are tracked and followed up on effectively. We’re looking for someone who can help build this system, integrate it into our workflow, and potentially offer guidance on how to optimize the use of these tools in the future.

Through working with our organization on this project, the volunteer will support our mission by helping us strengthen our operational efficiency and improve communication across our teams, both in Ethiopia and the US. At Drop of Water, our goal is to provide essential resources, support, and empowerment to underserved communities around the world. To accomplish this, we need systems in place that allow our teams to collaborate seamlessly, track progress, and ensure that tasks are completed on time.

By creating a simple yet effective task management system, the volunteer will directly impact our ability to:

Coordinate Projects Across Borders: With teams working in different countries, it’s crucial that we have a unified way of tracking progress and assigning responsibilities. This system will ensure that tasks are not only assigned but also followed up on in a timely manner, allowing us to deliver our programs more efficiently.

Increase Accountability and Transparency: A clear and easy-to-follow task management system will allow both our staff and partners to stay informed about project statuses, deadlines, and areas where we might need additional support. This transparency will help build trust and ensure accountability at every level of our organization.

Free Up Time for Greater Impact: By automating and streamlining our internal processes, our team will be able to spend more time focusing on the impactful work we do in the communities we serve—providing clean water and sanitation access .

Scale More Effectively: As we expand our presence in the US and continue our efforts in Ethiopia, this system will be foundational in helping us scale our operations. A well-organized task management framework will provide a solid backbone for our growth, ensuring we’re able to manage larger projects and teams without losing efficiency or quality.

Ultimately, the volunteer’s work will have a ripple effect that enhances our entire workflow, enabling us to better support vulnerable communities and create lasting change. This project will help Drop of Water make a bigger, more direct impact, and the volunteer’s contributions will directly benefit those we serve by enabling us to work smarter, not harder.

To set this project up for success, we’ve taken several preparatory steps to ensure that both the volunteer and our team will be fully supported throughout the process:

Internal Buy-In: We’ve already gained full support from our leadership team at Drop of Water, and everyone understands the importance of this task management system for improving cross-office collaboration and project visibility. The Ethiopian and US teams are eager to adopt a more structured approach to task management, and they’re motivated to follow through with the systems and processes put in place.

Team Engagement & Communication: We’ve identified key team members who will be directly involved in this project. These team members are ready to dedicate time each week to work closely with the volunteer, provide input on their workflow, and implement the system as it’s being built. We will also have regular check-ins to review progress and discuss any questions or challenges that may arise, ensuring smooth communication.

Gathering Materials: We’ve compiled an overview of the key tasks and goals we need the system to address, along with any existing templates or materials we currently use in project management. This will help the volunteer quickly understand our current processes and identify areas for improvement. We’ll also provide access to our Google Sheets and Excel files to ensure everything is aligned.
Implementation and Ongoing Support: Once the system is in place, we’re committed to ensuring that it’s fully integrated into our day-to-day operations. The team is excited to take ownership of maintaining the system moving forward. We’ll also provide ongoing support by ensuring that team members are trained to use it efficiently, and we plan to revisit and refine the system as we grow and learn. This will allow us to adapt to evolving needs, especially as we expand internationally.

Sustainability: The volunteer’s work will not just result in a one-off tool, but a sustainable system that our team will rely on for years to come. We will continually evaluate the effectiveness of the system and make adjustments as necessary to ensure long-term success.