Question

As a manager, why do you feel it is important to have a file on the items listed to be included within a personal file? What aspect of the job do you think would be difficult to manage if you did not have this type of file on record?

Answer 1

Yes, being a manager, I agree that it is important to have a file on the items listed to be included within a personal file; these reasons are as stated below:

• Preparing such file will build a repository that can be used as lesson learn documentation and historical reference data, in future, if we receive any similar project or even for different project, we can get some more insights from past filing.
• For a particular project, we should file data, items, as even for same project, we may need to search and look at the historical data, for example: in just few later days, we may require man hours taken for producing an item, this data can even be used for same project, in such situation, we need to search in the relevant file.
• For estimation purpose, we can use parametric estimation or analogous estimation where, we require historical information; hence, we require such file to be prepared. For example: from past information, if we receive cost of tiles installation per square meter as $50, then, as per current project, if we require 50 square meter tiles installation, then for current project, we can estimate cost that would be 50*50=$2500 as needed for tiles installation.

There could be several problems we could face if we did not have this kind of file on record, these are as stated below:

• So, customer order may be cancelled, as customer may need for quick pricing for the applicable project. We require several supporting data for estimation, if we don’t maintain past files, we can’t receive such supporting data as needed for future estimation.
• Current project could be delayed, as several times, we require supporting data and files as to support the current project. Even, there could be change in the project, we need to look at the various supporting and past data and files to understand where such change will bring good outcome and what kind of impact it may cause if we implement such change request.