In my first two weeks at Steps2Life, I began with reformatting the Administration Manual during a company-wide document sweep. It wasn't too long before I could see the glaring gaps in the policies and procedures within the document. Identifying these gaps was just the beginning; the real challenge lay in creating robust, comprehensive procedures that would streamline our operations and ensure consistency across the board.

My first step was to gather input from the staff. By consulting with the clinicians and admin staff, who were directly involved in the daily operations, I gained valuable insights into the practical aspects of our workflows and identified specific areas that required detailed procedures. This collaborative approach ensured that the procedures we developed were not only theoretically sound but also practically applicable and relevant to the team's needs.

Next, I focused on clarity and accessibility. Procedures are only effective if they are understood and followed by everyone in the organisation. I worked to draft clear, concise, and unambiguous instructions, using straightforward language and logical structuring. Each procedure was broken down into manageable steps, with visual aids such as photographs, diagrams and tables where appropriate, to enhance comprehension.

Once the initial drafts were ready, I implemented a review process. This involved peer reviews, feedback sessions, and pilot testing to ensure that the procedures were practical and user-friendly. This iterative process allowed for continuous improvement and refinement, incorporating feedback from actual users to address any ambiguities or potential issues.

Finally, I ensured that the procedures were integrated into the Administration Manual and communicated effectively across the organisation. Training sessions were conducted to familiarise all team members with the new procedures, emphasising the importance of adherence and the benefits of streamlined operations. Regular reviews and updates were scheduled to keep the procedures current and responsive to any changes in the operational environment.

Creating effective procedures is an ongoing process that requires attention to detail, collaboration, and a commitment to continuous improvement. At Steps2Life, this effort has resulted in a more organised, efficient, and cohesive work environment, ultimately contributing to the organisation's overall success.

January 2024 to Present | Contractor
VIQ Solutions

In January 2024, I embarked on an exciting new professional journey with VIQ Solutions. From the very beginning, the experience has been both enriching and transformative.

Comprehensive Training with the Reporting Services Branch

My first couple of months with VIQ Solutions were dedicated to extensive training within the Reporting Services Branch (RSB). This foundational phase was crucial in equipping me with the necessary skills and knowledge to begin my role. Starting off through SharePoint, our workflow transitioned to NetScribe, a comprehensive software facilitating end-to-end transcription.

Cross-Skilling with Commonwealth Courts

After five months of live work in RSB, I had the opportunity to cross-skill to Commonwealth Courts (ComCourts). This allowed me to diversify my expertise within VIQ and contribute to a wider range of transcripts and audio. Working with ComCourts has offered new challenges and opportunities to grow and understand the specific documentation standards required in legal transcripts.

Continued Learning with NetScribe Enhancements

In life, the learning never stops. I have continued to enhance my skills with regular updates and training sessions on NetScribe. Staying up-to-date with the latest features and improvements ensures that I can provide the highest level of service to our clients and maintain the standards of excellence that VIQ Solutions is known for.

Embracing the Future

My time with VIQ Solutions has been marked by continuous learning and professional development. The company's commitment to excellence and innovation is evident in the robust training programs and the dynamic work environment. As I continue to grow in my role, I am excited about the future and the many opportunities that lie ahead.

Once Power Diary was implemented, the next challenge was to ensure all staff members were able to use the new software.

To get started, I created some training videos, shared them to the staff SharePoint folder.

First, I made sure to provide everyone with login credentials through Power Diary, and that they had access.

By AirPlaying my laptop to the TV, I was able to lead the team to demonstrate different tasks, from creating client appointments to creation of tailored forms.

After performing the Power Diary Data Migration, the next challenge was to have all team member able to continue using PD as seamlessly as they did Splose.

So, I created a number of training videos, uploaded them to the Steps2Life SharePoint and shared with the rest of the staff.

I began with the simplest tasks, such as creating a client appointments. And then moved onto adding more and more videos as questions and concerns arose around the use of PD, using myself as a test client.

During the company wide document sweep, I took some time beforehand to create a fresh new look for all documentation which aligned with the company's branding.

I did this in a couple of ways:

• Document template

Completing these one by one can be time consuming, so I took a streamlined approach by first, creating a template on Word as a .dotm file. Here, I created a semi-transparent header and footer using different portions of the company logo, changed all coloured areas on the documents to reflect the company's branding colours, and streamlined headings by formatting the font, weight and sizing.

For each document, I simply copied and pasted the text from the old formatted document to the template I created, and implemented the formatting quickly by using the headings I had created in the Style Pane.

• Email signatures

My approach here was to create flow through proportions between the logo and the text in the email signatures. The old signatures didn't use any logo colours or display the text in a streamlined fashion.

I first changed the position of the logo completely. Placing it to the left hand side, where it could be much larger than the previous signature, helping to display the logo more effectively.

Then continued to change the layout of the text, placing the staff names front and centre, including their job title, and re-formatting the text to contain only logo colours and breaking down the information in almost a bullet point structure for clarity.

• Business Cards

To finalise the implementation of Steps2Life branding, I tackled the creation of business cards, opting for Canva's user friendly platform. I selected a straightforward layout and integrated the company's colours into the template. For a personalised touch, I chose a design that allowed for the inclusion of the clinician's portrait.

This decision aimed to strike a balance between professionalism and approachability, which is crucial in healthcare settings.

With the design process complete, I ensured all essential contact details were accurately represented before handing the template I created to be printed.

Here was the challenge: the owners had decided to transition from Splose to Power Diary (PD) as their main Content Management System (CMS). However, the final move faced repeated delays, turning what seemed like a straightforward data migration into a prolonged and complex issue.

Originally planned as a simple data migration to be performed by the Power Diary Data Migration Team over the Christmas break of 2023, the project quickly snowballed into chaos. The initial data migration was completed at the end of 2023, ensuring all data was up to date on PD as of the end of the previous year. However, staff continued using Splose in the new year, adding new data to the old software and complicating the transition to PD.

Tackling the Migration Challenges

Faced with the need for several manual updates to keep PD in sync with the continued use of Splose, I decided to take over the management of this software switch. To streamline the process, I broke it down into a few crucial steps:

1. Identifying Essential Data Sets
   • Client Information
   • Calendar Appointments
   • Progress Notes
   • Waitlist
2. Categorising Tasks
   • Tasks I Could Perform Myself:
     • Updating the waitlist
     • Updating new clients added since the start of 2024
   • Tasks Requiring Consultation with the PD Data Migration Team:
     • Calendar Appointments
     • Progress Notes

By setting a firm deadline for the following Monday, giving myself just a week, I coordinated closely with the PD Data Migration Team. This collaborative effort allowed us to complete the necessary updates and have the software ready for use by Monday, February 5, 2024.

Achieving a Smooth Transition

Through extensive planning and effective communication, we successfully navigated the challenges of migrating from Splose to Power Diary. The key to our success was breaking down the task into manageable steps, clearly identifying responsibilities, and maintaining a strict timeline.

This experience underscored the importance of adaptability and proactive problem-solving in managing software transitions. By taking charge and fostering collaboration, we turned a chaotic situation into a smoothly executed migration, ensuring minimal disruption to our operations.

My Thoughts

Data migrations, especially between frequently used systems, are rarely straightforward. However, with a structured approach and clear communication, even the most challenging transitions can be effectively managed. The successful migration to Power Diary has positioned us for improved efficiency and better data management moving forward.

There comes a time, once your company is set up and running smoothly, that your documentation will feel outdated and clunky. This was exactly the case with Steps2Life.

Completing these one by one can be time consuming, so I took a streamlined approach by first, creating a template on Word as a .dotm file. Here, I created a semi-transparent header and footer using different portions of the company logo, changed all coloured areas on the documents to reflect the company's branding colours, and streamlined headings by formatting the font, weight and sizing.

For each document, I simply copied and pasted the text from the old formatted document to the template I created, and implemented the formatting quickly by using the headings I had created in the Style Pane.

I took documents that looked like this:

To this:

This created a unified and harmonious look, as well and being correct with up-to-date information.

January 2024 to March 2024 | 2 Month Contract
Steps2Life

In my first month with Steps2Life, I led the successful Data Migration from Splose to Power Diary in response to ongoing delays due to incomplete data provided to the Power Diary onboarding team. I took on a project lead role for the remaining migration, created training material, conducting multiple staff training sessions, and optimised workflow procedures from session feedback.

My leadership resulted in a successful move to Power Diary where day to day operations could occur through the new software. During this process I learnt the importance of systematic planning and staff input when implementing new software.

After a company relocation and staffing changes, the Steps2Life team encountered the challenge of clients receiving inaccurate documentation, necessitating immediate critical updates.

I initiated the process by creating templates that reflect the company's brand identity while also resolving conflicts between all documents to maintain accuracy and coherence. I also crafted comprehensive manuals and policy documents. This project has resulted in a cohesive set of updated documents for both clients and staff.

This experience underscored the significance of regular documentation maintenance, consistency across official documentation, and leadership in document management.

March 2015 to March 2020
CareforKids.com.au
CareforKids.co.nz

Beginning as the Office Administrator at CareforKids, I was promoted to Digital Content Editor. During my time at CareforKids, I was also instrumental in the company launching their New Zealand website, CareforKids.co.nz. I continued this role in a remote capacity, first, working from Singapore and then later, from New Zealand.

My responsibilities included organising streams of newsletters and articles for both the Australian and New Zealand sites.

• Newsletters for Child Care Providers:

• Newsletters for Parents:

• Child Care Provider Article Library

• Article Library for Parents

Along with this, I would select the images to go along with articles and newsletters from various sources, and edit them in readiness for publishing.

In my daily tasks, I utilised HTML, Markdown, and Adobe Fireworks, as well as coordinating with the copywriter to ensure we met newsletter deadlines.