Analysis of the managerial tools/approaches

2025-06-10 14:30
Weekly progress meeting at 9:30 a.m. in the conference room

Weekly Rhythm & Time Management

During my internship at Akar Umbi, effective time management was a critical managerial practice. Every Monday at around 9:30 a.m., our cross-functional team met for a structured progress review. Representatives from each department shared detailed updates from the previous week. For the World Refugee Day preparation, I reported on participant outreach: counts contacted, confirmed attendance, and channels used (Gmail invitations and WhatsApp direct messages).

  • Round-table updates — each member shares outcomes & blockers.
  • Metrics in context — outreach numbers, confirmations, follow-ups.
  • Channels — Gmail for formal invites; WhatsApp for rapid coordination.

                                               Task Assignment & Visual Planning

Task board on Monday.com and planning on Miro

After updates, we re-distributed or assigned new work. Our coach listened carefully, took notes, and used Monday.com and Miro to visualize ownership and timelines on-screen. This routine maintained transparency of progress and enabled proactive response to potential delays.

Outcome: clear owners, explicit deadlines, shared visibility.

                                                             Resource Allocation


Early in World Refugee Day workshop planning, the team held detailed discussions on budgeting and resource availability. We began with premium materials, then—through democratic discussion—chose affordable yet effective alternatives to meet a fixed budget.
  • Define constraints → align expectations.
  • Compare options vs. impact → avoid overspending.
  • Decide on cost-effective substitutes without quality loss.

                                                                Risk Management

Risk register and contingency checklist

We openly discussed potential risks—e.g., low turnout or venue loss. The coach encouraged clear contingency plans: backup venues and flexible schedules. When a venue became unavailable, we seamlessly transitioned to the backup without affecting quality.

  • Identify risks early → turnout / venue availability.
  • Prepare contingencies → backup locations / time buffers.
  • Execute calmly → switch with minimal disruption.

Collaborative Writing

We relied heavily on Google Workspace for real-time collaboration. I drafted proposals, event plans, and communications in shared Docs, receiving immediate feedback from teammates and the coach. This reduced errors and ensured consistent messaging across materials.

  • Live co-editing & comments for rapid iteration.
  • Single source of truth reduces duplication.
  • Traceable history improves accountability.

Reflection & Continuous Improvement

After major activities—such as the Enggang & Pipit events—we held reflection sessions. Guided by the coach, we reviewed participant feedback, highlighted wins, and pinpointed improvements. When engagement dipped in a session, we realized assumptions about prior knowledge were too high, then simplified content and clarified facilitation. Subsequent feedback improved.

Learning loop: observe → analyze → adjust → validate.
Bottom line: regular cadence, clear allocation, proactive risk planning, collaborative writing, and reflective practice created a structured yet flexible system where efficiency, teamwork, and continuous improvement thrived at Akar Umbi.