Introduction

We would like to tell you a brief introduction to Project Manager’s workflow in our studio.
The workflow is defined as:
At Illiyin, Project Manager is generally responsible for managing the communication
between the internal team and clients. In communicating with clients, Illiyin utilizes several
platforms to ensure that clients receive updates on the progress of their projects. These
platforms are as follows:
Trello is used by Illiyin’s internal team to track the daily tasks of each member.
Group chat apps; such as Slack, Asana, Ms. Teams, or other platforms requested by the
client that can accommodate multiple people to form communication groups. Later on, each
designer who works on each project will be added to the group chat as well.
Figma is used for design work and clients are added as viewers so they can directly witness
the progress of the design being done by the team.
While for development work, it depends on what development tools are used by the team.
And then, Project Manager will report manually based on the developer’s work progress.
Most of Illiyin's clients are overseas based. Therefore, it is highly possible that the daily
feedback on our team’s work is received in the evening or even late at night in the
Indonesian time zone. Because of this, Project Manager is expected to check the incoming
feedback every morning both on Figma and/or chat group before the morning gathering
(morgath) session begins or before heading to the basecamp if possible.
The morgath session starts from 8.00 AM to 8.15 AM. After that, Project Manager and
design team need to do the daily stand-up meeting. This is the activity where the Project
Manager gathers with the design team to ensure that each designer knows what tasks they
should focus on for the day. The designers also report on their task accomplishments from
the previous day and their plans for the day. While Project Manager syncs the design team
plans and the clients’ latest feedback.
The flow for daily stand-up meetings is as follows:
Each designer reports their daily plan
Project Manager adjusts cards in Trello and prioritizes the due date based on the designer's
plan and the urgency of each project. The urgency of each project here means that Project
Manager should understand which project timeline that is needed to be prioritized.
Project Manager needs to manage and ensure that designers’ plans have been synchronized
with the client's requests
After everyone has finished their stand-up reports, Project Manager responds to each client
informing them that our design team is working on the revisions or the requests based on
their latest feedback.
Then, Project Manager compiles the daily task data in the Projects Spreadsheet.
In the afternoon, around after Ashr prayer, Project Manager goes around and asks each
member of the design team if the morning's daily plan is on track or not. They also inquire if
any team members are facing difficulties or need assistance while communicating with
clients.
Some clients request an end-of-day report, meaning Project Manager must report on what
the design team has accomplished during the day. However, not all clients require this.
Therefore, Project Manager is expected to monitor the daily progress made by the design
team to provide progress updates to clients accordingly. This workflow is repeated every
day.
Dear HR Team of Illiyin Studio,

First of all, I would like to express my gratitude as I receive this online test invitation. It is such
an honor and opportunity for me to learn more about Illiyin's work environment. In this
correspondence, I would like to answer several questions regarding to the project manager’s scope
of work and its responsibilities.

Experience

Can you provide an example of a project you successfully managed in the past? (It could be in your
previous workplace, organization, or school/university). Describe the project's scope, objectives,
challenges faced and the strategies you used to overcome them.

I was starting my employment slightly later amidst the pandemic. During that challenging
period, our institution was facing some difficulties in digitalizing various aspects of work. As a
fresh graduate who had just joined the team, it was essential for me to participate in
adjusting some plans for SME development programs from offline to online. My first
assignment was to facilitate the implementation of "SME Go to Virtual Learning" (UMKM Go
Viral), It is weekly public seminars for SMEs that invited several business professionals as a
speaker. This assignment involves conceptualizing the seminar, including arranging the theme
and curriculum, as well as contacting the speakers. As a rookie employee, this opportunity
was particularly memorable for me, as it allowed me to directly communicate with national
public figures from various sectors, also had to control all the participants lesson process.
Handling the seminar theme and speakers selection every week in almost 6 month had its
own challenge. I had to conduct some research to identify the content and knowledge that
SMEs required, especially in today’s digitalization era so SMEs could face future challenges
independently. Alongside with the team, I usually initiated informal discussions with several
local SME representatives to gather ideas and suggestions for create impactful learning
sessions that were suitable to their needs. Initially, our target audience was the local SME
community, but we were delighted to witness widespread reception and attention from SME
communities across Indonesia.

Problem Solving

Imagine a situation where Member A is working remotely due to personal reasons which cause them
unable to attend to the office at 8:00 AM like usual. On the other hand, it is also affecting Project
Manager that unable to recap their task plan that day. What will you do to make sure their task is
listed at the same hour when they work remotely?

Imagine a situation where Member B is working on multiple projects named Project A, Project B, and
Project C. Then at the same time, another team asks them to prioritize Task D. How do you try to
help manage that member’s tasks?

There is a project that is behind schedule, how will you address the situation, and what steps will you
take to get the project back on track?

It is important to making a wise decision related to team management to

Imagine a situation where Member C mistakenly understands the client's request and the design is
delivered not as per their expectation. How do you tell this to the client via message?

Project Manager usually sends daily reports/updates of the task assigned by the client. Please write a
message to the client with the information below:

Design task: create a homepage for a finance startup client

Designer’s progress: Read brief, research, and create a lo-fi design

Give a plan for the next day's task