🕰️ Est. Time: 10 minutes

🎯 Goal: Think about how schedule your jobs to improve transparency and team utilisation with a focus on wellbeing

🔑 Requirements: Access to the schedule function

Scheduling is a key area of the platform, and when used in the right way, it can support integral reporting and visibility across Streamtime and help increase your teams confidence.

🔑 When will you schedule?

Will you be looking to schedule once a job is planned or approved? What does the approval process look like? Who will be responsible for scheduling within the team?

🔑 How much will you schedule?

Will you be scheduling all of your teams time in advance, or will you be looking to schedule at regular periods? Maybe you want to consider using a combination of these two methods? Will you schedule for all team members, or will some team members be responsible for scheduling their own weeks?

➕ Will there be regular reviews of the upcoming schedule?

How often will the schedule for your team be reviewed? Daily, or weekly? Who will be reviewing the schedule, and how will this be reviewed? What view will you use for this? Will you have a recurring team meeting for reviewing?

➕ Is there an approval process?

Will scheduled time need to be approved? If so, what does this approval process look like? How will you flag this to the relevant team members for approval? If your team is additionally scheduling their own to do's, how will this work?

🔑 How granular do tasks need to be?

Will you be scheduling full days, half days, or hour by hour? Will you use a combination of these methods within the schedule? If so, will this depend on the jobs content, the team on the job, or something else?

🔑 When will you use paused bookings?

Will paused bookings be used when a job is in the pipeline stage? Will you use paused bookings when a client has delays in the timeline, or the job is put on hold by the client?

🔑 How should changes or reschedules be communicated?

Will you communicate this through the use of paused bookings, via a meeting with the team, or both? Who is responsible for actioning these steps, and at what point will they be actioned?

🔑 How will you use scheduler’s notes?

Will scheduler’s notes be used to communicate task details? Will you use it to add relevant links? Is there a format you want to consider for these notes so that you can remain consistent across the team?

➕ Consider checklist items

Will you be using checklists across the platform? What will be your process around this? Will you be using checklist items in your schedulers notes? How will checklists be communicated across the team?

➕ Consider annual leave process

How will you be handling annual leave across Streamtime? Will you create separate jobs for annual leave and internal time? What will these jobs look like and how will you plan time? How will you separate your annual leave items across the job?

🔑 What % of available hours are you scheduling?

Will you be scheduling all available hours within your teams days? If not, how many hours will you be scheduling for the team? And how will you track this within the system?

🔑 Do you need to consider billable %?

Will you be setting a target for your billable % of hours across the team? Will this change depending on the team member? How will you factor in annual leave in this %? What do non billable tasks look like to you, and how do you track these?

🔑 How will you schedule retainer jobs?

When it comes to retainer jobs, how will you schedule? Will you be scheduling at the start of each month, on a weekly basis, or something else? Will this be consistent month on month, or will this change?

retainers

🔑 Saved views for key insights

How will you be using saved views across the schedule, and what is most important to the team? Will you be filtering by team labels, jobs due this week, milestones due this week? Will job labelling factor into these workflows? Will you be creating custom views based on job leads, or anything else?

➕ Process for availability view

How will you utilise the availability view within Streamtime? Will you review this weekly, or bi-weekly? How will this be reviewed? On a meeting, or something else? Who will be responsible for this? And how will this be used? To impact team hiring? For taking on new projects?