🕰️ Est. Time: 10 minutes
🎯 Goal: Think about your team and to do's to build processes that support wellbeing
🔑 Requirements: An overview of how to schedule
Why are Team and To Do's workflows important in Streamtime?
Securing your team and to do's workflows early within Streamtime helps you get ahead when it comes to scheduling and job planning, and can also promote open dialogue and autonomy for your team, leading to increased wellbeing.
How to use this guide
How to use this guide
You’ll likely already have many answers to this guide, but using it as a checklist will ensure you've covered all key scenarios for a more effective approach.
What do the 🔑 and ➕ mean
What do the 🔑 and ➕ mean
The questions below are coded based on their impact on your success:
🔑 Essential for success
➕ Worth considering but not crucial
Documenting your workflow
Documenting your workflow
Once you're aligned, don’t forget to document your processes to ensure clarity and consistency across your team.
Tracking and Scheduling
🔑 When will tasks be assigned to your team?
Will you be assigning tasks when the job is approved by the client per job, or on a weekly basis across multiple jobs? Which view will you be using most for scheduling? How will you handle scheduling for pipeline jobs? Will you be utilising the availability module?
Relevant resources
Relevant resources
How to schedule for your team (15 min read)
Creating soft bookings with paused to do's (5 min read)
See your teams capacity with the availability module (5 min read)
🔑 How will you track overdue or unassigned tasks?
How will you track your overdue tasks within the job? What schedule view will you be using to do this, and how will you communicate on this with your team? How often will you check in on jobs and who will be responsible for this? When it comes to unassigned tasks, what is your process for assigning these? Do you have any rules around this, for example when a team member within the specific role doesn't have capacity?
➕ Do you need to consider recurring tasks for your team?
Will you be using recurring tasks within your workflows? If yes, what will these be used for? Do you have team meetings that you can utilise this for? What about bank holidays, or business shut down periods?
➕ How will you handle overtime?
What will your processes be around overtime across the team? How will the team communicate if a task takes more than the planned time? Will you have additional items within the job that they can use to track this? If not, how will you handle extra hours tracked if an item isn't selected - will you move this to the relevant item within the job afterwards, and will the team need to add a description to logged time to make this easier?
Team Autonomy and Wellbeing
🔑 Can team members assign to themselves?
Will your team be assigning their own to do's? If so, how will this be handled? Will you have team meetings around priorities, or use another workflow to communicate this across the team? What features will the team be utilising when planning their week?
Relevant resources
Relevant resources
To Do screen (5 min read)
🔑 Encouraging your team to log time regularly
What will your internal workflows be around logging time for projects? How will you create workflows that encourage the team to consistently log time? What are your workflows if a team member needs to log time against an item that doesn't sit within the job? How will you handle internal conversations if team members forget to log time?
Relevant resources
Relevant resources
Logging time (2 min read)
Extra Hours Tracked (5 min read)
Batch actions and how to use them (5 min read)
➕ Empowering your team to handle their own to do's based on planned and scheduled info
How will you encourage your team to proactively schedule and log to do's for their week? What will the workflows be for this, and how will they assign time? What will your workflows be for communicating changes across the team where needed?
Reporting on your Metrics
🔑 How will you track logged time?
Will you be creating reports to track logged time across the team? If so, will this be within custom views, or within the reporting feature? Will you calculate your time individually across billable, non-billable and holidays, or is just one logged figure enough for your needs?
Relevant resources
Relevant resources
Managing Non Billable time (5 min read)
Tracking holidays in Streamtime (10 min read)
➕ Will you be utilising saved views for key insights?
How can saved views support your key insights? Will you use these to view logged time, or utilisation? Or perhaps a view that enables you to view team availability via heat mapping? What is most important to you within reporting and saved views?