It’s been on my mind in a post-timesheet environment how we constantly improve workflow management.
You’re Right with Wrike
The Necessity of a Whiteboard
Even though we use Wrike, we also keep track of current jobs on a whiteboard – smack bang in the middle of our work area.
On this whiteboard, we track the progress of each jobs in the amount of days the job has been in our office.
We have 10 columns for our target 10-day turnaround and monitor these jobs each day in a morning 7:47 meetings.
Everyone can see when jobs are approaching their 10 day standard, and it keeps us all focused to deliver.
And even though 10 days may seem short when compared to the 30 – 90 days seen in the Big Four and mid tier firms, when you set that expectation with your clients, you’ll certainly know when you’ve missed the mark!
Emails are Everywhere
And if I was telling the truth, up until about a month ago, the team had also been using an extreme amount of internal communication via email.
Emails are a killer. That’s why I wrote this piece on churning through 50 Emails in 50 Minutes and added the tagline to my email signature… So to lower the volume of email, why not start with lowering the amount of internal email?
I believe there’s three problems we saw relying on email for internal communications – or at least problems that we had:
1) We were effectively using two systems for workflow (email + Wrike);
2) We weren’t “All In” and all using Wrike effectively; and
3) Our inboxes were getting clogged with internal communication, which delayed the response time to clients.
While the team was still relatively small, using emails hadn’t necessarily caused any dramas just yet. But I could see it limited a few different things:
– Ability to scale the team effectively
– Ability to see the workload of the team
– Ability to effectively work remotely
So How is it Going Now?
So we’ve gone cold turkey on the internal emails – even dishing out light punishment for emailing where Wrike could have been used.
We’ve also cut out cc’ing each other in on most client communication, as there’s a record of this on the Wrike task in any case.
Personally, I’ve gone from sending well over 100 emails per day, to around 25 on a busy day!
Other benefits we’ve seen as a team is transparency and cross-accountability. Everyone knows what everyone else has on – and we can see in the daily digest what has been checked off for the day. Sensational!
But What About External Communication with Clients?
We’ve also started something really neat which will effectively reduce even more emails while still keeping everyone on the same page… Keep an eye out for the next article!