Ops Agency Team Wins Jul 11, 2023

Summary

The team meeting transcript introduces Shannon, the new member responsible for client delivery and content quality. Lauren is promoted to a chief of staff role, focusing on internal support and resource allocation. The meeting highlights the importance of sharing wins, both personal and professional, to foster team spirit. New process documentation standards are announced to improve efficiency and client satisfaction, with a 4-week trial period for feedback and adjustments. The goal is to streamline workflows and enhance the consistency of client experiences.

Takeaways

• 👋 Introduction of Shannon: Shannon is the newest team member, hired to oversee client delivery and content quality across departments.
• 📈 Lauren's Promotion: Lauren is moving into a Chief of Staff position, focusing on internal team support and resource allocation.
• 💼 Team Growth: The team has been growing, with new members and roles being established to support the company's vision and operations.
• 🏆 Celebrating Wins: The team shares personal and professional wins, such as vacations, new babies, and successful project completions.
• 💻 New Technology: Ed mentions getting a new PC, highlighting the excitement and increased productivity that comes with new equipment.
• 📝 Process Improvement: The company is focusing on refining process documentation standards to enhance efficiency and client satisfaction.
• 🔍 Quality Control: Shannon's role includes quality control, ensuring that all processes meet the company's high standards before delivery.
• 📈 Client Delivery: There's an emphasis on timely client delivery, with a goal of a 48-hour claim time and a 24-business-hour completion time for requested processes.
• 🤖 AI Integration: The use of AI, specifically scribe, is being introduced to streamline process writing and potentially halve the time required for document creation.
• 📚 Documentation Standards: New documentation standards for SOPs are being implemented, aiming to improve consistency and quality across client deliverables.
• 🗓️ Timeline Expectations: The team is encouraged to provide feedback during a trial period, after which the new standards will become the standard operating procedure.

Q & A

What is the main purpose of introducing Shannon to the team?

Shannon has been hired to oversee client delivery and the quality of all content created in both processes and assets departments. She will act as the go-to person for support regarding the work done to produce documents and assets for clients.

What new role is Lauren transitioning into over the next six months?

Lauren is moving into a Chief of Staff position, where she will be the internal go-to for team members to get the resources they need and will be responsible for establishing a well-oiled machine with the company's Playbook, planning, and reporting.

What does the term 'wins' refer to in the context of the team's weekly calls?

Wins refer to significant achievements or positive experiences, either personal or professional, that team members have had over the quarter. They are shared to highlight what's going well behind the scenes with the team.

What is the significance of the new process documentation standards being introduced?

The new process documentation standards aim to ensure the highest quality of work delivered to clients. They include specific guidelines on workflow, production, and the use of tools like scribe to help generate processes faster.

How does the team plan to manage a sudden influx of processes from clients?

The team will monitor the workflow and quality output daily. If a large batch of processes is submitted, the leadership can communicate with the client to adjust the expected turnaround time and manage the workload effectively.

What is the expected turnaround time for a requested process from clients?

The expected turnaround time for a requested process is 24 business hours, with the goal of delivering it back into the client's playbook within the same business week.

What is the main goal for the third quarter (Q3) regarding process writing membership?

The main goal for Q3 is to grow the process writing membership, which will affect every single person on the call and is aimed at improving efficiency and supporting the process team to write processes faster.

How will the team track the productivity of the process writing department?

The leadership team is putting together metrics to track the productivity of the department, which will help understand if the current workflow meets expectations and if additional resources or automation are needed.

What is the trial period for the new process documentation standards, and what is expected from the team during this time?

The trial period for the new standards is four weeks. During this time, the team is expected to provide feedback and suggestions for improvement, and to get accustomed to the new standards.

What is the plan for addressing feedback and making adjustments to the new standards after the trial period?

The leadership team plans to have an informal discussion halfway through the trial period to gather feedback and identify areas for improvement. The goal is to make necessary changes during the second half of the trial period to ensure everyone is comfortable with the new standards by the end.