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Ops

The Digital Leader's KPI: the speed at which you transform the right information into the right actions that drive the right results.

A Note on Tools: tools work for humans. Humans don't work for tools. The tools below should help you. If you ever see that you're working just to please a tool, let us know.

Ingredients for Digital Work

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ACTION

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INFO

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Metrics = tracking

Initiatives = actions (project management)

Master Brain = your company's lore

How to Balance Your Day Online

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COMMS

MEETINGS

MEETINGS SOP

Meetings are for:

• Clarity and team alignment

• Identifying problems in real time for important projects

• Discovering solutions together with the team

• Strategic planning

• Educating and training individual team members on 1on1s

Meetings are NOT for:

• Getting updates to things you already have access to

• Asking questions you should have the answer to

• Hiding your responsibility on another team member

• Doing the work that should have been done before the meeting

Raul's Hard Rules For Meetings

1. Never leave a meeting without planned action items, assigned with one owner, and have clear expectations on the follow-up.

2. Never go to a meeting without an agenda or goal

3. If a meeting doesn't produce an outcome, you're wasting time

4. Remember: today is the only today we have. Your time and your team's time is precious.

The 4 Buckets of Meetings

1. Strategic meetings

2. Edifying meetings

3. Action oriented meetings

4. Fun/team building/bonding meetings

The All Weather Meeting Agenda

1. Touch Base - Team Bonding: Share Quick Wins (5 minutes)

2. Work through strategy/questions with progress on KPIs & initiatives (reviewing team update)

IF THERE ARE NO QUESTIONS, go round the horn to review high level initiatives from each team member and review how you can support them (20-40 minutes)

3. Recap action items with clear ownership and review if we need a separate meeting to discuss new items that came up during this meeting (2 minutes)

The 12 Point Perfect Meeting Plan

Meetings are like icebergs, the majority of work that happens before and after a meeting is hidden.

1. The title of the meeting

2. Meeting length

3. Purpose of the meeting

4. Updates Structure (how will you send updates before the meeting?)

5. Project Management space dedicated for this team meeting (where will you store action items?)

6. Who is involved and needs to be on the meeting

7. Who is leading the meeting

8. Meeting agenda

9. Meeting frequency

10. Meeting time

11. Meeting link

12. Touch-and-go communication channel (where will texts, voice, video messages go outside the meeting?)

USING SLACK

The Universal Async Update Structure

TEAM NAME - UPDATE - WEEK OF [DATE]

Wins From Last Week

Your KPIs/Goals

Team's Performance/Pacing on KPIs/Goals

Top 3 Actions to Hit KPI

Support You Need From Team

Taming Slack In Less Than 15min Per Day

SETUP:

Select Preferences

Under Sidebar select:

All Unreads

All DMs

Mentions & Reactions

Saved Items

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Slack Daily Workflow

Only use these tools to navigate Slack

Start with unreads

Go through all your messages and messages that can take you less than 2 minutes to respond do so immediately

For messages that may take you longer to respond, use the LATER button

Do the same for all threads

Once you clear all unread messages, you will end up with messages in your Saved Items “inbox”. Block off 1-2 hours per day to complete the work under the Saved Items inbox.

If Items are longer projects, add them to the Project Management Tool and scope with the team

UNIVERSAL TIME CHECK TIMES

From experience managing teams across 12+ timezones (I stopped counting at 12), here are the best universal times to check your Inbox for Slack Messages & Email

Morning Check-In to prep for the day (after you’ve gotten your most important work done) 10 am (local timezone PST/EST)

Mid-day check-in: 1 pm (local timezone PST/EST)

Note: These times may vary depending on your team bandwidth, team size, project load, and personal communication preferences.

USING CLICKUP

Simple ClickUp Elements

Company Departments can be broken down into SPACES or FOLDERS

Lists = Projects

Invite the appropriate team members on the list needed -

https://docs.clickup.com/en/articles/2478963-privacy-of-folders-lists-and-tasks⁠

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Every project must have an owner - who will be responsible for seeing it to its completion and keeping team accountable for their work

Tasks

Must be written as a VERB (action format) + what’s it for/end outcome i.e. “write 5 part email sequence for lead magnet optin”

Must have a due date

Must be assigned - if the task is not assigned, it will not get done

Must have ETA time estimate for completion (multiply the ETA time by 1.5 to add buffer time).

Recurring tasks = every team member must set up their daily, weekly and monthly recurring tasks in their appropriate company HABIT (i.e. Podcast Scheduling Recurring Every Week)

Statuses = the phase in which is task is in. Ideally we use a simple SCRUM.

To-do = backlog

Up Next

Doing

Review

Done

Notifications

https://docs.clickup.com/en/articles/873389-notifications⁠

Check your notifications for

Comments and updates on tasks you are part of

If you are using Click Up only notifications and do not want email notifications, disable emails using settings

Setting Up Projects in ClickUp

Go to the appropriate SPACE or FOLDER (department)

Click add new LIST

Inside your list use the Trifecta of Digital Work

ACTION: list out all the action items in VERB format with deadlines, assignees and ETAs

INFO: link or copy/paste all important information around this project so no one has to ask "where is is doc".

Also ensure the team has access to VIEW and EDIT any docs you share. Goal: never have someone wait on you as they "requested access".

You can add documents via the DOCs feature, whiteboard or Embed Google Docs directly. You can also add documents inside the TASKS themselves.

PROJECT BRIEF TEMPLATE

Goal

Deadline

Who is involved

Key actions/milestones

Relevant docs, tools, logins etc that the team needs to access

Expectations

Where we will communicate/update the team (Zoom meeting time/Slack channel updates)

COMMS:

determine the appropriate SLACK channel to send communications.

Also use the ClickUp COMMENTS to send TASK specific communications (will make your life easier and tracking specific communications faster/easier) instead of checking 15 different places on an update on 1 task.

Daily ClickUp Use SOP

Check Notifications for comments and updates on tasks being watched

Check HOME to complete the tasks due for that day

Enjoy your day ?🙂?

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