I am looking to create a list of recurring admin task that I perform. I am hoping this is the last year i have to do any of this stuff. I’d like to create a recurring Work project and assign the Work to an office manager next year.
Some of the tasks I want to put in the Work are:
- Renewing tax software license - Nov 15
- Rolling forward tax software - Dec 1
- Rolling forward depreciation software - Jan 31
- Pay state CPA firm dues - Feb 15
- Updating engagement letters - Dec 15
- Renewing technical subscriptions - various
Any ideas would be appreciated.
I am trying to Clockwork my firm.
@Marty McCutchen! Welcome to the Karbon community. 😀
I don’t know what will work well for you and your firm, but I can tell you what we are doing here. I’m curious to see how other people answer as well.
Does that help at all?
We operate similar to
@max though we have not got as granular with contact type - I like it!
We use the contact type ‘Internal’ and then create contacts that make sense for the work that will assigned.
So for the example you shared we would create separate work items for those tasks under the Firm-Admin contact. We would also never group work together that has different due dates.
We also have internal contacts for
Firm - Team Meetings where we can park a reminder to set/send agendas on the correct cycle, assigned to the owner of that meeting and then after the meeting park the recordings so team members can find it if they want to revisit.
Firm - Marketing where we set work items for social media posting cycles and Newsletter prep and distribution.
And we encourage our team leadership to create internal contacts by role, as COO I have a number of work items with various cycles set up. The beauty of that is that I manage the privacy and when it comes time to delegate that work I can change the internal contact, reassign and the cycle will continue for my delegate.
I am a BIG fan of internal contacts and work items to keep things on track, it truly is a set and forget once you get going.
@Marty McCutchen ! I have many things set up this way.
I somewhat agree with
@max. The internal contacts are key.
Setting these type of work items up has helped us to capture all the things that don’t really change, identify the duties of a role, and anyone can jump in and assist in the event of an absence. You can also set up a quality control section in each of these to remind a project manager or manager to review before the work is marked completed.
TIP: We have also used this for hidden internal contacts to capture recruiting and other sensitive processes that only a select few people have access to and can collaborate on.