Wondering if people can share their thoughts on the best practises around repeating workflow and work generation as my team have gone in a few different directions on this and ultimately gone full circle on a couple of these not factoring in the implications of certain things.. Would love to hear what has / hasn't worked for others and see if there is a consensus on this..
CREATE WORK
Initially we had by default about a years worth of stuff but we found that this spammed our to plan area which was fairly annoying and then ultimately changed to only create a day before.. The issues we faced with jobs only generating a day before were
- Not able to look forward regarding future jobs i.e. how many jobs do we have next month next year so on and so forth.
- Where clients forwarded information we were not able to save this on to the required timeline as the job was not generated therefore could only go on to a separate timeline.
I understand that with recurring jobs we also have the ability to instead of having the jobs land in ‘planned’ on my week that you can also set these to start week or due week however we initially avoided this as we thought it would be better for people to physically move these in to there own week.. In reality the team struggle to move the tasks out of planned and it is a management burdon to ensure the the team move things in to a planned week.. What have others experience been with having work automatically flow in to your own week? Thinking about it it sounds like this may be simpler you just need to ensure that you review this and push things in to later weeks when things can not be achieved? This would also resolve the issues that I experiences around having jobs create say a year in advance as there would not be mass tasks in to plan..
I am now considering having jobs create 1 cycle in advance i.e. monthly bookkeeping or management accounts creates 1 month in advance, quarterly VATs 3 months in advance and annual accounts 1 year in advance. My thought this may be the best balance between having those future jobs on the system and not clogging up to much.
TASK creation
Very similar to the work creation.. More to do with whether you regularly add / adjust tasks from the standard workflow.. Interested in peoples thoughts on this...