00:00:03.665 --> 00:00:04.515 Ah.
00:00:10.405 --> 00:00:12.315 It's going you ready?
00:00:10.555 --> 00:00:11.335 All right.
00:00:12.385 --> 00:00:13.495 Thank you much.
00:00:15.255 --> 00:00:19.242 Alright. Uh, so today's training is going to be regarding best
00:00:19.242 --> 00:00:22.913 practices, at least from my personal experience regarding
00:00:22.913 --> 00:00:26.584 meeting agendas and how we can utilize them in a way that
00:00:26.584 --> 00:00:30.255 minimizes the time and effort we have to put in, but also
00:00:30.255 --> 00:00:34.243 maximizes the documentation that we are getting out of it. And
00:00:34.243 --> 00:00:38.230 I'm going to start by sharing my screen and kind of start from
00:00:38.230 --> 00:00:42.345 the end result and work back as to why it is such a good idea to
00:00:42.345 --> 00:00:46.459 document meetings the way that I have, at least on this specific
00:00:46.459 --> 00:00:46.965 project.
00:00:47.025 --> 00:00:50.696 You can sell, so I'm going to go ahead and share my screen so you
00:00:50.696 --> 00:00:53.866 can see a Miro board that came from an escalation with a
00:00:53.866 --> 00:00:54.255 client.
00:00:55.265 --> 00:00:58.851 So we won't zoom, zoom in super close, so maybe we can minimize
00:00:58.851 --> 00:00:59.635 the amount of.
00:01:00.365 --> 00:01:04.837 Content you were able to see in terms of specifics for posterity
00:01:04.837 --> 00:01:09.309 sake, however, you can see that we've got a timeline here at the
00:01:09.309 --> 00:01:13.162 top that calls out specific granular occurrences in the
00:01:13.162 --> 00:01:17.290 project life cycle as they occurred through the life cycle,
00:01:17.290 --> 00:01:21.418 and specifically what they called out and what this was for
00:01:21.418 --> 00:01:25.684 was the budget going off the rails for this specific project.
00:01:25.684 --> 00:01:29.812 And when we reach the point at which the client freaked out
00:01:29.812 --> 00:01:30.225 about.
00:01:30.325 --> 00:01:33.971 The budget, having gone off the rails, their primary question
00:01:33.971 --> 00:01:37.617 was, well, how did we get here? And the purpose of this mural
00:01:37.617 --> 00:01:41.027 board was to show that we've been telling them how we got
00:01:41.027 --> 00:01:42.615 there the entire way along.
00:01:43.515 --> 00:01:47.232 And linked below the board are individual discrete sections
00:01:47.232 --> 00:01:50.950 pulled out from all of the meeting notes that I had created
00:01:50.950 --> 00:01:54.171 for this client through their project lifecycle and
00:01:54.171 --> 00:01:58.199 highlighted in yellow where all the times where we gave them the
00:01:58.199 --> 00:02:01.916 information that they were asking for. Now at this point at
00:02:01.916 --> 00:02:03.465 which they had escalated.
00:02:04.865 --> 00:02:10.483 So what we're going to now step back in and talk about is how we
00:02:10.483 --> 00:02:15.496 can act in such a way in documenting our projects so that
00:02:15.496 --> 00:02:16.965 when and if this.
00:02:17.675 --> 00:02:21.418 Experience occurs with a project we have all of the ammunition,
00:02:21.418 --> 00:02:25.162 so to speak, that we need to be able to make our case as to why
00:02:25.162 --> 00:02:28.554 the client should have been fully briefed as to the state
00:02:28.554 --> 00:02:32.356 that their project was in before they even asked the question as
00:02:32.356 --> 00:02:35.105 to why their project is in the state there in.
00:02:36.865 --> 00:02:41.068 So I'm gonna start off with for this specific project, this was
00:02:41.068 --> 00:02:45.205 the 2nd project update meeting I had and Stephanie and I would
00:02:45.205 --> 00:02:49.211 like to advocate for and I'm pretty sure that it's gonna end
00:02:49.211 --> 00:02:53.217 up being a requirement for your first project update meeting
00:02:53.217 --> 00:02:57.092 with a client once it starts development to be what we are
00:02:57.092 --> 00:03:01.361 calling a project risk meeting. So in this specific meeting that
00:03:01.361 --> 00:03:05.498 I had with the client for Ridell Shelton and I worked together
00:03:05.498 --> 00:03:05.695 to.
00:03:06.005 --> 00:03:10.568 Kind of widen and expand upon the project risk section that
00:03:10.568 --> 00:03:14.903 appears in every FSD, and we went through and called out
00:03:14.903 --> 00:03:17.565 every single line item or feature.
00:03:18.255 --> 00:03:22.456 User story etcetera of the project that have the potential
00:03:22.456 --> 00:03:26.159 for expanding beyond the estimates that were in the
00:03:26.159 --> 00:03:30.574 actual FSD and we called out what amount of risk that each of
00:03:30.574 --> 00:03:34.918 those items had if they did expand like how big of an impact
00:03:34.918 --> 00:03:38.977 would that be to budget timeline, scope and what was the
00:03:38.977 --> 00:03:41.185 probability of those happening?
00:03:42.275 --> 00:03:46.125 We also can discreetly called out what the potential.
00:03:46.915 --> 00:03:51.997 Impact of each item going over would be and made some notes as
00:03:51.997 --> 00:03:56.836 to why this could occur, what our concerns are, where we're
00:03:56.836 --> 00:04:00.305 seeing the risk for each discrete feature.
00:04:01.275 --> 00:04:04.992 And because we presented this information so far at the
00:04:04.992 --> 00:04:08.644 beginning of the project and proceeded to revisit this
00:04:08.644 --> 00:04:12.759 information throughout the life cycle of the project, we were
00:04:12.759 --> 00:04:16.742 well armed to say to the client, hey, we told you that this
00:04:16.742 --> 00:04:20.925 product Configurator was really complex and that we had severe
00:04:20.925 --> 00:04:24.642 concerns, that unforeseen complexities could extend the
00:04:24.642 --> 00:04:28.426 hours past the original estimates. We had said that from
00:04:28.426 --> 00:04:31.015 the moment we first gathered together.
00:04:32.055 --> 00:04:36.222 So that gave it put us in a great position of strength to
00:04:36.222 --> 00:04:40.677 argue for why the project had actually done the thing we said
00:04:40.677 --> 00:04:42.545 it was going to likely do.
00:04:43.755 --> 00:04:44.425 Later on.
00:04:45.815 --> 00:04:50.624 So I would like to talk a little bit about the structure of this
00:04:50.624 --> 00:04:55.506 meeting agenda and why I find it to be so powerful the way that I
00:04:55.506 --> 00:04:59.945 work the meeting agenda is when I write them up is I reuse.
00:05:00.745 --> 00:05:03.607 My one from the previous meeting. The next time I meet
00:05:03.607 --> 00:05:06.989 with the client, so it saved me, saves me time. I'm not creating
00:05:06.989 --> 00:05:10.111 this document from scratch every time I go to meet with the
00:05:10.111 --> 00:05:10.475 client.
00:05:11.325 --> 00:05:16.464 I simply shift things around so I make sure to include sprinkles
00:05:16.464 --> 00:05:19.785 from the project for the previous Sprint.
00:05:20.465 --> 00:05:21.765 That we worked on the project.
00:05:22.775 --> 00:05:26.763 The the current Sprint we are in and the next Sprint we are
00:05:26.763 --> 00:05:31.016 planning. This gives the client a very discrete concrete way to
00:05:31.016 --> 00:05:35.004 handle changes in where they want project priorities to be.
00:05:35.004 --> 00:05:38.925 So if I'm meeting with a client and we're working on these
00:05:38.925 --> 00:05:43.112 things in the current Sprint and they're they say, well, we're
00:05:43.112 --> 00:05:45.505 really worried about this one item.
00:05:46.235 --> 00:05:49.507 Can we bring that up and can we work on that right away? I can
00:05:49.507 --> 00:05:52.779 say to them, sure, but this is gonna have to leave. Or if they
00:05:52.779 --> 00:05:55.635 wanna talk about the next Sprint. Well, I don't really
00:05:55.635 --> 00:05:58.751 want us to focus on the shipping rate yet. Let's talk about
00:05:58.751 --> 00:06:01.659 something else. Let's put a different line item in that
00:06:01.659 --> 00:06:03.685 place they are seeing well in advance.
00:06:04.405 --> 00:06:08.239 What my plan is so that they can help me adjust that plan to meet
00:06:08.239 --> 00:06:10.795 their own expectations and their own goals.
00:06:12.405 --> 00:06:15.934 It also holds us accountable. So if I say that we've worked on
00:06:15.934 --> 00:06:19.520 the header and footer navigation in this Sprint and that I said
00:06:19.520 --> 00:06:22.265 in the goal that we were going to complete that.
00:06:23.015 --> 00:06:25.560 That would client would have every right to ask me the
00:06:25.560 --> 00:06:28.475 question the next time we meet. Is that done? Can we see that?
00:06:29.245 --> 00:06:32.569 It's a way to also help keep us accountable to actually
00:06:32.569 --> 00:06:36.189 producing that working code every time we finish the Sprint.
00:06:36.189 --> 00:06:39.632 Are we always going to meet that? Obviously the answer is
00:06:39.632 --> 00:06:42.956 no. Does this help to try to keep us honest to at least
00:06:42.956 --> 00:06:46.161 really push for that goal? Absolutely. Because of the
00:06:46.161 --> 00:06:48.535 transparency it shares with the client.
00:06:50.425 --> 00:06:53.881 So when I go to work on this, it's really easy. I literally
00:06:53.881 --> 00:06:57.280 just copy and paste and shift stuff around, delete out the
00:06:57.280 --> 00:07:00.678 next Sprint and put in my new sprinkle and my new relevant
00:07:00.678 --> 00:07:02.925 features that I'm gonna be working on.
00:07:03.805 --> 00:07:07.890 It makes it super simple to keep on track and to keep the client
00:07:07.890 --> 00:07:11.912 informed. The second thing that I find really useful is pulling
00:07:11.912 --> 00:07:14.615 out all of the information out of the PSR.
00:07:16.055 --> 00:07:19.277 We know that you know, walking through every line of the PSR
00:07:19.277 --> 00:07:22.445 isn't gonna happen with every client, every single time. It
00:07:22.445 --> 00:07:25.720 should. But there are gonna be clients that don't wanna waste
00:07:25.720 --> 00:07:28.677 time on that. They don't wanna go down to that level of
00:07:28.677 --> 00:07:32.004 granularity. And we do have to meet clients where they are. If
00:07:32.004 --> 00:07:35.279 you include the information out of your project status report
00:07:35.279 --> 00:07:38.606 directly in your meeting notes and you share screen with these
00:07:38.606 --> 00:07:41.986 meeting notes and walk through them one step at a time with the
00:07:41.986 --> 00:07:45.366 client, every time you meet with them, they will have no choice
00:07:45.366 --> 00:07:46.845 but to see that information.
00:07:46.995 --> 00:07:49.967 To engage with that information and you won't be able to avoid
00:07:49.967 --> 00:07:52.986 reviewing it with the client. It won't be a situation where you
00:07:52.986 --> 00:07:56.005 get a meeting with a client and they derail the whole thing and
00:07:56.005 --> 00:07:58.977 they're talking about a million different things and you never
00:07:58.977 --> 00:08:01.855 actually got to actually walk through that PSR. If you start
00:08:01.855 --> 00:08:04.450 your meeting with this information on the screen, they
00:08:04.450 --> 00:08:05.865 cannot say they didn't see it.
00:08:06.605 --> 00:08:07.535 They will have seen it.
00:08:08.395 --> 00:08:11.732 And you will have most likely been able to talk through it,
00:08:11.732 --> 00:08:15.068 even at if it's just at a very high level of saying this is
00:08:15.068 --> 00:08:16.125 your hours on hand.
00:08:17.045 --> 00:08:20.778 These are the hours I have planned for the current Sprint.
00:08:20.778 --> 00:08:24.511 This is an early iteration of this document for me. What I
00:08:24.511 --> 00:08:28.244 have gone forward into doing down the line since I've been
00:08:28.244 --> 00:08:32.230 using this file for myself is I also include hours planned for
00:08:32.230 --> 00:08:36.090 next Sprint, which is also a great opportunity to be able to
00:08:36.090 --> 00:08:40.140 bring up invoice conversations. So we have 100 hours planned in
00:08:40.140 --> 00:08:44.063 this Sprint. Currently between development and PM QA time you
00:08:44.063 --> 00:08:48.112 have 150 hours on hand, but I'm thinking another 100 hours next
00:08:48.112 --> 00:08:48.555 Sprint.
00:08:48.795 --> 00:08:52.136 Means we have to talk about a invoice because we're not gonna
00:08:52.136 --> 00:08:55.154 be able to get through next Sprint on the hours that we
00:08:55.154 --> 00:08:58.442 have. It's a double check for you. You can see those numbers
00:08:58.442 --> 00:09:01.567 discretely, right? In your document. Does the math add up
00:09:01.567 --> 00:09:04.747 or doesn't it and the client will be able to see that too.
00:09:04.747 --> 00:09:07.765 Trigger those conversations when you need to have them.
00:09:08.805 --> 00:09:11.505 The other item that I always include.
00:09:12.335 --> 00:09:13.625 Is line item overages.
00:09:14.675 --> 00:09:18.974 And I always add to this list things that have newly gone
00:09:18.974 --> 00:09:19.345 over.
00:09:20.545 --> 00:09:23.617 Up until the point where we issue a change request for all
00:09:23.617 --> 00:09:26.741 the items that have gone over and then I would kind of wipe
00:09:26.741 --> 00:09:28.095 the slate and start again.
00:09:29.245 --> 00:09:33.351 So I keep this as a running list and every time something else
00:09:33.351 --> 00:09:35.045 goes on, I will add to it.
00:09:36.265 --> 00:09:40.377 And I also tried to give explanations or context as to
00:09:40.377 --> 00:09:45.163 why they have gotten over, and this is a great gut check for me
00:09:45.163 --> 00:09:49.275 that I am asking those five whys. Why did this happen?
00:09:50.035 --> 00:09:54.187 Why ask it of your devs? Ask it of yourself. Ask it if anybody
00:09:54.187 --> 00:09:58.009 that will listen to you. If you have concerns about why a
00:09:58.009 --> 00:10:00.975 project is seeing over exceeded estimations.
00:10:01.635 --> 00:10:02.145 Ask why.
00:10:02.895 --> 00:10:04.065 And then tell your client why.
00:10:04.995 --> 00:10:08.055 Uh, you know, obviously we don't always want to give them.
00:10:09.215 --> 00:10:13.785 The most nitty gritty answer, because we do want to always.
00:10:14.685 --> 00:10:18.049 Keep in mind that information can be taken poorly by those who
00:10:18.049 --> 00:10:21.146 don't have the context to understand it, so we do want to
00:10:21.146 --> 00:10:24.350 play some things close to the vest than others. But as much
00:10:24.350 --> 00:10:27.394 transparency, transparency as you can comfortably give a
00:10:27.394 --> 00:10:30.437 client without raising their temperature or causing them
00:10:30.437 --> 00:10:33.855 alarm about something that they don't need to have alarm about.
00:10:34.695 --> 00:10:38.632 Is a really great thing to be able to keep their finger on the
00:10:38.632 --> 00:10:42.631 pulse of where the project is, and hopefully preemptively avoid
00:10:42.631 --> 00:10:46.568 those questions later on down the line of why did this happen?
00:10:46.568 --> 00:10:50.505 Why are we spending more? Why is this taking longer? Etcetera.
00:10:52.365 --> 00:10:56.306 So those are the two main part, large parts of the agenda that
00:10:56.306 --> 00:10:59.934 guy go in with filled out and then I do leave a Section 4
00:10:59.934 --> 00:11:03.937 questions and this is the point in the biweekly meeting cadence
00:11:03.937 --> 00:11:07.753 that I open the floor to the client once I've talked through
00:11:07.753 --> 00:11:11.756 the above items and I asked them if they have any concerns they
00:11:11.756 --> 00:11:15.822 want to talk about any questions they have about the project and
00:11:15.822 --> 00:11:19.512 I make notes on what they are saying live on the call. And
00:11:19.512 --> 00:11:22.515 then my final item is the list of action items.
00:11:23.255 --> 00:11:27.030 For both myself and clarity and for the client, so that is
00:11:27.030 --> 00:11:30.870 discreetly written out of, we expected you to give us X, we
00:11:30.870 --> 00:11:34.005 are gonna provide you Y and this whole document.
00:11:34.735 --> 00:11:37.809 After every meeting goes up to Basecamp so it is available to
00:11:37.809 --> 00:11:39.545 us. It is available to the client.
00:11:40.355 --> 00:11:44.801 For posterity, I would strongly recommend considering and. This
00:11:44.801 --> 00:11:48.760 is something that I have not done so far and I think I'm
00:11:48.760 --> 00:11:52.720 going to include it. Moving forward. Is maintaining this
00:11:52.720 --> 00:11:55.915 project risks risks section of this document?
00:11:56.885 --> 00:12:00.634 At the end, almost like an addendum, and it just lives
00:12:00.634 --> 00:12:04.519 there, and it is there. Every time I upload this file to
00:12:04.519 --> 00:12:08.268 basecamp that that is continually being brought to the
00:12:08.268 --> 00:12:12.426 forefront. That was the term that 70 uses for it, constantly
00:12:12.426 --> 00:12:14.335 moving the salt shaker back.
00:12:15.175 --> 00:12:18.499 You things are not changing. These things are still a risk,
00:12:18.499 --> 00:12:22.044 and if things are newly, a risk you can add to it, you can call
00:12:22.044 --> 00:12:25.423 it out right there, say, hey, it turns out that you know, we
00:12:25.423 --> 00:12:28.525 thought your bridge pay integration was an issue. Turns
00:12:28.525 --> 00:12:29.855 out. So is your avalara.
00:12:30.495 --> 00:12:33.543 They are doing something weird. We're gonna need more time on
00:12:33.543 --> 00:12:36.542 that. We think it looks like it's going over. We're going to
00:12:36.542 --> 00:12:36.935 go over.
00:12:38.445 --> 00:12:38.915 So.
00:12:39.725 --> 00:12:43.033 That is this document and then to show you what it has looked
00:12:43.033 --> 00:12:46.235 like moving forward in the project. Here's one from a month
00:12:46.235 --> 00:12:46.555 later.
00:12:48.205 --> 00:12:50.935 Same features, same cadence.
00:12:51.695 --> 00:12:54.375 The PSR the line item overages.
00:12:55.675 --> 00:12:56.525 Action items.
00:12:57.815 --> 00:13:01.005 And then they later on in the project view.
00:13:02.345 --> 00:13:03.115 Same things.
00:13:04.075 --> 00:13:04.905 They items.
00:13:06.145 --> 00:13:07.135 Them overages.
00:13:08.015 --> 00:13:10.175 And here we see we're here. We're seeing a negative balance.
00:13:11.205 --> 00:13:14.538 So this is a really clear call out to the client. Hey, you're
00:13:14.538 --> 00:13:17.979 already -? 100 hours. We've got 100 and some odd hours and this
00:13:17.979 --> 00:13:19.915 Sprint and another 150 next Sprint.
00:13:20.575 --> 00:13:22.874 We're going to need to address this. We're going to need to get
00:13:22.874 --> 00:13:23.485 in front of this.
00:13:24.765 --> 00:13:25.125 That.
00:13:26.215 --> 00:13:30.551 These documents are what enabled us to quickly and easily create
00:13:30.551 --> 00:13:34.420 this document which, when presented to the client kind of
00:13:34.420 --> 00:13:36.355 stopped them in their tracks.
00:13:37.105 --> 00:13:40.601 And you know, they couldn't really argue that they had not
00:13:40.601 --> 00:13:44.097 received this information. They actually responded to this
00:13:44.097 --> 00:13:47.593 presentation by calling out. Yes, this is all true. We all
00:13:47.593 --> 00:13:49.785 this information was shared with us.
00:13:50.885 --> 00:13:51.255 So.
00:13:51.985 --> 00:13:55.141 It's an amazing opportunity to put us in a place of strength,
00:13:55.141 --> 00:13:57.025 to negotiate when clients are upset.
00:13:58.265 --> 00:13:58.615 So.
00:13:59.905 --> 00:14:04.467 That is the presentation of my behaviors and the things that
00:14:04.467 --> 00:14:05.215 I'm doing.
00:14:06.055 --> 00:14:10.544 To kind of keep documentation really strong on these areas and
00:14:10.544 --> 00:14:15.105 so I would like to open up for initial questions from you guys.
00:14:16.045 --> 00:14:19.629 For what you think about this and any concerns you have
00:14:19.629 --> 00:14:23.597 recommendations, anything like that. And then once we've gone
00:14:23.597 --> 00:14:27.501 through that, I would like us to all take a look in Basecamp
00:14:27.501 --> 00:14:29.805 together and look at some existing.
00:14:30.465 --> 00:14:34.178 Recordings, meeting notes and agendas and kind of think
00:14:34.178 --> 00:14:38.553 through pluses and minuses where places we hit the mark in places
00:14:38.553 --> 00:14:39.415 we didn't so.
00:14:40.805 --> 00:14:42.475 Does anybody have any questions?
00:14:43.485 --> 00:14:44.035 Or thoughts?
00:14:46.335 --> 00:14:47.665 I posted nine in the chat.
00:14:46.455 --> 00:14:47.445 I have a thought.
00:14:49.295 --> 00:14:52.251 Oh, OK, we'll start. We'll start with what Kyle already through
00:14:52.251 --> 00:14:52.805 in the chat.
00:14:54.625 --> 00:14:56.175 OK. Thank you, Kyle.
00:14:56.995 --> 00:15:00.019 I was just saying, yeah, if there already notes to the risks
00:15:00.019 --> 00:15:02.894 or if they bring up new risks during those project update
00:15:02.894 --> 00:15:06.017 meetings or project PSR's always just make sure to either tell
00:15:06.017 --> 00:15:08.892 Shelton or just throw it back into the FSD, especially if
00:15:08.892 --> 00:15:12.065 you're copying the risks out of the FSD and your project update
00:15:12.065 --> 00:15:15.238 meeting template. Just make sure to get those back in. So if we
00:15:15.238 --> 00:15:18.361 start going through stuff, we know what the client brought up,
00:15:18.361 --> 00:15:20.195 especially if there's any new risks.
00:15:21.345 --> 00:15:23.575 Absolutely. That's a fantastic call it. Thank you, Kyle.
00:15:25.275 --> 00:15:25.905 Sorry.
00:15:26.575 --> 00:15:29.556 That was much more substantive than mine. I was just going to
00:15:29.556 --> 00:15:31.095 say this is really, really good.
00:15:32.775 --> 00:15:33.615 Thank you.
00:15:32.795 --> 00:15:35.665 Yeah, this is great. I've so much detail.
00:15:36.235 --> 00:15:37.225 Yeah. I just.
00:15:36.405 --> 00:15:39.462 How? Just out of curiosity, how long did it take you to put this
00:15:39.462 --> 00:15:39.885 together?
00:15:41.195 --> 00:15:44.388 Ohh I'd be Miro board itself, probably about an hour.
00:15:44.388 --> 00:15:47.995 Stephanie and I worked on this together and it was kind of a
00:15:47.995 --> 00:15:51.247 bouncing as she was doing the driving in Miro as I was
00:15:51.247 --> 00:15:54.795 throwing screenshots of the discrete meeting agendas at her
00:15:54.795 --> 00:15:56.865 where this stuff was talked about.
00:15:59.405 --> 00:16:03.515 Yeah, I mean like that's an investment of time.
00:16:00.065 --> 00:16:01.315 Yes. Wow.
00:16:04.805 --> 00:16:09.198 For what you may need later. Like that's, I mean, sure, it's
00:16:09.198 --> 00:16:13.519 possible that there never could have been a problem on this
00:16:13.519 --> 00:16:18.057 project, but when when you got to the point that you needed to
00:16:18.057 --> 00:16:22.378 have the conversation like it's it's better. Yeah. And it's
00:16:21.245 --> 00:16:22.335 You need a paper trail.
00:16:22.378 --> 00:16:27.131 better to already have it right? Like it's just so comprehensive.
00:16:27.131 --> 00:16:31.669 How could anybody do anything but say, ohh yeah, we were there
00:16:31.669 --> 00:16:32.605 for all that.
00:16:34.475 --> 00:16:37.267 I just like buried in documentation that's so
00:16:34.575 --> 00:16:35.365 Exactly.
00:16:37.267 --> 00:16:37.935 impressive.
00:16:39.525 --> 00:16:43.538 Thank you. Thank you. Does anybody see any problems? Any
00:16:43.538 --> 00:16:46.635 reason why we can't set this as a standard?
00:16:54.325 --> 00:16:57.640 The silence means you better all better be doing this is what I'm
00:16:56.565 --> 00:16:57.915 I was about to say I love it.
00:16:57.640 --> 00:16:58.595 understanding this.
00:17:01.155 --> 00:17:04.920 I think it's a lot better than what we're, you know, it leaves
00:17:04.920 --> 00:17:08.505 a lot better of an imprint of exactly where we've been with
00:17:08.505 --> 00:17:11.971 the client, especially if anybody else has to go back and
00:17:11.615 --> 00:17:12.645 Yes.
00:17:11.971 --> 00:17:15.915 see what we covered with them. I mean, I recently got pulled into
00:17:15.915 --> 00:17:19.739 new discoveries lately because Ben's been so, you know, tied up
00:17:19.739 --> 00:17:23.444 that you know, I've been trying to backtrack through projects
00:17:23.444 --> 00:17:26.731 and this would be extremely beneficial if I were to be
00:17:26.731 --> 00:17:28.225 pulled into this project.
00:17:31.485 --> 00:17:35.107 Absolutely. And I mean that's a great, that's a great comment
00:17:35.107 --> 00:17:38.787 because you know we're people get sick, somebody might be out.
00:17:38.787 --> 00:17:42.526 And what if you know Stephanie needs to step in for me and take
00:17:42.526 --> 00:17:46.089 a meeting with a client and there was no time for me to prep
00:17:46.089 --> 00:17:49.828 her? She's not gonna need me to be present to tell her where we
00:17:49.828 --> 00:17:53.508 are if she can look through the last couple meeting notes when
00:17:53.508 --> 00:17:55.085 they look like this. Right.
00:17:56.225 --> 00:17:56.715 Exactly.
00:18:00.855 --> 00:18:02.325 To really, really great point.
00:18:05.825 --> 00:18:08.105 I have a question but I don't ohh go ahead.
00:18:05.975 --> 00:18:06.665 I have.
00:18:08.525 --> 00:18:11.131 No, go ahead. You. Amy, you you probably have something more
00:18:10.105 --> 00:18:10.745 Uh.
00:18:11.131 --> 00:18:11.985 substantive than me.
00:18:13.075 --> 00:18:15.883 Ohh I have a question but I don't really know how to like
00:18:15.883 --> 00:18:18.934 phrase it as a question cause I did a mirror award similar non
00:18:18.934 --> 00:18:21.888 nearly as good and detailed as this one but for prop a while
00:18:21.888 --> 00:18:24.842 back when he basically asked he was like you guys need to go
00:18:24.842 --> 00:18:27.505 back to sales and figure out how we got to this point.
00:18:28.365 --> 00:18:31.732 Umm, so in a lot of it was because it was like delays on
00:18:31.732 --> 00:18:35.336 his end, like just waiting on things. So I guess my question
00:18:35.336 --> 00:18:38.998 is like when you're creating something like this to show kind
00:18:38.998 --> 00:18:41.125 of the timeline itself, how do you?
00:18:41.785 --> 00:18:44.936 Phrase it to where it's not like you're like because we are kind
00:18:44.936 --> 00:18:47.699 of blaming them being like, well, if it wasn't us, we're
00:18:47.699 --> 00:18:50.608 we're we're doing the thing. You're not doing the thing and
00:18:50.608 --> 00:18:53.710 holding up your end. Right, But how what's the best way to kind
00:18:53.710 --> 00:18:56.473 of put that in there that doesn't like leave a bad taste
00:18:56.473 --> 00:18:59.285 of like you're trying to basically point fingers at them.
00:19:00.005 --> 00:19:02.766 Because I feel like that's kind of what happened when I when I
00:19:02.766 --> 00:19:05.570 did show him that Bureau board that when we got to the first or
00:19:05.570 --> 00:19:08.244 second part where I was like this time like around Christmas
00:19:08.244 --> 00:19:11.092 we were waiting on this and then because of the holidays we were
00:19:11.092 --> 00:19:13.327 delayed here as soon as I brought that point up he
00:19:13.327 --> 00:19:15.956 immediately wanted nothing to like. He didn't wanna look at
00:19:15.956 --> 00:19:18.717 it. He was like OK never mind. I don't really like. So I don't
00:19:18.717 --> 00:19:21.347 know if that's maybe just his personality. Like if I called
00:19:21.347 --> 00:19:24.151 him out he didn't wanna hear it. It's made me just just him and
00:19:24.151 --> 00:19:25.685 himself. But just in general like.
00:19:26.955 --> 00:19:29.488 What's the best way to like mitigate that? I guess to be
00:19:29.488 --> 00:19:32.199 like here's what happened and here's here are the facts. I'm
00:19:32.199 --> 00:19:35.043 not trying to point fingers at you, but I'm just trying to show
00:19:35.043 --> 00:19:35.665 you the facts.
00:19:36.705 --> 00:19:40.537 And I think you hit it on the head right there. Amy is just
00:19:40.537 --> 00:19:44.626 having that very calm neutral, you know, this is what happened,
00:19:44.626 --> 00:19:48.266 not you did this and and it's Harkins back to a previous
00:19:48.266 --> 00:19:51.971 conversation we had about choosing positive language. You
00:19:51.971 --> 00:19:55.676 know it's almost like you're sitting exactly. It's almost
00:19:52.485 --> 00:19:53.795 The we language.
00:19:55.676 --> 00:19:59.764 like you're sitting there with your therapist and you know it's
00:19:59.764 --> 00:20:03.980 like you don't say well you made me feel this way you have to say
00:20:03.980 --> 00:20:06.535 I feel this way and we need to do this.
00:20:06.945 --> 00:20:11.022 So it it is really focusing on taking that positive language
00:20:11.022 --> 00:20:13.495 approach and making it very factual.
00:20:14.325 --> 00:20:18.242 And you know when you get to this point and the point you
00:20:18.242 --> 00:20:22.226 were with prop, things are already escalated, temperatures
00:20:22.226 --> 00:20:26.278 are already gonna run high. Do you run the risk of somebody
00:20:26.278 --> 00:20:30.466 reacting slightly negatively? Yes. But as long as we keep our
00:20:30.466 --> 00:20:34.315 cool and keep it professional in the end, it's going to.
00:20:33.035 --> 00:20:33.485 Mm-hmm.
00:20:35.775 --> 00:20:37.925 Shake out the way it needs to, you know.
00:20:38.315 --> 00:20:41.094 Yeah, totally. Because I just don't want to come off as like
00:20:41.094 --> 00:20:43.873 ohh look like she's trying to be a ***** *** and show me all
00:20:43.873 --> 00:20:46.606 these facts, you know? But it's like I'm not. I'm trying to
00:20:45.165 --> 00:20:45.435 Umm.
00:20:46.606 --> 00:20:49.476 actually show you these facts to to make sure you're aware of.
00:20:49.476 --> 00:20:51.025 Here's how we got here, you know.
00:20:51.645 --> 00:20:54.181 But just I guess because I'm like, I'm very emotional in that
00:20:52.135 --> 00:20:52.445 Right.
00:20:54.181 --> 00:20:56.717 sense. I was like, I just wanna make sure I'm not stepping on
00:20:56.717 --> 00:20:59.335 somebody's toes and being like, that's not my intent, you know.
00:21:01.485 --> 00:21:03.705 Yeah. And I mean, I think.
00:21:04.395 --> 00:21:08.840 Just acknowledging that in yourself and being aware that
00:21:08.840 --> 00:21:12.505 you might feel like that and not letting that.
00:21:13.725 --> 00:21:14.485 Come through.
00:21:14.995 --> 00:21:15.415 Umm.
00:21:15.285 --> 00:21:19.558 Which is hard. It really is. But just maintaining a very even
00:21:19.558 --> 00:21:23.762 keel. So like, just to give you a personal example, I do not
00:21:23.762 --> 00:21:27.346 love speaking in front of a crowd like my hands are
00:21:27.346 --> 00:21:31.344 literally shaking right now because I'm presenting to you
00:21:31.344 --> 00:21:35.479 guys and it's just you guys like, I love all you guys. It's
00:21:35.479 --> 00:21:39.959 cool. But I work really hard for my own personal self to not let
00:21:39.959 --> 00:21:44.232 that show, to try to keep my voice even to keep my cadence of
00:21:44.232 --> 00:21:45.335 speaking slower.
00:21:45.655 --> 00:21:50.365 Because when I get anxious, I'm gonna be way more likely to just
00:21:50.365 --> 00:21:54.205 tongue tie and speed through what I'm trying to say.
00:21:53.505 --> 00:21:56.935 Literally same. I talk so fast and that I'm like, Oh my God.
00:21:55.185 --> 00:21:55.815 Yeah.
00:21:58.445 --> 00:22:02.115 So it's just it's just learning those things about yourself and
00:22:02.115 --> 00:22:05.613 finding a way. It's almost like acting, you know, you you're
00:22:05.613 --> 00:22:09.054 presenting what you know, you need to present, even if it's
00:22:09.054 --> 00:22:11.635 not the way you're 100% feeling at the time.
00:22:12.925 --> 00:22:13.795 Make it till you make it.
00:22:14.525 --> 00:22:15.965 Exactly. Exactly.
00:22:17.085 --> 00:22:18.445 Alright Kyle, you have your hand up.
00:22:19.285 --> 00:22:22.860 Yeah, I was gonna say everything you just said 100%. It's all
00:22:22.860 --> 00:22:26.435 about. It's not about what you say. It's about how you say it
00:22:26.435 --> 00:22:30.125 100%. And that's gonna go very, very far. Something that I also
00:22:30.125 --> 00:22:33.527 pair with that is given them options. You know, this might
00:22:33.527 --> 00:22:37.044 have been an issue. Yes. You didn't get us this information,
00:22:37.044 --> 00:22:40.734 but this is how we mitigate it. We can jump in. We're more than
00:22:40.734 --> 00:22:44.079 happy to jump in, help you figure that out if you. If you
00:22:44.079 --> 00:22:47.769 have hold UPS on your team, you don't have the resources to get
00:22:47.769 --> 00:22:49.095 us that information or.
00:22:49.255 --> 00:22:52.689 Whatever it might be, we can always come to the table with
00:22:52.689 --> 00:22:56.008 options like this. This is what happened. This is why it
00:22:56.008 --> 00:22:59.675 happened. Yeah, you might not have gotten us this information,
00:22:59.675 --> 00:23:02.760 but these are your paths forward. This is how we can
00:23:02.760 --> 00:23:06.253 mitigate that and get you to where you need to go quickest.
00:23:06.253 --> 00:23:09.920 So everybody likes options. That that's just something I would
00:23:09.495 --> 00:23:09.995 Shifts.
00:23:09.920 --> 00:23:12.831 always bring to that conversation along with your
00:23:12.831 --> 00:23:13.995 communication style.
00:23:15.465 --> 00:23:18.455 Kyle is 100% on the mark.
00:23:16.595 --> 00:23:18.165 Here, here for the options.
00:23:19.135 --> 00:23:22.430 Absolutely. And I mean what I think one of the things we
00:23:22.430 --> 00:23:26.189 should recognize about what Kyle just said is it puts the agency
00:23:26.189 --> 00:23:29.715 back in your client's hands, which is almost invariably what
00:23:29.715 --> 00:23:33.358 they're actually upset about. When a budget goes out of whack,
00:23:33.358 --> 00:23:36.885 when a timeline goes out of whack, what they are angry about
00:23:36.885 --> 00:23:40.700 is their little loss of control. They have people there answering
00:23:40.700 --> 00:23:44.285 to that are expecting them to deliver, and they are not fully
00:23:44.285 --> 00:23:47.523 in control of that actual deliverable we are. We're the
00:23:47.523 --> 00:23:50.645 ones building whatever it is that they're waiting on.
00:23:50.985 --> 00:23:55.284 So when you can find a way by giving options to put that sense
00:23:55.284 --> 00:23:59.446 of control back in their hands that it is their project that
00:23:59.446 --> 00:24:03.745 they do have a say in how you move forward, it's going to do a
00:24:03.745 --> 00:24:07.976 lot to bring temperatures down and to kind of chill everybody
00:24:07.976 --> 00:24:11.115 out. And when you focus on that path forward.
00:24:12.235 --> 00:24:15.985 It's gonna work out much better than if you're stuck in that
00:24:15.985 --> 00:24:17.215 recrimination cycle.
00:24:16.875 --> 00:24:18.745 They don't feel stuck for sure.
00:24:21.905 --> 00:24:23.975 Yeah, I think that path forward is key.
00:24:21.975 --> 00:24:23.895 Shelton, you had your hand up.
00:24:25.055 --> 00:24:25.485 Yes.
00:24:26.435 --> 00:24:27.205 Read, Charlie.
00:24:30.265 --> 00:24:30.675 So.
00:24:30.335 --> 00:24:35.770 Bob Point has has it's Therrell Avant now after everyone else
00:24:34.935 --> 00:24:38.050 I was about to say Shelton probably took your Thunder. My
00:24:35.770 --> 00:24:37.085 away. Carry on.
00:24:35.975 --> 00:24:37.185 No, it's hear it.
00:24:38.050 --> 00:24:38.265 bad.
00:24:38.905 --> 00:24:42.760 No, I was. I was just gonna say back to Amy's, like original
00:24:42.760 --> 00:24:46.299 question about the wording. Wouldn't Nova, for example,
00:24:46.299 --> 00:24:49.965 recently we've been dealing with them and we had several.
00:24:50.915 --> 00:24:54.972 In instances where we, you know, requested information from them
00:24:54.972 --> 00:24:58.717 and we either took, you know, one item took three months to
00:24:58.717 --> 00:25:02.524 get an answer, one item they never even, you know, responded
00:25:02.524 --> 00:25:06.331 to us. But items like that, you know, we agreed that it, you
00:25:06.331 --> 00:25:10.139 know, felt kind of aggressive. But we also had. So we didn't
00:25:10.139 --> 00:25:13.946 include those unless we know really needed to whip those out
00:25:13.946 --> 00:25:17.753 and show them, like, this is what you guys took three months
00:25:17.753 --> 00:25:21.873 to get us to this. And you never even, you know, follow it up for
00:25:21.873 --> 00:25:22.185 this.
00:25:22.505 --> 00:25:23.135 But the.
00:25:23.835 --> 00:25:26.920 The meetings that we had to cancel because of, you know,
00:25:26.920 --> 00:25:30.384 delays on their end or internal decisions we just sent believe,
00:25:30.384 --> 00:25:31.575 you know, worded them.
00:25:32.395 --> 00:25:36.020 Discovering meeting cancelled, you know, internal discussions
00:25:36.020 --> 00:25:39.762 on Nova at the end or you know something simple like that where
00:25:39.762 --> 00:25:43.620 you know it directs the words in that we had to cancel because of
00:25:43.620 --> 00:25:47.421 something on your guys end that you needed to finish up but it's
00:25:47.421 --> 00:25:51.279 not, you know, pointing a ton of blame at them, just letting them
00:25:51.279 --> 00:25:54.963 know like at this point in the project we had to take a take a
00:25:54.963 --> 00:25:58.529 second to stop because you know you had something you had to
00:25:58.529 --> 00:26:02.213 handle on your end not so that's just kind of a recent example
00:26:02.213 --> 00:26:03.265 that fits in with.
00:26:03.595 --> 00:26:07.107 Having some scenarios that could be considered aggressive but
00:26:07.107 --> 00:26:10.449 just trying to point them towards the client in a way that
00:26:10.449 --> 00:26:11.355 makes them feel.
00:26:12.075 --> 00:26:14.910 You know, not that we're attacking them, but they still
00:26:14.910 --> 00:26:16.985 have some accountability for the delays.
00:26:17.715 --> 00:26:18.125 Umm.
00:26:17.975 --> 00:26:22.067 That actually brought up a question on my end when those
00:26:22.067 --> 00:26:26.590 types of like escalations occur. I mean I know it might be too
00:26:26.590 --> 00:26:29.175 much information for this timeline.
00:26:29.775 --> 00:26:33.088 Because I know this is might be potentially client facing at
00:26:33.088 --> 00:26:33.685 some point.
00:26:34.135 --> 00:26:39.109 Umm, potentially, but with love to know what y'all's thoughts
00:26:39.109 --> 00:26:41.035 were about adding those.
00:26:41.785 --> 00:26:45.029 Kind of scenarios or those things that you'll deal with
00:26:45.029 --> 00:26:48.215 into this time like ohh this time right here they got.
00:26:48.875 --> 00:26:52.543 Really bent out of shape about XY and Z. Just where? Like if I
00:26:52.543 --> 00:26:56.153 were to go back to it. I know when those escalations happened
00:26:56.153 --> 00:26:59.413 and I know what they were unhappy about. Just so I know
00:26:59.413 --> 00:27:03.081 how to conduct meetings going forward if I have to step in for
00:27:03.081 --> 00:27:03.605 somebody.
00:27:07.245 --> 00:27:09.387 Like I said, it might be too much information for this
00:27:09.387 --> 00:27:11.490 timeline, but just kind of getting those take of what
00:27:11.490 --> 00:27:12.425 you'll think about that.
00:27:15.145 --> 00:27:17.475 My personal reaction is like.
00:27:18.735 --> 00:27:22.281 I have always approaching things as if they are eventually going
00:27:22.281 --> 00:27:25.772 to be client facing and trying to to utilize relatively neutral
00:27:25.772 --> 00:27:28.937 language. So I mean for an example in this Miro in itself
00:27:28.937 --> 00:27:32.155 which did was client facing, that's what it was built for.
00:27:32.155 --> 00:27:35.592 You can see right here in the yellow Breaking project meetings
00:27:35.592 --> 00:27:36.465 due to holidays.
00:27:37.425 --> 00:27:40.986 I was out. I was out for the holidays and so was there team
00:27:37.495 --> 00:27:38.145 Oh, perfect.
00:27:40.986 --> 00:27:44.844 and. But rather than call it me or them or anything, it was just
00:27:44.844 --> 00:27:48.347 very neutral breaking project meetings due to holidays the
00:27:48.347 --> 00:27:49.415 holidays occurred.
00:27:51.015 --> 00:27:52.435 It happened, you know.
00:27:52.475 --> 00:27:55.610 It and even really simple milestones like that with
00:27:52.805 --> 00:27:53.135 And.
00:27:53.225 --> 00:27:53.495 At.
00:27:55.610 --> 00:27:59.288 documentation somewhere else would be extremely helpful just
00:27:59.288 --> 00:28:02.845 to know like, OK, I'm looking for a document your notes on
00:28:02.845 --> 00:28:06.402 such and such date or out of this month and I can still at
00:28:06.402 --> 00:28:10.200 least go back and see what the situation was as long as I know
00:28:10.200 --> 00:28:13.395 where I'm looking for. You know, like where to look.
00:28:11.825 --> 00:28:12.495 Yeah.
00:28:14.055 --> 00:28:17.951 And that might be a great option is with, like Shelton said, with
00:28:17.951 --> 00:28:21.847 Nova, if you have a meeting that is cancelled, don't just neglect
00:28:21.847 --> 00:28:25.389 to have meeting notes and I've done that on a project where
00:28:25.389 --> 00:28:28.340 they cancel me fairly frequently. I still prep my
00:28:28.340 --> 00:28:31.941 agenda as if that meeting is going to take place and when it
00:28:31.941 --> 00:28:35.660 doesn't, I throw those notes up into Basecamp. But there would
00:28:35.660 --> 00:28:39.379 be a total opportunity there for me to make a note in the, you
00:28:39.379 --> 00:28:43.098 know, somewhere in that section that this meeting did not take
00:28:43.098 --> 00:28:43.865 place due to.
00:28:44.205 --> 00:28:47.251 You know, last minute cancellation, whatever the
00:28:47.251 --> 00:28:50.982 reason is and and keeps language neutral, but give a little
00:28:50.982 --> 00:28:52.785 context. That's a great idea.
00:28:54.305 --> 00:28:59.221 So also to your point there Kyle, like I have a scenario
00:28:59.221 --> 00:29:00.515 with JBM where.
00:29:01.435 --> 00:29:07.357 We incur massive additional labor and schedule extensions
00:29:07.357 --> 00:29:13.688 due to what I candidly believe is incompetence on the part of
00:29:13.688 --> 00:29:19.814 their internal development staff. They can't do a thing and
00:29:19.814 --> 00:29:24.205 so it changes our work and and extend and.
00:29:24.975 --> 00:29:30.130 I've never called anybody incompetent in a call and I have
00:29:30.130 --> 00:29:35.634 never referenced incompetence in meeting notes. Right? Nothing
00:29:35.634 --> 00:29:40.265 that's client facing. But I do do maintain notes on.
00:29:41.915 --> 00:29:45.849 Like on an internal basis, that would for instance be in
00:29:45.849 --> 00:29:50.129 SharePoint or teams where I've said like this is not how they
00:29:50.129 --> 00:29:54.408 should build their endpoint, they should build their endpoint
00:29:54.408 --> 00:29:58.550 such that we can query one and everything we need is there.
00:29:58.550 --> 00:30:02.622 They are unable to do so. So instead of calling 1 endpoint
00:30:02.622 --> 00:30:04.555 we're calling 18 to achieve.
00:30:05.275 --> 00:30:10.111 What should be a single call and all that goes into my meeting
00:30:10.111 --> 00:30:14.871 notes and all that happens in the call itself is I called out
00:30:14.871 --> 00:30:18.786 that root, you know, historically on most projects
00:30:18.786 --> 00:30:23.315 that I've worked on, we would see the endpoints themselves
00:30:23.315 --> 00:30:28.305 customized so that we would have one place to go to retrieve the
00:30:28.305 --> 00:30:32.987 data rather than needing to have a whole series. And can you
00:30:32.987 --> 00:30:36.365 confirm that that your team is not able to?
00:30:37.235 --> 00:30:41.670 Customize your endpoints in that way right, and leave out the
00:30:41.670 --> 00:30:45.962 value judgment that it's it's competent or incompetent, but
00:30:45.962 --> 00:30:50.325 just get a meeting of the minds that they can't do X, and as
00:30:50.325 --> 00:30:52.185 such we will have to do Y.
00:30:53.195 --> 00:30:55.165 Gotcha. More fact than opinion, I like it.
00:30:57.155 --> 00:30:58.415 Yeah, because you know.
00:30:57.305 --> 00:30:58.375 Absolutely, Caroline.
00:30:57.475 --> 00:30:59.045 Beat beat them with facts.
00:30:59.975 --> 00:31:00.445 Yes.
00:30:59.985 --> 00:31:04.393 I mean, going back to that, that notion of like not wanting to be
00:31:04.393 --> 00:31:05.395 too aggressive.
00:31:06.765 --> 00:31:13.064 In terms of tone and language, aggressive can be a thing, but
00:31:13.064 --> 00:31:14.995 facts are stubborn.
00:31:15.955 --> 00:31:16.955 If you just.
00:31:17.665 --> 00:31:19.025 Sit on fact.
00:31:19.655 --> 00:31:24.071 It's not aggressive. People can be offended by facts, but if
00:31:24.071 --> 00:31:28.342 they are, it's likely because they recognize that the path
00:31:28.342 --> 00:31:32.831 that that fat leads to winds up at their doorstep rather than
00:31:32.831 --> 00:31:33.265 yours.
00:31:36.435 --> 00:31:39.448 Absolutely. You're here. Caroline, you've had your hand
00:31:39.448 --> 00:31:41.385 up. Thank you for being so patient.
00:31:40.395 --> 00:31:41.185 Oh yeah.
00:31:42.015 --> 00:31:45.000 Of course. So what I kind of want to also pivot the
00:31:45.000 --> 00:31:48.675 conversation because I feel like this isn't discussed as often.
00:31:49.895 --> 00:31:53.026 Because I love the amount of prep and the amount of notes
00:31:53.026 --> 00:31:56.373 that you put in, but I would love to hear in general, kind of
00:31:56.373 --> 00:31:59.558 like how you stay on top of doing the prep and the wrap up
00:31:59.558 --> 00:32:02.905 afterwards. And maybe if you have any tips or tricks for like
00:32:02.905 --> 00:32:06.360 what you're doing to stay on top of those because it can take a
00:32:06.360 --> 00:32:09.653 lot of time to go into this level of detail for every single
00:32:09.653 --> 00:32:12.837 client. And I know for myself because I do a similar thing
00:32:12.837 --> 00:32:16.130 with all of my tasks on the operations side, I can't imagine
00:32:16.130 --> 00:32:19.423 what it would involve on the client side. So I would love to
00:32:19.423 --> 00:32:20.665 hear kind of like what.
00:32:20.795 --> 00:32:24.820 Tricks you use to stay on top of that? Yeah, using blocking out
00:32:24.820 --> 00:32:27.335 time, of course, is always helpful. So.
00:32:26.185 --> 00:32:26.585 Yep.
00:32:28.575 --> 00:32:34.128 So what I that is one of the benefits that I find to reusing
00:32:34.128 --> 00:32:38.315 my notes. So when I go to make the next week.
00:32:39.035 --> 00:32:41.765 I open the previous meetings.
00:32:42.995 --> 00:32:46.983 And I just changed the dates and I just shifted everything up. So
00:32:46.983 --> 00:32:50.246 let this Sprint becomes last Sprint. And so while the
00:32:50.246 --> 00:32:53.872 document still feels super lengthy, I'm not reinventing the
00:32:53.872 --> 00:32:57.075 wheel and it's not a huge time investment to update.
00:32:58.475 --> 00:33:01.305 Next Sprint based on my expectations.
00:33:02.025 --> 00:33:05.798 And this Sprint based on what actually ended up in Azure and
00:33:05.798 --> 00:33:09.694 to pull PSR probably takes me 15 minutes tops to do this whole
00:33:09.694 --> 00:33:10.065 thing.
00:33:12.305 --> 00:33:12.945 Love it.
00:33:12.905 --> 00:33:16.230 So it's it's not a huge investment of time. And by
00:33:16.230 --> 00:33:20.338 reusing the document, I mean you might be in a situation where
00:33:20.338 --> 00:33:24.576 you don't even have to make that big of a tweak if you're Sprint
00:33:24.576 --> 00:33:28.423 goal has been, you know, the connect sync for products and
00:33:28.423 --> 00:33:32.335 it's now the connect sync for users. It's a word change it.
00:33:32.335 --> 00:33:36.247 Obviously some projects are going to be more in depth edits
00:33:36.247 --> 00:33:37.355 than others, but.
00:33:38.085 --> 00:33:41.425 15 to 30 minutes Max to prep for.
00:33:42.785 --> 00:33:45.756 The next day's meetings, I usually try to do it the day
00:33:45.756 --> 00:33:49.099 before and then I will usually like in the 10 minutes before a
00:33:49.099 --> 00:33:52.495 meeting, try to repull the PSR and rerun the utility real quick
00:33:52.495 --> 00:33:54.565 just to make sure my numbers are good.
00:33:55.955 --> 00:33:58.805 So they do try to do that doesn't always happen. Sometimes
00:33:58.805 --> 00:34:01.799 I do work with the day before his data because I didn't get a
00:34:01.799 --> 00:34:02.765 chance to repull it.
00:34:03.605 --> 00:34:07.545 But yeah, 15 minutes to just tweak last meetings to this
00:34:07.545 --> 00:34:11.415 meeting, I looked for the another line item that's gone
00:34:11.415 --> 00:34:15.631 over in the PSR. If there's anything else that's now in red,
00:34:15.631 --> 00:34:19.640 I add a bullet point and then leave the rest. I keep them
00:34:19.640 --> 00:34:20.055 there.
00:34:21.295 --> 00:34:26.445 In terms of getting stuff in, I try really hard to keep an eye
00:34:26.445 --> 00:34:29.225 on the recording as soon as it's.
00:34:30.125 --> 00:34:32.675 Finished saving. I tried to download it right away.
00:34:34.065 --> 00:34:37.532 So that I have it and then the next time I'm going into
00:34:37.532 --> 00:34:40.875 Basecamp to-do around of stuff and check on messages.
00:34:41.605 --> 00:34:46.223 I throw up the recording, my meeting notes in the PR into the
00:34:46.223 --> 00:34:48.755 client's project that I met with.
00:34:52.595 --> 00:34:53.065 Clint.
00:34:53.035 --> 00:34:56.460 And then ohh sorry, I was gonna say also like for like the wrap
00:34:54.205 --> 00:34:55.595 Oh, go ahead. Yeah.
00:34:56.460 --> 00:34:59.886 up as well afterwards. Like you know I know that you're writing
00:34:59.886 --> 00:35:03.204 your notes as you're going live in front of them, but like if
00:35:03.204 --> 00:35:06.308 you need to make any internal notes for yourself like any
00:35:06.308 --> 00:35:09.145 additional tips, tricks there just because I'm nosy.
00:35:09.935 --> 00:35:13.460 No, sure. And so if I have notes that I don't really want them to
00:35:13.460 --> 00:35:16.611 see me right, I will usually stop my screen share a couple
00:35:16.611 --> 00:35:19.015 minutes before we actually get off the call.
00:35:19.655 --> 00:35:23.831 Umm. And as we're wrapping up, make any notes that I didn't
00:35:23.831 --> 00:35:28.285 want to make right in front of them necessarily live on screen.
00:35:29.765 --> 00:35:31.665 And then I try to take.
00:35:32.855 --> 00:35:35.424 So I tried to personally schedule my meetings for a
00:35:35.424 --> 00:35:38.042 little bit longer than I actually need them. So like
00:35:38.042 --> 00:35:41.105 Tasco is a great example for months now that meeting has only
00:35:41.105 --> 00:35:41.895 been 30 minutes.
00:35:42.615 --> 00:35:45.583 But I left the meeting invitation for an hour. It has
00:35:45.583 --> 00:35:48.990 dual purpose. That client knows that that time is blocked off
00:35:48.990 --> 00:35:52.508 for her. If she ends up wanting it and it has a built in buffer
00:35:52.508 --> 00:35:56.135 for me when that meeting ends in half an hour, I have 30 minutes.
00:35:57.405 --> 00:35:58.195 Do you catch up?
00:35:59.505 --> 00:36:02.209 So you're not gonna always be able to do that. They're gonna
00:36:02.209 --> 00:36:05.002 clients that are gonna need the whole hour. They're gonna take
00:36:05.002 --> 00:36:07.883 the whole thing. And if you gave them an hour and a half, they'd
00:36:07.883 --> 00:36:10.632 take that whole thing. So you can't always use that. But it's
00:36:10.632 --> 00:36:11.075 one trick.
00:36:13.255 --> 00:36:14.915 Right. Thank you. Go ahead, Clinton.
00:36:15.445 --> 00:36:17.285 Is a quick aside, but.
00:36:18.005 --> 00:36:21.335 Daniel showed me this and I asked him, hey, how much do you
00:36:21.335 --> 00:36:24.886 think the rest of the team knows about this? And he's like, uh,
00:36:24.886 --> 00:36:25.885 probably not many.
00:36:27.025 --> 00:36:30.397 The whole downloading the recording thing can take a
00:36:30.397 --> 00:36:34.406 while, and it's often it's like downloading a PSR, right? It's
00:36:34.406 --> 00:36:38.606 it takes up time and I feel like I'm I'm busy. It can be a little
00:36:38.606 --> 00:36:42.805 bit of an annoyance. One way you can do it much quicker is if you
00:36:42.805 --> 00:36:44.205 go to your SharePoint.
00:36:45.055 --> 00:36:48.717 Which usually there's there's this navigation bar. You can hit
00:36:48.717 --> 00:36:52.262 OneDrive over here. It'll take you to this page on my files.
00:36:52.262 --> 00:36:54.645 All your recordings go into this folder.
00:36:55.385 --> 00:37:00.245 And once it loads you can see every single reporting in here.
00:37:00.245 --> 00:37:01.735 I can go then pick.
00:37:03.885 --> 00:37:06.613 And I'll just pick a few examples like storage is just
00:37:06.613 --> 00:37:09.738 one cause. We talked about it, and if there's any other stores
00:37:09.738 --> 00:37:10.135 in here.
00:37:11.385 --> 00:37:15.443 Might be the may not be but either way I can find this one
00:37:15.443 --> 00:37:19.845 and I can select multiple ones, but then I can right click this
00:37:19.845 --> 00:37:21.565 one and then hit move to.
00:37:23.855 --> 00:37:27.543 Then over here, if it's in the quick menu, great. And you can
00:37:27.543 --> 00:37:31.230 also pin these. Otherwise you just go to more places and then
00:37:31.230 --> 00:37:34.145 you would just search through the ones you have.
00:37:34.965 --> 00:37:38.279 Otherwise, once you go here, general recordings, and then
00:37:38.279 --> 00:37:41.649 wherever it needs to go, let's say project recordings move
00:37:41.649 --> 00:37:41.935 here.
00:37:43.295 --> 00:37:46.897 Once it finishes moving, which you can just go off and do
00:37:46.897 --> 00:37:50.562 something else, it'll it'll move itself once it's finished
00:37:50.562 --> 00:37:54.288 moving. Now it's no longer private, you're moving it out of
00:37:54.288 --> 00:37:58.388 your private recordings into the teams recordings. So rather than
00:37:58.388 --> 00:38:02.052 downloading and uploading it, you're just moving it within
00:38:02.052 --> 00:38:05.406 SharePoint, which is significantly faster and you can
00:38:05.406 --> 00:38:07.145 move multiple files at once.
00:38:07.695 --> 00:38:10.615 This is amazing. Ohhh my gosh.
00:38:07.945 --> 00:38:08.695 So.
00:38:08.805 --> 00:38:09.165 Ohh.
00:38:10.125 --> 00:38:10.915 Also.
00:38:10.235 --> 00:38:13.785 Yeah, I do that. I do that all the time already. So helpful.
00:38:13.675 --> 00:38:14.095 And.
00:38:13.945 --> 00:38:16.349 Yeah, it was one of those things where I was like, I didn't know
00:38:15.335 --> 00:38:17.355 Caroline Caroline's like already do that.
00:38:16.349 --> 00:38:17.015 you could do this.
00:38:18.225 --> 00:38:21.463 I was like, I didn't know you can do this. And I was like, how
00:38:21.463 --> 00:38:24.650 much does the team know that they can do this? Is this like a
00:38:24.650 --> 00:38:27.837 thing you've been hiding from me? And he's like, no, I I just
00:38:26.465 --> 00:38:27.215 This a secret.
00:38:27.837 --> 00:38:31.229 don't think we've ever explained it. And I was like, OK, so I did
00:38:31.229 --> 00:38:34.261 want to bring that up because yeah, if you, if you all are
00:38:34.261 --> 00:38:37.294 downloading it, I know 90% of the reason why my recordings
00:38:35.245 --> 00:38:36.395 I mean, you're still.
00:38:37.294 --> 00:38:40.635 don't get uploaded is because I forget to download and reupload.
00:38:41.135 --> 00:38:44.041 I mean, but technically you're still supposed to upload them
00:38:41.395 --> 00:38:41.815 I got.
00:38:44.041 --> 00:38:46.947 into basecamp for the clients, so you still need to download
00:38:46.315 --> 00:38:49.495 Yes, but but I have a hack for that.
00:38:46.947 --> 00:38:47.185 them.
00:38:50.115 --> 00:38:52.105 Ooh, give us all the hacks.
00:38:52.615 --> 00:38:53.205 So.
00:38:55.075 --> 00:39:00.985 OK. So Clint just went there. So let me find the page real quick.
00:38:59.905 --> 00:39:03.380 While you bring that up, though, this is extremely helpful for
00:39:01.715 --> 00:39:02.045 Yeah.
00:39:03.380 --> 00:39:06.744 when I either I I get questions all the time from either the
00:39:06.744 --> 00:39:10.108 developers or what are you guys saying? Ohh do you have this
00:39:10.108 --> 00:39:13.472 recording that happened three months ago from blah blah blah
00:39:13.472 --> 00:39:16.395 when it's only associated with y'all and you haven't
00:39:16.395 --> 00:39:19.815 transferred over to the teams file yet. That's what Clint was
00:39:19.815 --> 00:39:23.234 talking about where you only have access. I can't access that
00:39:23.234 --> 00:39:26.764 anymore. So when I'm trying to track down files, as long as you
00:39:26.764 --> 00:39:30.128 transfer it to the team and everybody on the team has access
00:39:30.128 --> 00:39:33.217 to it, that makes it very beneficial for the rest of us
00:39:33.217 --> 00:39:34.375 when we're trying to.
00:39:34.475 --> 00:39:37.505 Backtrack and go back to those recordings, just as a side note.
00:39:38.195 --> 00:39:41.766 And also as a heads up just for the team to know, we are going
00:39:41.766 --> 00:39:45.167 to have a new operations team member joining on April 10th,
00:39:45.167 --> 00:39:48.455 she part of her role is gonna involve auditing all of the
00:39:48.455 --> 00:39:51.912 teams channels again like we used to do in the past. We used
00:39:51.912 --> 00:39:55.370 to do this huge PM audit and she's one of her tasks is she's
00:39:55.370 --> 00:39:58.884 actually gonna go through all of the project team channels to
00:39:58.884 --> 00:40:02.059 ensure that like recordings, call notes are updated and
00:40:02.059 --> 00:40:05.176 calling that out to you guys just to give reminders as
00:40:05.176 --> 00:40:08.691 needed. So we start using this because we want to stay on top
00:40:08.691 --> 00:40:11.525 of this to help prevent this issue in the future.
00:40:12.415 --> 00:40:16.818 100% as a call out our sales meetings and stuff like that, we
00:40:16.818 --> 00:40:20.085 use our internal zoom account, but zoom will.
00:40:20.745 --> 00:40:24.053 Automatically get rid of recordings after like I think
00:40:24.053 --> 00:40:27.841 three or six months. So if it's something that happened a long
00:40:27.841 --> 00:40:31.510 time ago, having that extra visibility and that extra effort
00:40:31.510 --> 00:40:35.358 towards getting those recordings into teams to immortalize them
00:40:35.358 --> 00:40:38.907 will be extremely beneficial because sometimes you know, I
00:40:38.907 --> 00:40:42.755 try to go back and find him. I'm like ohhhhhh like we have this
00:40:42.755 --> 00:40:46.123 setting because we have too many recordings and it just
00:40:46.123 --> 00:40:49.611 completely just ram rods, our, our storage space and that
00:40:49.611 --> 00:40:51.235 that's really good to know.
00:40:51.295 --> 00:40:53.905 So, heck yeah, of all about that. Sorry.
00:40:55.305 --> 00:40:58.975 So to just jump back to the download question.
00:40:59.575 --> 00:41:03.891 Umm so I used to like really drop the ball on like ohh I
00:41:03.891 --> 00:41:08.358 gotta download it and then I gotta upload it and like that
00:41:08.358 --> 00:41:12.976 was just a pain. And recently when Stephanie wanted to start
00:41:12.976 --> 00:41:13.885 getting the.
00:41:14.705 --> 00:41:18.761 The all of our meeting notes dropped in a channel for her. I
00:41:18.761 --> 00:41:22.684 was like, alright, well, I'm gonna have to do that on more
00:41:22.684 --> 00:41:26.408 documents. And so I actually spent a little bit of time
00:41:26.408 --> 00:41:30.065 looking into how I could streamline and what I did is.
00:41:30.775 --> 00:41:32.705 So right now we're looking at SharePoint.
00:41:33.195 --> 00:41:39.255 Umm and SharePoint is what is underlying the.
00:41:39.955 --> 00:41:44.156 Project files that you see in teams. Teams actually uses
00:41:44.156 --> 00:41:48.653 SharePoint infrastructure for its storage, so you can see it
00:41:48.653 --> 00:41:51.675 in teams, but it's stored in SharePoint.
00:41:52.875 --> 00:41:58.165 And So what I did is go to each of my projects in SharePoint.
00:41:59.505 --> 00:42:00.575 And.
00:42:03.665 --> 00:42:05.045 I clicked sync.
00:42:08.405 --> 00:42:09.435 And now?
00:42:10.935 --> 00:42:11.785 In.
00:42:13.505 --> 00:42:16.305 My local OneDrive.
00:42:17.085 --> 00:42:21.135 I have a sink of every single project.
00:42:22.435 --> 00:42:26.948 And its underlying documents and they just exist for me as if
00:42:26.948 --> 00:42:28.185 they are desktop.
00:42:29.095 --> 00:42:33.121 I can open anything on SharePoint or anything in teams
00:42:33.121 --> 00:42:37.512 directly from my local folder, edit it, save it and it will
00:42:37.512 --> 00:42:41.245 push it back up to SharePoint. And if you do that.
00:42:42.295 --> 00:42:46.148 Like it should get your recordings too, which means that
00:42:46.148 --> 00:42:50.272 the recordings you wouldn't have to individually download if
00:42:50.272 --> 00:42:54.125 you're syncing the parent folder, you would already have
00:42:54.125 --> 00:42:58.384 them and all you would need to do is push them to basecamp and
00:42:58.384 --> 00:43:02.575 then what I started doing from that is I created my own local
00:43:02.575 --> 00:43:06.563 folder that is just templates and temporary files, and any
00:43:06.563 --> 00:43:10.619 time that I put together project status, meeting agenda and
00:43:10.619 --> 00:43:11.025 notes.
00:43:12.355 --> 00:43:16.702 I have my document. When I'm finished with the meeting and
00:43:16.702 --> 00:43:21.122 I've updated the action items essentially at the end of the
00:43:21.122 --> 00:43:25.395 day I can take all of that day's documents, drop them for
00:43:25.395 --> 00:43:29.226 Stephanie in teams, and then I can drag them across
00:43:29.226 --> 00:43:30.405 individually to.
00:43:31.195 --> 00:43:33.985 Meeting notes folders on a per project basis.
00:43:36.145 --> 00:43:38.025 Maybe that's helpful, I don't know.
00:43:40.705 --> 00:43:45.169 And I think I also saw in there that you can share access
00:43:45.169 --> 00:43:45.785 outside.
00:43:46.465 --> 00:43:48.935 Company, I think that's also a possibility, so.
00:43:49.615 --> 00:43:52.415 For uploading to the client, that is also something you can
00:43:52.415 --> 00:43:52.555 do.
00:43:54.425 --> 00:43:55.525 Yeah, that makes good sense.
00:43:56.685 --> 00:44:00.204 Because there is a, it's just you the frustrating part of the
00:44:00.204 --> 00:44:03.779 SharePoint is you have to be in the actual folder otherwise it
00:44:03.779 --> 00:44:06.958 doesn't give you all the options. But there is a manage
00:44:06.958 --> 00:44:07.355 access.
00:44:11.225 --> 00:44:14.406 And I I haven't done through here to optimize and see if this
00:44:14.406 --> 00:44:15.535 can be something that.
00:44:16.455 --> 00:44:18.315 Would be easier for a client but.
00:44:19.795 --> 00:44:23.090 It's harder because you have to do it for every single
00:44:22.915 --> 00:44:24.065 Every individual one.
00:44:23.090 --> 00:44:27.045 individual files. Yeah, and even if you do it for the folder that
00:44:23.645 --> 00:44:27.435 Recording. Yeah. Yeah. I've looked at that too.
00:44:27.045 --> 00:44:30.580 they're all in it for some reason doesn't work for all the
00:44:30.580 --> 00:44:34.355 files in the folder. So it's. I have had to do this for the VA
00:44:31.745 --> 00:44:33.465 Yeah, it's individual files.
00:44:31.825 --> 00:44:32.135 Got it.
00:44:34.355 --> 00:44:37.651 work that we're having done, like with some extra team
00:44:37.651 --> 00:44:40.946 members. And it's it's a huge pain in the tuchus to be
00:44:40.946 --> 00:44:42.025 completely honest.
00:44:45.965 --> 00:44:48.532 Anyways, back to you, Mickey. I'm so sorry I debriefed
00:44:48.532 --> 00:44:49.045 everything.
00:44:48.895 --> 00:44:52.320 No, no, the those are. These are important things. Anything we
00:44:52.320 --> 00:44:55.853 can learn to help each other be able to work more efficiently is
00:44:55.853 --> 00:44:59.387 totally awesome. So full support there. But I I do wanna pick on
00:44:59.387 --> 00:45:02.540 a couple of people. I was instructed that I needed to. So
00:45:02.540 --> 00:45:05.802 not trying to be the bad guy, but I'm gonna start with you.
00:45:05.802 --> 00:45:09.172 Amy, can you go into your base camp and share your screen and
00:45:09.172 --> 00:45:11.945 show us some meeting notes, recordings, et cetera.
00:45:13.015 --> 00:45:13.855 Yes.
00:45:15.215 --> 00:45:16.485 You one second.
00:45:24.705 --> 00:45:26.275 Can you use handy as an example?
00:45:31.445 --> 00:45:35.170 Umm, OK, because it's just, uh, you made it. Just talk about it
00:45:35.170 --> 00:45:38.779 or you have something specific that you're reminding me to go
00:45:38.355 --> 00:45:41.425 Let's say if if you don't mind, would you show us your notes?
00:45:38.779 --> 00:45:39.245 through.
00:45:42.055 --> 00:45:42.565 Yeah.
00:45:43.425 --> 00:45:46.622 So we had a meeting today at noon, like a little 15 minute
00:45:46.622 --> 00:45:50.089 meeting. And what I like to do immediately after cause at least
00:45:50.089 --> 00:45:53.448 right now for the most part, I don't really have back-to-back
00:45:53.448 --> 00:45:56.916 meetings because I know you got a lot of you guys do and that's
00:45:56.916 --> 00:46:00.383 where sometimes like recordings, like I've heard you guys like,
00:46:00.383 --> 00:46:03.634 well, I forget I don't because I'm like if I forget this, I
00:46:03.634 --> 00:46:04.555 will hate myself.
00:46:05.695 --> 00:46:09.611 It's So what I always do is like I'll clean up my notes and like,
00:46:09.611 --> 00:46:13.409 as soon as the call ends, I go into the actual meeting like the
00:46:13.409 --> 00:46:13.765 teams.
00:46:14.465 --> 00:46:17.214 Kind of like Chad from that meeting and as soon as it's
00:46:17.214 --> 00:46:20.160 done, the recording shows up there. I'll, I'll click on it.
00:46:20.160 --> 00:46:22.860 So it opens up like in the like the SharePoint link, I
00:46:22.860 --> 00:46:25.708 immediately will move it to the the right folder. So it's
00:46:25.708 --> 00:46:28.654 sitting in the correct teams folder and make sure I checked
00:46:28.654 --> 00:46:31.894 the little check box, so whoever is on the call can view it after
00:46:31.894 --> 00:46:32.385 I move it.
00:46:34.145 --> 00:46:37.143 And then at that, while that's like downloading and I'm trying
00:46:37.143 --> 00:46:39.951 to do that, I will review the recording like the what's it
00:46:39.951 --> 00:46:42.664 called the transcript on the side, there was something I
00:46:42.664 --> 00:46:45.472 missed or like something I needed to add to the notes if I
00:46:45.472 --> 00:46:48.422 couldn't type it in while I was sharing my screen. So I'll do
00:46:48.422 --> 00:46:49.755 that that like concurrently.
00:46:50.535 --> 00:46:51.765 But let's look at this.
00:47:03.785 --> 00:47:04.135 OK.
00:47:05.985 --> 00:47:09.076 Some I always like to start with the hours balance like just to
00:47:09.076 --> 00:47:12.216 be like, OK, let's give a give a full overview. Where are we at?
00:47:12.216 --> 00:47:13.375 What have we use so far.
00:47:15.155 --> 00:47:18.121 What? And then I this one too. I I like to just break it down
00:47:18.121 --> 00:47:21.135 because we're in UAT and they just paid a change request. So I
00:47:21.135 --> 00:47:22.905 just wanna make sure that they know.
00:47:23.775 --> 00:47:25.505 What hours are being spent where?
00:47:26.305 --> 00:47:29.408 So I kind of broke it down by like, here's the two tasks that
00:47:29.408 --> 00:47:32.461 we had. This is how much was spent on each task here so much
00:47:32.461 --> 00:47:35.613 I spent on PM and then letting them know that once this Sprint
00:47:35.613 --> 00:47:37.215 ends, I will post a PR for that.
00:47:37.995 --> 00:47:40.802 And then I always be sure, like once I ramble through this part,
00:47:40.802 --> 00:47:41.795 I'm like any questions?
00:47:42.525 --> 00:47:45.282 And then for the most part, what since I've been trying to do
00:47:45.282 --> 00:47:48.084 this, when I get to this point, most of the time they're like,
00:47:48.084 --> 00:47:50.575 no, that makes sense. And then I'm like, who? OK, cool.
00:47:51.725 --> 00:47:52.295 So.
00:47:53.135 --> 00:47:56.770 I'll do that and then latest changes kind of like the latest
00:47:56.770 --> 00:47:57.425 updates of.
00:47:58.035 --> 00:48:01.317 Because our last week's meeting got cancelled, which actually it
00:48:01.317 --> 00:48:04.195 it should just be biweekly anyway. But we have it set up
00:48:04.195 --> 00:48:05.205 weekly just in case.
00:48:06.635 --> 00:48:07.845 We have updates to give.
00:48:08.465 --> 00:48:11.825 But the latest updates from there and then I really like
00:48:11.825 --> 00:48:15.302 this client. They're very like they like my jokes and they
00:48:15.302 --> 00:48:19.074 think I'm funny. So I like to be fun and put little faces. So I
00:48:19.074 --> 00:48:22.493 was like, here's some good news. I put screenshot of what
00:48:22.493 --> 00:48:26.147 Scarlett had sent me to. The problem with this beforehand was
00:48:26.147 --> 00:48:29.919 at this sync was taking almost a week to do a full run through.
00:48:29.919 --> 00:48:33.632 So we had switched it to do the SQL read only access for it to
00:48:33.632 --> 00:48:37.287 read from there instead. And it's actually was way faster. So
00:48:37.287 --> 00:48:39.055 they're very happy about this.
00:48:39.535 --> 00:48:41.980 So just some screen, a screenshot for the actual
00:48:41.980 --> 00:48:45.075 context broke it down and then literally 5 minutes before our
00:48:45.075 --> 00:48:48.119 meeting started, Scarlett pinged me, so I just threw that in
00:48:48.119 --> 00:48:50.165 there real fast. Like here's what it is.
00:48:52.145 --> 00:48:52.615 Umm.
00:48:53.855 --> 00:48:56.639 Broke it down of like, OK, here's here's how we're gonna go
00:48:56.639 --> 00:48:59.331 for UAT testing now. Like you, space camp. Here's the UAT
00:48:59.331 --> 00:49:02.115 bucket. Put the to DOS in there. That way I can track them.
00:49:03.095 --> 00:49:05.816 And then like this part, the meeting notes, I didn't really
00:49:05.816 --> 00:49:08.763 type anything out while we were talking, but as soon as the call
00:49:08.763 --> 00:49:11.666 ended, I just typed out what I had remembered. Here's the notes
00:49:11.666 --> 00:49:14.613 that we took during the meeting or like the important part. So I
00:49:14.613 --> 00:49:15.475 put those in there.
00:49:16.675 --> 00:49:20.135 Then some questions that were asked what the answer was.
00:49:20.845 --> 00:49:23.425 Kind of broke that down and then action items.
00:49:25.275 --> 00:49:28.414 You tastic so I wanna put call out two great points that you
00:49:28.414 --> 00:49:31.089 made there that I think are really awesome. #1, the
00:49:31.089 --> 00:49:34.074 transcript is your friend? Absolutely. I utilize that all
00:49:33.895 --> 00:49:34.405 Yes.
00:49:34.074 --> 00:49:37.315 the time when even just while they're talking. I'm like, wait,
00:49:37.315 --> 00:49:40.454 what did they just say? I can take a peek and be like, did I
00:49:40.454 --> 00:49:43.644 get those words right? Did I, like? Did I hear what was going
00:49:43.644 --> 00:49:46.835 on correctly and afterwards? Equally as much, you know, like,
00:49:46.835 --> 00:49:50.128 if you're like, OK, I need to go back through and, like, really
00:49:50.128 --> 00:49:53.112 make sure I hammer in my understanding of where they were
00:49:53.112 --> 00:49:55.685 going there. Reading the transcript is fantastic.
00:49:56.665 --> 00:49:58.485 Second thing, I wanna call it.
00:49:57.115 --> 00:49:58.685 Yes. No, it's definitely helpful.
00:49:59.355 --> 00:50:02.775 Yeah. Did you and and Amy, if you have more to say please.
00:50:04.385 --> 00:50:05.395 No, no, go ahead. Go ahead.
00:50:05.675 --> 00:50:06.385 OK.
00:50:07.715 --> 00:50:12.132 And the other thing I wanna call it out call out there is know
00:50:12.132 --> 00:50:16.269 your client what Amy is doing here knowing that her client
00:50:16.269 --> 00:50:19.635 gets her, thinks she's funny, enjoys her jokes.
00:50:20.435 --> 00:50:22.635 That is fantastic. Not just that.
00:50:23.315 --> 00:50:26.855 They feel that way about you, Amy, but that you acknowledge it
00:50:26.855 --> 00:50:30.451 and you utilize it to make the relationship more warm. And this
00:50:30.451 --> 00:50:34.103 is something that I I brought up in another conversation earlier
00:50:34.103 --> 00:50:34.665 this week.
00:50:35.525 --> 00:50:39.892 Our role is really the warm hand in this process. The whole
00:50:39.892 --> 00:50:43.967 project, you know, custom development, this whole thing
00:50:43.967 --> 00:50:47.897 can be messy. It can be frustrating and we are really
00:50:47.897 --> 00:50:49.935 there to be the bright spot.
00:50:57.495 --> 00:50:58.405 The warm hand.
00:50:58.465 --> 00:51:00.255 Present yourself to.
00:51:01.085 --> 00:51:01.575 You know.
00:51:02.455 --> 00:51:04.185 Work with that and roll with that.
00:51:04.915 --> 00:51:07.978 It's just it's fantastic and thank you and me for turning on
00:51:07.978 --> 00:51:09.785 your calendar camera and saying hi.
00:51:10.655 --> 00:51:11.865 My little tiny hand.
00:51:13.305 --> 00:51:13.895 Yes.
00:51:15.825 --> 00:51:19.548 Alright, fantastic. So I will move on to somebody else. Clint,
00:51:19.548 --> 00:51:23.035 would you be willing to show us one of your meeting notes?
00:51:26.685 --> 00:51:29.615 Yeah, sure. Give Me 2 seconds that I could pull something up.
00:51:30.295 --> 00:51:30.815 All right.
00:51:31.135 --> 00:51:31.735 I have.
00:51:32.525 --> 00:51:34.405 What I put in there?
00:51:35.405 --> 00:51:37.875 In the client call notes section.
00:51:39.415 --> 00:51:40.845 Girl, we see which one.
00:51:46.905 --> 00:51:50.980 Yeah, this was like a very simple one. I don't go quite in
00:51:50.980 --> 00:51:55.055 as much detail, I I fear, but a lot of my projects are in.
00:51:56.255 --> 00:51:59.575 Which I guess it's the same for handy, but user acceptance
00:51:59.575 --> 00:52:03.176 testing. So we had a number of questions ahead of the call that
00:52:03.176 --> 00:52:06.553 we wanted to dive into really wasn't that long of the call,
00:52:06.553 --> 00:52:09.929 but we wanted to review the latest updates on price groups,
00:52:09.929 --> 00:52:13.418 which we had a number of screen caps provided from the client
00:52:13.418 --> 00:52:16.906 that we wanted to go over. And then we had recently completed
00:52:16.906 --> 00:52:20.170 the inventory warehousing. However, there was a number of
00:52:20.170 --> 00:52:23.659 questions around price groups and also how syspro was mapping
00:52:23.659 --> 00:52:26.135 their addresses, which at first we thought.
00:52:26.225 --> 00:52:29.539 We had it mapped improperly. Come to find out that they
00:52:29.539 --> 00:52:33.386 acknowledged they didn't have it mapped properly. Then I include
00:52:33.386 --> 00:52:37.055 the answers to those questions over here as well as review of
00:52:37.055 --> 00:52:40.605 the workflow. What was the output of that? I mentioned that
00:52:40.605 --> 00:52:44.215 there was a new to do around this request for parameters for
00:52:44.215 --> 00:52:47.943 their manual process and then I always bold and state who it's
00:52:47.943 --> 00:52:51.435 for. So action item for WINCO it's a little bit different.
00:52:52.535 --> 00:52:56.425 Then how to somebody added this afterwards? I think it was
00:52:56.425 --> 00:53:00.646 Jeremy so a little bit different than how y'all do it because I
00:53:00.646 --> 00:53:04.800 know it's like clarity and then afterwards and then the client
00:53:04.800 --> 00:53:09.086 acronym afterwards I just do it this way cuz bolding it makes it
00:53:09.086 --> 00:53:13.174 easier for me to catch it and see what happens. But generally
00:53:13.174 --> 00:53:17.329 after by meeting I'll go in and I've done this already, update
00:53:17.329 --> 00:53:21.285 the to DOS in Basecamp, I use the to DOS in Basecamp as my.
00:53:21.925 --> 00:53:25.746 Is my way to keep track of everything. This is a relatively
00:53:25.746 --> 00:53:29.631 quick meeting. I think it was just 20 minutes, but this is a
00:53:29.631 --> 00:53:30.395 general but.
00:53:31.565 --> 00:53:33.305 And it varies from project to village act.
00:53:31.995 --> 00:53:32.785 I have to say.
00:53:34.185 --> 00:53:37.364 I love the fact that you had your action item in your notes
00:53:37.364 --> 00:53:40.543 with like context around it like where it took place in the
00:53:40.543 --> 00:53:43.616 meeting and then you also dragged it down to the separate
00:53:43.616 --> 00:53:45.735 section. I think that's really awesome.
00:53:44.555 --> 00:53:45.045 Yeah.
00:53:46.055 --> 00:53:49.264 I have to do that because otherwise I'm I'll come back to
00:53:49.264 --> 00:53:52.584 my notes and billing. What was this about? What's going on,
00:53:52.584 --> 00:53:55.848 what's you know and it just makes it. And that's generally
00:53:55.848 --> 00:53:59.445 how I do it. I don't always set up the action item section if it
00:53:59.445 --> 00:54:02.986 isn't already set up. So that's my bad. But the rest is usually
00:54:02.986 --> 00:54:06.305 like, here's the context of what's happening. And I usually
00:54:06.305 --> 00:54:09.183 indent to indicate that something is related to the
00:54:09.183 --> 00:54:12.336 thing that came before it. And then just the action item
00:54:12.336 --> 00:54:12.945 afterwards.
00:54:14.125 --> 00:54:17.481 And usually again, once you complete this, we have to then
00:54:14.755 --> 00:54:15.205 I thought.
00:54:17.481 --> 00:54:21.122 go back into Basecamp and update the todos, cause I used to DOS
00:54:21.122 --> 00:54:21.805 religiously.
00:54:23.765 --> 00:54:26.453 And just as a side note, you're able to if you ever leave
00:54:26.453 --> 00:54:29.095 comments in here, I don't know if anybody who knew this.
00:54:29.755 --> 00:54:32.681 Worked this way, but if you leave comments you can at
00:54:32.681 --> 00:54:36.148 anybody in our SharePoint and as soon as you at them there is a
00:54:36.148 --> 00:54:39.616 box that pops up in the comment window that says assign task to
00:54:39.616 --> 00:54:42.812 this person and you can just click their name and it sends
00:54:42.065 --> 00:54:42.465 Who?
00:54:42.812 --> 00:54:46.009 them an e-mail to where they know exactly what part of the
00:54:46.009 --> 00:54:49.476 document you referenced them in. What you were asking. They can
00:54:49.476 --> 00:54:52.889 look at exactly what you know you were talking about and it it
00:54:52.889 --> 00:54:55.165 kind of streamlines that process as well.
00:54:58.985 --> 00:55:00.075 Very, very cool.
00:55:00.875 --> 00:55:01.495 That's awesome.
00:55:03.035 --> 00:55:06.898 All right. Next Trenton, would you be willing to show us one of
00:55:06.898 --> 00:55:08.045 your meeting notes?
00:55:08.825 --> 00:55:09.445 Sure, sure.
00:55:10.985 --> 00:55:11.815 One second.
00:55:16.305 --> 00:55:19.935 OK so here are my notes from GFS yesterday.
00:55:20.015 --> 00:55:20.355 Uh.
00:55:21.595 --> 00:55:25.754 Was just normally scheduled as a standard biweekly project check
00:55:25.754 --> 00:55:29.529 in, but they reached out and mentioned that they wanted to
00:55:29.529 --> 00:55:33.368 start moving forward on the site. Upgrade that they've that
00:55:33.368 --> 00:55:37.527 we've kind of been shelving for a little bit while we dealt with
00:55:37.527 --> 00:55:38.615 some other stuff.
00:55:40.785 --> 00:55:45.097 So and mine also are not as detailed as amyx's Amy. That was
00:55:45.097 --> 00:55:49.126 incredible and extremely meticulous, and I would like to
00:55:49.126 --> 00:55:53.013 strive for that. So obviously there's there's room for
00:55:53.013 --> 00:55:54.215 improvement here.
00:55:55.775 --> 00:55:59.145 But I I'd start by putting the main thing first.
00:55:59.485 --> 00:56:02.415 Umm so that whenever this does go to a client.
00:56:03.005 --> 00:56:06.287 Uh, you know, I want the first thing that that they see to be
00:56:06.287 --> 00:56:09.569 the most important thing that we're discussing, which in this
00:56:09.569 --> 00:56:10.945 case was the site upgrade.
00:56:11.975 --> 00:56:15.649 Uh, and then I also wanted to use some of this time for
00:56:15.649 --> 00:56:19.651 discussing some of the things that we would normally discuss
00:56:19.651 --> 00:56:21.685 in a standard biweekly meeting.
00:56:23.395 --> 00:56:26.965 So we had done an audit and I wanted to to walk them through
00:56:26.965 --> 00:56:30.594 the results basically and asked them a couple of questions on
00:56:30.594 --> 00:56:33.755 some customizations that they have on their old site.
00:56:34.505 --> 00:56:37.304 See if they want to bring those over to the new site and those
00:56:37.304 --> 00:56:38.815 specifically are called out here.
00:56:41.235 --> 00:56:43.648 And then checking on the functionality of their
00:56:43.648 --> 00:56:44.905 certificates of analysis.
00:56:46.445 --> 00:56:49.878 And going through just some, some little stuff that was, you
00:56:49.878 --> 00:56:51.285 know, progress wise that.
00:56:53.105 --> 00:56:55.245 That is, that's been accomplished since the last time
00:56:55.245 --> 00:56:56.355 we spoke a couple weeks ago.
00:57:01.465 --> 00:57:02.845 Net on the notes part.
00:57:02.215 --> 00:57:02.815 All right, now.
00:57:03.825 --> 00:57:04.225 Go ahead.
00:57:03.865 --> 00:57:04.215 Go ahead.
00:57:05.165 --> 00:57:08.215 No, no, no. I'll wait. You complete your presentation.
00:57:06.815 --> 00:57:07.145 OK.
00:57:08.725 --> 00:57:10.075 On the notes part.
00:57:10.985 --> 00:57:14.371 Uh, it could use clean up afterwards because when I'm
00:57:14.371 --> 00:57:18.070 typing these out, it does come off a little bit. The way I
00:57:18.070 --> 00:57:22.146 describe it is a little bit mad scientists because I'm trying to
00:57:22.146 --> 00:57:24.905 type it out as quickly as they're speaking.
00:57:25.665 --> 00:57:30.435 And so it it comes, some of it just comes out a little bit
00:57:30.435 --> 00:57:34.235 gibberish if you don't have the context of it.
00:57:37.055 --> 00:57:40.798 And then I also include things like these right here, where
00:57:40.798 --> 00:57:44.665 actually stuff that I had to send to the client specifically.
00:57:46.105 --> 00:57:49.981 There were some blockers that we had and he wanted the context
00:57:49.981 --> 00:57:53.796 for exactly what it was that we were asking for. So I set him
00:57:53.796 --> 00:57:54.165 those.
00:57:56.625 --> 00:58:00.096 So I'll I'll include stuff in my notes that if they're like, oh,
00:58:00.096 --> 00:58:03.087 we need this or what is that, can you give us some more
00:58:03.087 --> 00:58:04.155 information on that?
00:58:05.315 --> 00:58:08.331 So like I I showed them this and I read it off to them and I was
00:58:08.331 --> 00:58:11.255 like, I'll, I'll include it in the notes and I'll also send it
00:58:11.255 --> 00:58:11.765 separately.
00:58:18.685 --> 00:58:21.115 Caroline, I would say you can go ahead and go first.
00:58:22.605 --> 00:58:26.951 OK. Yeah. So one thing that I used to do in one of my previous
00:58:26.951 --> 00:58:31.366 roles for meeting notes to help with that context and help them
00:58:31.366 --> 00:58:35.229 be a little bit more like less mad scientists is I will
00:58:35.229 --> 00:58:39.299 literally copy the agenda and use that as like my starting
00:58:39.299 --> 00:58:43.300 template for my notes and then just kind of create bullet
00:58:43.300 --> 00:58:47.852 points under each topic as we're moving through. So like have the
00:58:47.852 --> 00:58:51.853 first line as like discuss new site work and document any
00:58:51.853 --> 00:58:53.095 desired additions.
00:58:53.175 --> 00:58:57.313 And then underneath that bullet point, create a new series of
00:58:57.313 --> 00:59:01.184 bullet points going over any notes that are discussed. So
00:59:01.184 --> 00:59:02.185 yeah. And then.
00:59:03.955 --> 00:59:07.359 So then yeah, like we would want to move forward the site
00:59:07.359 --> 00:59:10.938 upgrade, I have a feeling that would probably be part of the
00:59:10.938 --> 00:59:14.518 new desired additions and that will help kind of provide the
00:59:14.518 --> 00:59:18.156 context of what was the topic that was discussed and what was
00:59:18.156 --> 00:59:20.445 coming, like what's stirred that note.
00:59:21.355 --> 00:59:24.647 That's typically what I like to use a little bit to help kind of
00:59:24.647 --> 00:59:27.837 organize it a little bit more, at least like while I'm talking
00:59:27.837 --> 00:59:30.926 with them and writing the notes in front of them. And then I
00:59:30.926 --> 00:59:34.167 have also heard Stephanie Clint say this a billion times, like,
00:59:34.167 --> 00:59:37.256 feel free to tell them. Like, let me take a second to, like,
00:59:37.256 --> 00:59:39.991 make sure I write this down accurately. And if you're
00:59:39.991 --> 00:59:42.928 sharing your screen, they're everyone's usually more than
00:59:42.928 --> 00:59:46.068 happy to sit there and watch. I do it for my OPS reviews. You
00:59:46.068 --> 00:59:49.157 guys are all aware. And I don't think any of you have gotten
00:59:49.157 --> 00:59:50.575 frustrated at me for taking.
00:59:51.085 --> 00:59:52.935 An extra beat to write out notes.
00:59:53.715 --> 00:59:54.045 Mm-hmm.
00:59:54.925 --> 00:59:58.417 And Trenton, I I see you struggling there a little bit.
00:59:57.535 --> 00:59:58.495 Yeah.
00:59:58.417 --> 01:00:02.407 If you just put your cursor by the word we and just push tab it
01:00:02.407 --> 01:00:06.148 should do what you're trying to get it to do. There you go.
01:00:04.215 --> 01:00:09.032 OK, OK. I was. I was going crazy a little bit. I hit the just the
01:00:06.148 --> 01:00:07.395 Yeah, but that is a.
01:00:09.032 --> 01:00:12.755 copy paste command on my keyboard and it just kept
01:00:11.785 --> 01:00:12.205 Mm-hmm.
01:00:12.755 --> 01:00:16.185 creating new bullet points and I was like ohh.
01:00:16.835 --> 01:00:18.195 I don't know what's going on here.
01:00:17.155 --> 01:00:17.965 Yep.
01:00:19.535 --> 01:00:23.439 Ohh, but I Caroline that is a fantastic suggestion and then I
01:00:23.439 --> 01:00:27.218 have kind of a leading question and I apologize for that in
01:00:27.218 --> 01:00:30.871 advance. But were there action items for either us or the
01:00:30.871 --> 01:00:32.445 client from this meeting?
01:00:32.675 --> 01:00:36.984 Uh, yes. And the way that I handled those is I put those in
01:00:36.984 --> 01:00:41.436 a sauna. So Clint mentioned he does to DOS on Basecamp. I put
01:00:37.665 --> 01:00:38.045 OK.
01:00:41.436 --> 01:00:45.889 them in a sauna, so I had to DOS to get with Andrew to verify
01:00:45.889 --> 01:00:49.911 that the certificates of analysis code that he had been
01:00:49.911 --> 01:00:54.292 working on had actually been pushed because they did mention
01:00:54.292 --> 01:00:58.816 that it was, you know, details that aren't really important to
01:00:58.816 --> 01:01:03.125 this conversation. But they mentioned it was working on D3.
01:01:03.205 --> 01:01:05.385 365 but not on the site.
01:01:06.555 --> 01:01:07.035 Umm.
01:01:08.805 --> 01:01:13.055 And then there was, uh, following up with.
01:01:15.215 --> 01:01:18.194 Actually I need to follow up again on this. I'm glad we're
01:01:18.194 --> 01:01:19.355 talking about this. Uh.
01:01:20.235 --> 01:01:25.263 Getting somebody to take a look at a D3D365 issue that they're
01:01:25.263 --> 01:01:28.615 having, and I've got the emails for that.
01:01:30.995 --> 01:01:35.264 And then, uh, following up again and uh on the developer
01:01:35.264 --> 01:01:38.185 production account, which is this guy.
01:01:40.175 --> 01:01:44.048 And I think there was a little bit of a misconception on their
01:01:44.048 --> 01:01:44.355 part.
01:01:46.625 --> 01:01:49.888 His one of their one of their main guys wasn't able to be
01:01:49.888 --> 01:01:53.320 there for the the the meeting. We had to talk about this and
01:01:53.320 --> 01:01:53.995 they have a.
01:01:54.775 --> 01:01:58.091 It's a developer account, but this is something different and
01:01:58.091 --> 01:01:59.535 he thought it was the same.
01:02:01.245 --> 01:02:04.183 But we had set the recording and I guess he's not seeing it and
01:02:04.183 --> 01:02:06.295 I've tried to send it a couple of times, but.
01:02:07.715 --> 01:02:10.225 We ended up just sending kind of the fine points of it.
01:02:12.595 --> 01:02:13.065 So.
01:02:14.345 --> 01:02:17.516 Correct me if I'm wrong. Asana. That's internal for us only,
01:02:17.516 --> 01:02:20.895 right? Like a client isn't able to see to DOS for them on there.
01:02:21.595 --> 01:02:24.125 Umm, I don't think so.
01:02:23.975 --> 01:02:24.765 Correct.
01:02:24.715 --> 01:02:28.325 OK, so how do you how are you managing client to do S?
01:02:29.625 --> 01:02:32.365 I just sent them to them right after the meeting.
01:02:33.965 --> 01:02:34.945 Send them.
01:02:36.955 --> 01:02:38.725 I'm sorry, I'm not trying to be dense.
01:02:37.655 --> 01:02:40.595 Uh for for GFS, specifically through e-mail.
01:02:41.435 --> 01:02:43.655 OK. Or did they not have base camp?
01:02:44.515 --> 01:02:47.895 They have a basecamp too that they just never used.
01:02:48.305 --> 01:02:49.235 Ah, OK.
01:02:48.605 --> 01:02:51.743 So ever since I've taken on the project, it's always been
01:02:50.155 --> 01:02:50.745 By the.
01:02:51.743 --> 01:02:52.555 through e-mail.
01:02:53.185 --> 01:02:56.980 By the way, I don't know. I I posted a a link in here earlier.
01:02:53.395 --> 01:02:53.705 OK.
01:02:56.980 --> 01:03:00.475 I don't know how many of you have used Microsoft flows. I
01:03:00.475 --> 01:03:03.909 think it's called Microsoft Power automate now, but they
01:03:03.909 --> 01:03:07.644 have a few things for Asana to Basecamp integrations where as
01:03:07.644 --> 01:03:11.018 soon as you put in A to do to Basecamp it automatically
01:03:08.055 --> 01:03:08.465 Ohh.
01:03:11.018 --> 01:03:12.705 creates a to-do in Basecamp.
01:03:15.035 --> 01:03:15.545 Yeah.
01:03:16.255 --> 01:03:18.645 Yeah. Here, let me grab it really quick.
01:03:17.085 --> 01:03:20.286 I I had been given to understand there was no integration
01:03:18.085 --> 01:03:18.875 Magical.
01:03:20.286 --> 01:03:21.335 available. I'm all.
01:03:20.905 --> 01:03:23.155 Oh no, there are. There are.
01:03:21.525 --> 01:03:23.125 Umm. Love it.
01:03:22.805 --> 01:03:24.055 Oh, this is amazing.
01:03:24.515 --> 01:03:28.261 Here, let me uh post this in the in the chat really quick. That's
01:03:28.261 --> 01:03:31.042 the asana to base camp breakdown. There's also a
01:03:31.042 --> 01:03:33.937 SharePoint to us to Basecamp breakdown which could
01:03:33.937 --> 01:03:37.172 potentially automate your recordings to basecamp, but we
01:03:37.172 --> 01:03:40.408 would have to work around the fact that we have internal
01:03:37.685 --> 01:03:38.195 Who?
01:03:40.408 --> 01:03:43.757 meetings that get into that SharePoint. So that's the only
01:03:43.155 --> 01:03:43.555 Hmm.
01:03:43.757 --> 01:03:47.503 thing there. But yeah, Microsoft Power automate could do a lot of
01:03:47.503 --> 01:03:48.865 this stuff for you guys.
01:03:49.875 --> 01:03:52.235 On this is so cool. Thank you, Kyle.
01:03:56.465 --> 01:03:57.195 Alright.
01:03:58.475 --> 01:03:59.715 Charlie, you're up next.
01:04:05.845 --> 01:04:06.735 Just a second.
01:04:08.635 --> 01:04:11.775 Gonna switch to headset if I'm gonna be talking.
01:04:15.175 --> 01:04:15.715 Alright.
01:04:19.045 --> 01:04:19.435 Yeah.
01:04:21.175 --> 01:04:21.745 That's great.
01:04:27.315 --> 01:04:30.555 Alright, so I'm gonna have to come back to that.
01:04:32.255 --> 01:04:33.245 And.
01:04:34.275 --> 01:04:40.985 From my notes, let's see what we're today's JBM conversation.
01:04:42.335 --> 01:04:43.255 And how did that go?
01:04:58.075 --> 01:05:01.414 Right now I'm having a little bit of a freak out. Ohh there it
01:05:01.414 --> 01:05:04.435 is. I was like I just I like. Did I just dump this file?
01:05:07.985 --> 01:05:09.655 So I am.
01:05:11.665 --> 01:05:16.068 Doing a couple of I do a lot of things differently from what you
01:05:16.068 --> 01:05:18.235 guys all just went through, but.
01:05:19.395 --> 01:05:26.453 But I use the agenda primarily as a list of talking points and
01:05:26.453 --> 01:05:33.175 don't have nearly the amount of detail that you are in are.
01:05:34.045 --> 01:05:34.975 Are including.
01:05:36.455 --> 01:05:42.237 So we went through the point of scope that are currently active
01:05:42.237 --> 01:05:47.387 on the project, talk about project finances. I love that
01:05:47.387 --> 01:05:52.085 idea of putting the bullet points from from the PSR
01:05:52.085 --> 01:05:57.144 directly into this document. Because you're right, like
01:05:57.144 --> 01:06:02.655 people aggressively do not want to talk about PSR's and just
01:06:02.655 --> 01:06:05.185 having the data snapshotted.
01:06:05.285 --> 01:06:08.795 Is is a great way to sort of force that function?
01:06:10.865 --> 01:06:16.475 And then go through the updates. Today's conversation was very
01:06:16.475 --> 01:06:22.264 much sort of a well, the owners of the company, the ambushed the
01:06:22.264 --> 01:06:27.785 meeting, one of whom I'd never met before. And so that pretty
01:06:27.785 --> 01:06:32.772 well took us off the rails in into discussion about the
01:06:32.772 --> 01:06:34.375 impending go live.
01:06:35.945 --> 01:06:39.022 And I hit high levels. I also don't have a recording because
01:06:39.022 --> 01:06:40.535 they won't let me record them.
01:06:41.245 --> 01:06:42.005 Oh geez.
01:06:42.655 --> 01:06:47.625 Yeah, so, so I can't can't go back to that.
01:06:44.645 --> 01:06:45.965 Really, that's weird.
01:06:48.755 --> 01:06:53.153 But I take the high level meeting notes and a thing that
01:06:53.153 --> 01:06:58.015 I've started doing that based on the amount of information you
01:06:58.015 --> 01:07:02.645 guys are capturing, I kind of wanna just embed directly is.
01:07:03.375 --> 01:07:08.284 When I take like when I'm going back and forth with the client
01:07:08.284 --> 01:07:11.245 on updates, changes or specification.
01:07:12.885 --> 01:07:15.325 I'll do a working screen shot.
01:07:16.165 --> 01:07:16.775 Of.
01:07:17.485 --> 01:07:18.625 What the issue is?
01:07:19.285 --> 01:07:22.660 And I save the screenshot so I can put it straight into the
01:07:22.660 --> 01:07:24.235 ticket so that in this case.
01:07:25.805 --> 01:07:26.685 This one.
01:07:27.495 --> 01:07:32.502 That shouldn't be 1600. It should be 160 uh. But if I go
01:07:32.502 --> 01:07:37.245 over to here, this screen shot like this different I.
01:07:38.305 --> 01:07:43.373 Like I'm each one of these is a different ticket and so I mark
01:07:43.373 --> 01:07:45.465 up and I can put notes in.
01:07:46.865 --> 01:07:51.278 To direct the developers on specifics of what we're going to
01:07:51.278 --> 01:07:51.785 change.
01:07:52.175 --> 01:07:57.311 Uh, and this is a different call where I did have, I did have
01:07:57.311 --> 01:08:01.868 recording going so I can make references to the to the
01:08:01.868 --> 01:08:07.004 specific mark in a call where where we can see a a particular
01:08:07.004 --> 01:08:08.495 bit of discussion.
01:08:09.725 --> 01:08:14.161 Right now, for me these exist as separate files, but I kind of
01:08:14.161 --> 01:08:18.526 like the idea of embedding them so that instead of sorting by
01:08:18.526 --> 01:08:22.680 date to find everything that happened in that meeting that
01:08:22.680 --> 01:08:25.285 it's just embedded in a single file.
01:08:26.855 --> 01:08:30.609 That's a fantastic idea. I love that. I also love that you call
01:08:30.609 --> 01:08:31.665 out who was there.
01:08:33.245 --> 01:08:34.285 I like that too.
01:08:33.645 --> 01:08:37.849 I you know, and I have not done that historically, but somebody
01:08:37.849 --> 01:08:42.053 talked about it and it may have been in a reference to all this
01:08:42.053 --> 01:08:44.615 stuff that you just did with rye, but.
01:08:45.995 --> 01:08:50.324 It always kind of figured like what do I care who is there, but
01:08:50.324 --> 01:08:54.518 when someone's coming back to you to say like we did this and
01:08:54.518 --> 01:08:58.442 like, how did we get here and you know, why didn't I know
01:08:58.442 --> 01:09:02.230 about it? To be able to say, well, I don't know why you
01:09:02.230 --> 01:09:06.357 didn't know about it. Because here's the notes. And you were
01:09:06.357 --> 01:09:10.618 in the call and like we talked about it. And so that's frankly
01:09:10.618 --> 01:09:13.595 a newish thing for me because I think that.
01:09:14.705 --> 01:09:17.207 It's one of those things that you don't care when you don't
01:09:17.207 --> 01:09:19.875 care, but damn when it hits the fan later, you wish you had it.
01:09:19.715 --> 01:09:22.775 Hmm. Yeah, that's super. I love that.
01:09:23.565 --> 01:09:24.845 I'm going to I'm going to steal that.
01:09:26.195 --> 01:09:28.145 You know, really. I thought I stole it from you.
01:09:26.215 --> 01:09:26.745 Amy.
01:09:27.655 --> 01:09:30.735 I am no, I've never done that.
01:09:29.675 --> 01:09:32.264 No. Yeah, I was gonna say I wanna steal that, too, cause
01:09:32.264 --> 01:09:35.262 something I try to do as well is like sometimes from at a client.
01:09:32.515 --> 01:09:32.825 Yes.
01:09:35.262 --> 01:09:38.214 Like just one person from their team will join, even though they
01:09:38.214 --> 01:09:40.894 may have like, four or five people that are on the invite.
01:09:40.894 --> 01:09:43.710 So like a minute in, if one or two people are there, I always
01:09:43.710 --> 01:09:46.344 ask, I'll like, look at the people around the invite. I'm
01:09:46.344 --> 01:09:49.160 like, are we expecting so? And so to join or do you think and
01:09:49.160 --> 01:09:52.022 like most times, you're like, oh, no, they're they're well, or
01:09:52.022 --> 01:09:54.611 let me poke into their office and see where they are and
01:09:54.611 --> 01:09:57.427 always wait. Cuz I'm like, if that person needs to be here to
01:09:57.427 --> 01:10:00.061 hear this information, I'd rather than be here instead of
01:10:00.061 --> 01:10:01.015 like, miss something.
01:10:01.315 --> 01:10:03.381 And it comes back on me. Like, where did that come from? And
01:10:03.381 --> 01:10:03.855 I'm like well.
01:10:04.465 --> 01:10:07.174 I thought you'd be in the meeting, but you weren't so. But
01:10:07.174 --> 01:10:09.974 I tried to do that, but I like this too, of, like, literally
01:10:09.974 --> 01:10:12.545 documenting the peoples names like this is who is here.
01:10:13.215 --> 01:10:15.629 So you heard this information, so don't tell me that you
01:10:15.629 --> 01:10:15.925 didn't.
01:10:17.575 --> 01:10:21.541 Yes. And I mean I just the thought that skitter through my
01:10:21.541 --> 01:10:22.885 mind a great way to.
01:10:22.965 --> 01:10:26.299 I skip a step there. Amy is if you create that note in your
01:10:26.299 --> 01:10:29.577 biweekly to start off with like say, you know there's five
01:10:29.577 --> 01:10:33.023 people from their team that are on the invite, start off with
01:10:33.023 --> 01:10:36.579 all five of their names written there before you can get in the
01:10:36.579 --> 01:10:40.191 call and then you have it right in front of you and you can say,
01:10:40.191 --> 01:10:43.636 hey, I'm seeing Mike and Chris, but I don't see Mark and John
01:10:43.636 --> 01:10:47.081 are Mark and John joining us. And when somebody says, oh, no,
01:10:47.081 --> 01:10:49.915 they're not, you can just delete them right there.
01:10:50.625 --> 01:10:52.635 Yeah, OK. Yeah, noted.
01:10:53.795 --> 01:10:57.185 I'm I'm absolutely stealing that one. Alright, thank you
01:10:57.185 --> 01:11:00.931 everybody. I really appreciate you being willing to share what
01:11:00.931 --> 01:11:04.499 you're doing so we can steal good ideas and we can all grow
01:11:04.499 --> 01:11:07.235 together. I am going to ask that everyone do.
01:11:07.965 --> 01:11:10.275 At bare minimum, one thing.
01:11:11.145 --> 01:11:14.695 Let's all add that PSR data moving forward.
01:11:16.205 --> 01:11:17.115 Where we're at.
01:11:18.135 --> 01:11:22.374 If you can do where you're headed, what your plan is great,
01:11:22.374 --> 01:11:23.505 but at least do.
01:11:24.585 --> 01:11:29.354 Where the the bow hours balance is and a running list of things
01:11:29.354 --> 01:11:30.845 that have gone over.
01:11:31.755 --> 01:11:35.190 I say let's all do that. Those things and then just as a
01:11:35.190 --> 01:11:38.685 general rule, let's try to include as much information as
01:11:38.685 --> 01:11:42.481 we can moving forward as much context data and the other final
01:11:42.481 --> 01:11:46.036 thing is no matter what way you're doing it, find a way to
01:11:46.036 --> 01:11:49.712 make your action items really clear. You want to use cleanse
01:11:49.712 --> 01:11:53.508 method of bolding them within your notes itself. Great. If you
01:11:53.508 --> 01:11:57.063 want to have a separate category at the bottom that has it
01:11:57.063 --> 01:12:00.920 written out great, you want to put them in Basecamp as a follow
01:12:00.920 --> 01:12:02.185 up. That's great too.
01:12:02.365 --> 01:12:05.291 But we really need to be making sure that our action items for
01:12:05.291 --> 01:12:05.755 ourselves.
01:12:06.685 --> 01:12:09.978 And for our clients, our exceptionally clear, so those
01:12:09.978 --> 01:12:13.870 are the two absolute must haves moving forward. PSR information,
01:12:13.870 --> 01:12:16.085 make your action items really clear.
01:12:16.915 --> 01:12:19.105 Can I have a here here from everyone in the room?
01:12:19.985 --> 01:12:21.735 Here, here, here, here.
01:12:20.325 --> 01:12:23.135 Yes, yes.
01:12:21.025 --> 01:12:21.605 They're here.
01:12:21.155 --> 01:12:21.665 You're here.
01:12:22.875 --> 01:12:25.475 Thank you, Clint.
01:12:24.495 --> 01:12:27.005 I am here to be enthusiastic, OK.
01:12:28.015 --> 01:12:30.345 I expect to see those in your meeting, though. It's Caroline.
01:12:28.495 --> 01:12:29.015 Sir.
01:12:31.455 --> 01:12:32.785 First, Stephanie.
01:12:31.675 --> 01:12:33.025 I mean action items.
01:12:33.915 --> 01:12:36.225 Yes, sorry glint.
01:12:35.145 --> 01:12:40.662 Yeah, your needs reallocation. Done. Get your EP time logs done
01:12:40.662 --> 01:12:45.834 and get your invoicing notes done ideally. Also you include
01:12:45.834 --> 01:12:46.955 the speckles.
01:12:47.795 --> 01:12:49.785 In that has. That is also due today.
01:12:50.715 --> 01:12:51.805 The please get that done.
01:12:51.375 --> 01:12:52.245 Sir. Yes, Sir.
01:12:54.615 --> 01:12:59.126 Making sure everybody heard it, but it's on the recording. So if
01:12:57.625 --> 01:12:59.935 Yes, everybody thumbs up.
01:12:59.126 --> 01:13:00.445 Stephanie asked me.
01:13:01.585 --> 01:13:05.095 Don't tell me what to do, Clint. You're not my supervisor.
01:13:01.635 --> 01:13:02.875 She knows I tried.