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| Microsoft Teams, Sharepoint, OneDrive, Easy Projects, Clarity Dashboard | Ben Swindle | Onboarding video discussion centered around the best practices for sharing files within the company. | 52:33 | #BestPractices, #FileSharing, #Onboarding, #NewHireOnboarding, #ClarityNewHire | N/A | Filesharing_BestPractices_AutoGeneratedCaption.txt |00:00:05.430 --> 00:00:09.566 - Uh, we had a network share drive, right? Just like many 00:00:09.566 --> 00:00:14.078 - companies do, right? We had a shared drive that was a file 00:00:14.078 --> 00:00:19.342 - share on one of our servers that was used for years and years and 00:00:19.342 --> 00:00:23.102 - years for like sales, marketing. Even project managers would use. 00:00:23.102 --> 00:00:27.614 - It's where all the old client files used to live. But since 00:00:27.614 --> 00:00:31.374 - we're using Office 365 modern experience, which is like the 00:00:31.374 --> 00:00:34.006 - SharePoint modern experience, the idea is that. 00:00:34.090 --> 00:00:38.278 - Using team files to manage instead of a like a file share. 00:00:38.278 --> 00:00:42.117 - So, uh, you've probably already seen how like inside of each 00:00:42.117 --> 00:00:47.003 - team up like if you'll go in a click on teams over there and 00:00:47.003 --> 00:00:50.842 - let's take a look at like the clarity ventures channel there. 00:00:50.842 --> 00:00:54.681 - So you'll see you've got the clarity ventures team and then 00:00:54.681 --> 00:00:58.171 - underneath that you have several channels, right? Yeah, so the 00:00:58.171 --> 00:01:02.359 - idea is that teams are kind of generally broke down by either 00:01:02.359 --> 00:01:06.198 - Department or project. So every project will have its own team 00:01:06.198 --> 00:01:07.245 - channel as well. 00:01:07.260 --> 00:01:08.500 - And then the channels. 00:01:09.000 --> 00:01:13.928 - Are a specialized content and inside of each one of those 00:01:13.928 --> 00:01:17.512 - channels there are five files section that is. 00:01:18.090 --> 00:01:22.180 - Also stored in SharePoint and can be synchronized with one 00:01:22.180 --> 00:01:27.088 - drive so that, uh, you're able to, um, manage your files using 00:01:27.088 --> 00:01:31.996 - Finder. Since you're on a Mac, I just noticed instead of, instead 00:01:31.996 --> 00:01:36.495 - of having to like 'cause, it's kind of cumbersome to manage 00:01:36.495 --> 00:01:38.540 - your files from inside here, 00:01:38.540 --> 00:01:42.990 - right? So, uh, you know we we would, uh, once we get that 00:01:42.990 --> 00:01:47.010 - hooked up with one drive, you'll see it's just like the normal 00:01:47.010 --> 00:01:49.020 - drag and drop feel that you're 00:01:49.020 --> 00:01:52.876 - used to. So that's great. So since you're on that, not 00:01:52.876 --> 00:01:56.660 - everyone is on the sales and marketing team. So let's create 00:01:56.660 --> 00:02:00.100 - a channel that we can use to start housing training 00:02:00.100 --> 00:02:03.884 - documentation that the entire team can get too. So yeah, just 00:02:03.884 --> 00:02:06.292 - like that, go ahead and add a 00:02:06.292 --> 00:02:12.156 - channel. Hopefully, uh, you're an owner of this team. OK, and I 00:02:12.156 --> 00:02:14.712 - would just just call it a 00:02:14.712 --> 00:02:18.189 - training. Cool and um. 00:02:19.030 --> 00:02:22.242 - And then yet standard accessible to everyone on the team. Just 00:02:22.242 --> 00:02:25.746 - hit that drop down. Let me see what other privacy options they 00:02:25.746 --> 00:02:28.666 - have. Yep, that's exactly how we want it, so standard. 00:02:29.320 --> 00:02:34.168 - So now, hit, uh, hit the add button. Let's add that Channel. 00:02:35.030 --> 00:02:39.112 - And what this does is it creates this channel. It Have you ever 00:02:39.112 --> 00:02:40.368 - used share point before? 00:02:41.230 --> 00:02:45.845 - Uhm, no, I don't think so. OK, no worries. The main thing that 00:02:45.845 --> 00:02:50.815 - we're going to be focused on for now is really just teams and one 00:02:50.815 --> 00:02:55.075 - drive. And uh, and how they work together. So they are all 00:02:55.075 --> 00:02:58.980 - integrated with our Office 365 suite. So now basically you have 00:02:58.980 --> 00:03:02.530 - a file section that was just created for the specialized 00:03:02.530 --> 00:03:06.080 - content that is training material that the team can get 00:03:06.080 --> 00:03:11.285 - too, so. What we need to do now is, uh, it. Go down to where 00:03:11.285 --> 00:03:15.080 - your applications are and see if you have one drive already 00:03:15.080 --> 00:03:19.565 - installed and if you don't, we need to go ahead and add that 00:03:19.565 --> 00:03:19.910 - application. 00:03:19.910 --> 00:03:26.092 - Oh Yep, I see it running up 00:03:26.092 --> 00:03:29.716 - there at the top. OK, good deal. So go ahead and and 00:03:29.716 --> 00:03:32.434 - sign in with your your auntie credentials. It'll be 00:03:32.434 --> 00:03:34.246 - the same as your windows login. 00:03:35.270 --> 00:03:40.626 - I was gonna say say you can change the location of where the 00:03:40.626 --> 00:03:45.982 - one drive folder is, but but it should be fine right there? I 00:03:45.982 --> 00:03:50.514 - think it puts it in your documents so then hit next. 00:03:51.160 --> 00:03:56.214 - And now your one drive is ready to use. Go ahead and open up 00:03:56.214 --> 00:03:59.463 - your clarity ventures folder so this is your own. 00:04:00.420 --> 00:04:06.048 - Personal one drive. Since you are a member of the team, every 00:04:06.048 --> 00:04:11.676 - member of the team that has an Office 365 subscription gets one 00:04:11.676 --> 00:04:17.304 - terabyte of storage. So like for example, I used mine similar to 00:04:17.304 --> 00:04:22.932 - the way that I would use like my documents and pictures folders 00:04:22.932 --> 00:04:28.091 - inside of your user profile in like windows or or Mac. 00:04:28.110 --> 00:04:32.605 - But, uh. That's that's something you can use for whatever, like 00:04:32.605 --> 00:04:37.180 - it. I you can also use it as like a swap space. So if you 00:04:37.180 --> 00:04:41.145 - want to, you know have a file there that you don't want anyone 00:04:41.145 --> 00:04:45.110 - else to see yet that you're working on, and then you want to 00:04:45.110 --> 00:04:48.770 - work on that until you're ready to move it to its final 00:04:48.770 --> 00:04:50.295 - destination. Somewhere in a team 00:04:50.295 --> 00:04:54.414 - channel. It's that can be used for whatever, but it's a TB of 00:04:54.414 --> 00:04:57.901 - storage for for you that everything will be up in the 00:04:57.901 --> 00:05:02.339 - cloud. So um, you don't need a VPN to access this. All you need 00:05:02.339 --> 00:05:06.143 - is Internet access and one drive. There is a way you can 00:05:06.143 --> 00:05:09.947 - get to these files inside of a browser as well using SharePoint 00:05:09.947 --> 00:05:14.385 - and we can go over that later. This the main thing here is just 00:05:14.385 --> 00:05:19.140 - to kind of get you going on this so so that takes care of your 00:05:19.140 --> 00:05:21.042 - personal folder. Now we need to 00:05:21.042 --> 00:05:25.104 - sync up. The clarity ventures stuff, so this is real simple, 00:05:25.104 --> 00:05:27.360 - so go back over to teams. 00:05:27.980 --> 00:05:30.068 - OK, and um. 00:05:30.730 --> 00:05:35.878 - So we've got this. You are in the training channel. You see 00:05:35.878 --> 00:05:40.597 - how you have, you know new upload, sync, copy, link all 00:05:40.597 --> 00:05:46.174 - that. So uh, if you hit sink that will sync up this, uh, 00:05:46.174 --> 00:05:48.319 - these teams files with your. 00:05:48.970 --> 00:05:53.988 - With your one drive. So now if you go to your where your 00:05:53.988 --> 00:05:56.310 - documents are. Uh. 00:05:56.900 --> 00:05:59.200 - You should see a, uh? 00:05:59.860 --> 00:06:00.690 - Um? 00:06:02.220 --> 00:06:05.927 - Uh, yeah right, OK, perfect it even showed up in your 00:06:05.927 --> 00:06:09.971 - favourites. So down at the very bottom you see how it says? 00:06:09.971 --> 00:06:14.352 - Clarity ventures. Oh, OK, so uh, that's that is all of the you 00:06:14.352 --> 00:06:17.722 - can basically pick and choose whatever team channels you want 00:06:17.722 --> 00:06:22.777 - to sync up and have access to you. Just go in and you hit sync 00:06:22.777 --> 00:06:27.495 - and it will show up right there. So now if you click into that 00:06:27.495 --> 00:06:29.790 - training folder. Um? 00:06:30.890 --> 00:06:35.366 - Uh, like if yeah, if you actually like go go into the 00:06:35.366 --> 00:06:40.961 - folder, double click in there or is that I'm not a Mac user so so 00:06:40.961 --> 00:06:44.691 - like when you select it, the view that I have. 00:06:44.700 --> 00:06:51.084 - Contents got it. So now what I want to do is add a folder 00:06:51.084 --> 00:06:52.908 - called, uh, on boarding. 00:06:52.910 --> 00:06:59.084 - OK, and uh, it now if you, uh, take take notice there and go 00:06:59.084 --> 00:07:00.848 - back over to teams. 00:07:01.550 --> 00:07:07.220 - Um and close it, go ahead and X out. That one drive thing right 00:07:07.220 --> 00:07:11.675 - there and then. Um click on files again so it'll refresh 00:07:11.675 --> 00:07:15.703 - that directory. Yeah, just toggle it. See there's your 00:07:15.703 --> 00:07:19.024 - that's there's your on boarding document, so whatever, whatever 00:07:19.024 --> 00:07:20.500 - you do right there. 00:07:21.290 --> 00:07:25.632 - Um in uh inside of uh, uh, the File Manager or Finder or 00:07:25.632 --> 00:07:29.306 - whatever it's called it ought. It'll sink in the background, up 00:07:29.306 --> 00:07:33.314 - with teams so you don't ever have to manage your files here. 00:07:33.314 --> 00:07:37.990 - The main the main thing that you do from here is just sink. Sink 00:07:37.990 --> 00:07:40.328 - these up with your one drive so. 00:07:40.380 --> 00:07:44.124 - This, uh, these files are like they look like they kind of need 00:07:44.124 --> 00:07:47.580 - to be organized, but it's no big deal. Uh, we definitely don't 00:07:47.580 --> 00:07:51.324 - want. We don't want to do it from inside teams, but so since 00:07:51.324 --> 00:07:54.492 - now you selected the marketing channel, go ahead and sync up 00:07:54.492 --> 00:07:57.948 - that marketing folder and then let's go back over to Finder and 00:07:57.948 --> 00:08:01.692 - it should should be visible in Finder and you should be able to 00:08:01.692 --> 00:08:03.708 - see all of those files as well, 00:08:03.708 --> 00:08:06.650 - so there's that. And, uh. 00:08:07.380 --> 00:08:11.972 - I guess no files are showing up yet, but they will. Uhm so if 00:08:11.972 --> 00:08:16.564 - you go up into the top you see the one drive icon in the 00:08:16.564 --> 00:08:20.500 - taskbar thing up at the top right? It's like, uh, just to 00:08:20.500 --> 00:08:22.468 - the far left of the Clock. 00:08:23.670 --> 00:08:29.578 - Oh OK, yeah, I I. I don't know what that's called, uh, I guess 00:08:29.578 --> 00:08:31.688 - I don't know application anyway, 00:08:31.688 --> 00:08:38.000 - um? So I think what we need to do is turn on files on demand so 00:08:38.000 --> 00:08:41.828 - that it won't save everything locally. This will allow you to 00:08:41.828 --> 00:08:46.700 - only pull down what you need to avoid taking up a whole lot of 00:08:46.700 --> 00:08:49.832 - disk space. You'll still get like a representation of 00:08:49.832 --> 00:08:53.660 - everything that's in all of the content that's in whatever team 00:08:53.660 --> 00:08:57.836 - files are synced up with. But go, let's see, you can access 00:08:57.836 --> 00:09:00.450 - the entire. Need anything offline. Right click in Finder. 00:09:00.450 --> 00:09:03.420 - Always keep on this device, so that's how you would always 00:09:03.420 --> 00:09:05.310 - download it. OK, so hit OK on 00:09:05.310 --> 00:09:09.938 - that. Does that uhm, that just means like so with this. What it 00:09:09.938 --> 00:09:13.447 - does, is it? Uh, it'll it'll show you a representation of 00:09:13.447 --> 00:09:16.637 - everything that's in that folder. And then when you need 00:09:16.637 --> 00:09:20.784 - to access it, it just downloads it to your local machine and you 00:09:20.784 --> 00:09:24.612 - run it from there and it keeps it synchronized. So it's that's 00:09:24.612 --> 00:09:28.121 - what this is doing right here. It's synchronizing all the files 00:09:28.121 --> 00:09:30.035 - in that marketing folder. So now 00:09:30.035 --> 00:09:36.080 - click on more. Uh, down there on the bottom right to 3 three 00:09:36.080 --> 00:09:37.740 - little dots and, uh. 00:09:38.480 --> 00:09:43.381 - You can manage your storage from in here, so if you wanted to 00:09:43.381 --> 00:09:47.905 - stop syncing with something you can do it from from there. Um 00:09:47.905 --> 00:09:52.429 - and uh, under preferences, uh, we can go ahead and make sure 00:09:52.429 --> 00:09:56.953 - that Yep on demand is on already, so you're good to go 00:09:56.953 --> 00:10:01.870 - cool. If you have any issues using this, let me know. I'm 00:10:01.870 --> 00:10:05.560 - happy to help, but it's it's pretty intuitive and 00:10:05.560 --> 00:10:09.660 - straightforward, which is part of the reason why it clarity 00:10:09.660 --> 00:10:14.170 - wants to start using the modern experience of using teams to 00:10:14.170 --> 00:10:16.220 - store our company files. Yeah, 00:10:16.220 --> 00:10:21.718 - alright? So now you're all set up with one drive. Uhm, and you 00:10:21.718 --> 00:10:27.164 - can use teams to sync up with all your stuff there. As far as 00:10:27.164 --> 00:10:31.054 - like your meeting notes and things like that that are 00:10:31.054 --> 00:10:35.333 - marketing related. I would just create myself a folder I would. 00:10:35.333 --> 00:10:38.834 - You should create like a folder inside that marketing. 00:10:38.880 --> 00:10:42.422 - Uh, channel and uh, you know, keep your stuff in there 00:10:42.422 --> 00:10:46.286 - something where where you know if you want to share a document 00:10:46.286 --> 00:10:50.150 - with somebody they could, they could get it from you if you 00:10:50.150 --> 00:10:54.658 - switch to like the list view, I want to show you the there's a 00:10:54.658 --> 00:10:58.200 - status thing will generally out beside the file there would be 00:10:58.200 --> 00:11:02.386 - a status. Go into the files from slack and let me see if 00:11:02.386 --> 00:11:03.674 - that looks any different. 00:11:04.770 --> 00:11:08.094 - No, OK, well I guess one drive just works a little bit 00:11:08.094 --> 00:11:09.202 - differently on a Mac. 00:11:09.720 --> 00:11:16.132 - Um? You should be able to like have the option to like free 00:11:16.132 --> 00:11:21.064 - up space or uh, keep a copy locally. I'm just not seeing 00:11:21.064 --> 00:11:25.174 - the the one drive menu in there. Um, that's interesting. 00:11:26.260 --> 00:11:30.232 - But uh, it's it shouldn't hinder your ability to do anything. Um, 00:11:30.232 --> 00:11:34.535 - yeah, you know, just if you want to open up something just just 00:11:34.535 --> 00:11:38.176 - like normal, you just treat it just like any other directory. 00:11:38.176 --> 00:11:41.486 - It's just that that's where all your clarity, ventures, files 00:11:41.486 --> 00:11:45.127 - and stuff will live. Alright, well, cool, so that that'll get 00:11:45.127 --> 00:11:46.782 - you taken care of there. 00:11:46.820 --> 00:11:52.423 - Let's let's take a look in an easy projects and uh, and I'll 00:11:52.423 --> 00:11:57.595 - kind of give you some some direction on how to use. Use 00:11:57.595 --> 00:12:00.181 - that software. OK, so for this 00:12:00.181 --> 00:12:04.600 - application. Uh, I see. OK, so obviously that's that's how you 00:12:04.600 --> 00:12:08.584 - log time for you right there. Um. Also take note of the 00:12:08.584 --> 00:12:09.912 - history tab right there. 00:12:10.450 --> 00:12:14.460 - Yes, are you OK? So that's how you can, uhm? 00:12:14.980 --> 00:12:19.348 - A drill down into the history of of any project who's good deal? 00:12:19.348 --> 00:12:22.708 - So yeah, that's just basically the first step. Anytime you're. 00:12:22.708 --> 00:12:26.740 - You're a auditing a project or the anytime you're doing like a 00:12:26.740 --> 00:12:30.772 - time report for a client, or even internally first step is to 00:12:30.772 --> 00:12:34.468 - audit the time logs. Make sure that everything is allocated to 00:12:34.468 --> 00:12:38.836 - the correct line item and this is how you do that, but I 00:12:38.836 --> 00:12:40.180 - actually did have question 00:12:40.180 --> 00:12:42.894 - regarding like. Calendar and 00:12:42.894 --> 00:12:49.095 - teams calendar. Since every time I click on a a meeting in here, 00:12:49.095 --> 00:12:53.365 - it'll take me to the UM, the web page and then it says open 00:12:53.365 --> 00:12:58.790 - teams. So How do I get it? How do I open a uhm? 00:12:59.700 --> 00:13:01.919 - A meeting in here like say I 00:13:01.919 --> 00:13:06.821 - don't. 'cause when I played on hours it just opened up the 00:13:06.821 --> 00:13:11.033 - editor. Yeah, that's that's all it will let you do. That's the 00:13:11.033 --> 00:13:13.490 - only functionality you'll have inside of teams. 00:13:13.490 --> 00:13:17.270 - It is is you can jump in and it just it gives you a different 00:13:17.270 --> 00:13:19.790 - screen, but those fields all map over identically over into 00:13:19.790 --> 00:13:22.310 - outlook, so it's all like integrated, but so the other. 00:13:22.310 --> 00:13:25.838 - The other thing is, I'm not sure. I think it does this on a 00:13:25.838 --> 00:13:26.846 - Mac, but when you're. 00:13:27.480 --> 00:13:32.044 - If you're in teams an like let's say you want to join a meeting 00:13:32.044 --> 00:13:35.304 - typically if there's a teams meeting in there, you'll see 00:13:35.304 --> 00:13:39.542 - like a join button right there and so you may have already seen 00:13:39.542 --> 00:13:45.150 - that let's see. Alright, go go to Chrome. I'm going to go ahead 00:13:45.150 --> 00:13:49.170 - and show you SharePoint because SharePoint one drive and uh 00:13:49.170 --> 00:13:52.386 - teams, they all all work together so its 00:13:52.386 --> 00:13:55.465 - clarityventures.sharepoint.com. Awesome, so this is our 00:13:55.465 --> 00:13:58.753 - SharePoint um homepage. Definitely add that to your 00:13:58.753 --> 00:14:04.096 - favourites. Good job so up there at the top where you see the 00:14:04.096 --> 00:14:09.028 - where it says clarity. If you click clarity you don't do it 00:14:09.028 --> 00:14:13.960 - but if you click on clarity it'll take you to our our 00:14:13.960 --> 00:14:15.604 - marketing site and then. 00:14:16.190 --> 00:14:20.378 - If you click on share point right there next to it, it'll 00:14:20.378 --> 00:14:21.425 - take you, uh? 00:14:22.010 --> 00:14:27.695 - To all of the IT should let you see all of the teams that you're 00:14:27.695 --> 00:14:32.622 - on or all the Office 365 groups are the same thing. Teams in 00:14:32.622 --> 00:14:37.170 - groups so so this section shows the latest news. Yep Yep. Yep 00:14:37.170 --> 00:14:41.718 - Yep. And let's get started. OK, cool so down below you'll see 00:14:41.718 --> 00:14:45.508 - like some suggested sites. Let's see if we can find. 00:14:46.300 --> 00:14:51.160 - IRI in here um type in IRI in the search up there. 00:14:52.400 --> 00:14:55.172 - Maybe I didn't make that a public site. Maybe that's the 00:14:55.172 --> 00:14:57.944 - reason we couldn't find it. Let me check something real quick. 00:14:58.830 --> 00:15:01.287 - OK, yeah that that it's a public 00:15:01.287 --> 00:15:04.030 - a team. So. 00:15:04.560 --> 00:15:11.940 - Why is that not searchable for you? Try a type in. UM 00:15:11.940 --> 00:15:17.280 - IT, right? Space right? See if, uh. 00:15:20.010 --> 00:15:24.028 - Yeah, there we go. So now see if you can join that Channel. So 00:15:24.028 --> 00:15:28.426 - just go there. Uh, OK, perfect. So you haven't joined it yet. 00:15:28.426 --> 00:15:32.100 - You're not following it and you're not a member, but let's 00:15:32.100 --> 00:15:36.108 - try to join it from inside teams because that was initially what 00:15:36.108 --> 00:15:40.116 - I wanted to do. So basically I would recommend just kind of 00:15:40.116 --> 00:15:43.456 - checking out share point. Uh, you know basically that were 00:15:43.456 --> 00:15:45.460 - over to the left receiver says 00:15:45.460 --> 00:15:50.360 - documents that. That shows up at the at this root level. Every 00:15:50.360 --> 00:15:55.388 - folder that shows up underneath. Here is a channel, so this is 00:15:55.388 --> 00:15:59.997 - the general channel files. And then like if I created another 00:15:59.997 --> 00:16:03.768 - channel underneath it right called marketing, there would be 00:16:03.768 --> 00:16:07.958 - a marketing folder that would be basically the where the 00:16:07.958 --> 00:16:12.567 - marketing team files live. But anyway, let's go back over to 00:16:12.567 --> 00:16:16.338 - teams real quick and instead of searching for IRI. 00:16:16.400 --> 00:16:19.062 - Search for it right and let's see if it finds it. 00:16:20.560 --> 00:16:22.800 - Interesting. 00:16:23.810 --> 00:16:28.700 - OK, uh, then go down to join or create a team. I guess this just 00:16:28.700 --> 00:16:32.286 - allows you to manage your teams. I need to update the 00:16:32.286 --> 00:16:36.524 - documentation on that. Um, see if you can search for it in here 00:16:36.524 --> 00:16:38.480 - type in IRI first, I'm curious. 00:16:39.700 --> 00:16:43.033 - Yes, that's how you're supposed to do. OK, I have to 00:16:43.033 --> 00:16:45.457 - update the training documentation on this, but now 00:16:45.457 --> 00:16:47.578 - you can join the team from there. 00:16:49.980 --> 00:16:56.028 - Awesome it and then if you Scroll down, uh and you uh. 00:16:56.590 --> 00:17:00.118 - If you go to the general channel, you could sync up the 00:17:00.118 --> 00:17:03.646 - files and all that and you can see all the conversations going 00:17:03.646 --> 00:17:07.468 - on there, but any any public team you should be able to go 00:17:07.468 --> 00:17:11.584 - down to to join and create a team, search for it, find it and 00:17:11.584 --> 00:17:15.112 - join the team. If it's a private team, obviously have to get 00:17:15.112 --> 00:17:19.228 - invited, but now if you go over to the three dots, I'll show you 00:17:19.228 --> 00:17:20.698 - how to leave a team. 00:17:21.580 --> 00:17:24.625 - So just leave the team and, uh? 00:17:25.430 --> 00:17:26.970 - That's how you, uhm? 00:17:27.690 --> 00:17:31.542 - Can find public teams, join them and leave them. 00:17:32.060 --> 00:17:36.590 - Cool, um? Now go down to the project management. Uh, 00:17:36.590 --> 00:17:41.573 - folder let's, uh, let's sync up those files. Some go to 00:17:41.573 --> 00:17:42.932 - files and sync. 00:17:45.360 --> 00:17:46.470 - Perfect. 00:17:48.300 --> 00:17:52.304 - And, uh, you go ahead and X that out. It does it right 00:17:52.304 --> 00:17:56.000 - away. It's pretty quick and then go up to let's sync up 00:17:56.000 --> 00:17:58.156 - the clarity ventures general channel as well. 00:17:59.230 --> 00:18:03.442 - 'cause there's a. There's a lot of things in here that you 00:18:03.442 --> 00:18:07.654 - should be aware of. Uhm, so I play. I've been placing um, 00:18:07.654 --> 00:18:10.813 - things like, uh, are a net extender installer now. 00:18:10.813 --> 00:18:15.376 - Unfortunately, a lot of this stuff that I have in here is not 00:18:15.376 --> 00:18:19.939 - for Mac. Uhm, but you know, since we have some Mac users on 00:18:19.939 --> 00:18:23.800 - the team, I might start I guess you don't. There aren't 00:18:23.800 --> 00:18:27.661 - installers for Mac, you just install it from the App Store, 00:18:27.661 --> 00:18:31.873 - don't you? I don't know. It depends. Most apps I would say 00:18:31.873 --> 00:18:36.057 - are. In the App Store at this point, uhm, yeah. It's pretty 00:18:36.057 --> 00:18:39.874 - rare that I have to like Google something. Got it cool. 00:18:40.710 --> 00:18:45.438 - All right, uhm, anyway? So that that'll that's so that gets you 00:18:45.438 --> 00:18:51.742 - kind of hooked up um on like how to find a team and join it up. 00:18:51.742 --> 00:18:57.652 - And then you can. You can if you go back over to share point you 00:18:57.652 --> 00:19:01.704 - can. You know, if you click on share point, it'll take you back 00:19:01.704 --> 00:19:05.328 - to your home and it will show you your recents and favorites 00:19:05.328 --> 00:19:09.254 - and all that good stuff. It also will show your active kind of 00:19:09.254 --> 00:19:13.482 - who's working on what. Another thing you can do is if you go up 00:19:13.482 --> 00:19:17.408 - there in the top right and click on your avatar right there. Yeah 00:19:17.408 --> 00:19:19.220 - and then go to my office 00:19:19.220 --> 00:19:22.692 - profile. OK, perfect. So this right here is delve which this 00:19:22.692 --> 00:19:25.882 - is basically like. This house is, uh, like your profile 00:19:25.882 --> 00:19:29.072 - information you can update your picture. You can add more 00:19:29.072 --> 00:19:32.900 - details about yourself to share with the team if you wanted to. 00:19:32.910 --> 00:19:36.474 - It also will show you kind of your availability as well, like 00:19:36.474 --> 00:19:39.444 - right now you're you're busy working with me and there's 00:19:39.444 --> 00:19:41.226 - another deal over to the left 00:19:41.226 --> 00:19:45.586 - called My Analytics. Have you go click on my analytics? Not only 00:19:45.586 --> 00:19:49.354 - can you see what you've been working on, but you can see 00:19:49.354 --> 00:19:52.808 - what, uh, people on the team are working on as well. 00:19:54.090 --> 00:19:58.198 - I know it's it's want to give you a little tour since you 00:19:58.198 --> 00:19:59.462 - haven't been there before. 00:19:59.470 --> 00:20:06.966 - Yeah. Uhm, well, that was a quick tour. Alright, um? 00:20:07.480 --> 00:20:12.142 - OK, so click on home or like refresh the page. I want to see 00:20:12.142 --> 00:20:13.474 - if any other, uh. 00:20:14.330 --> 00:20:17.762 - Options show up. Analytics works best. Yeah, you just don't have 00:20:17.762 --> 00:20:21.506 - enough data, so that's cool though. If you go back to your 00:20:21.506 --> 00:20:25.250 - avatar and click on your profile again to go back into delve. 00:20:26.260 --> 00:20:29.270 - Uh. Scroll down. 00:20:29.890 --> 00:20:34.154 - An yeah see, this is where you can see what other people around 00:20:34.154 --> 00:20:38.418 - you are working on. So like if you hit see all under discover 00:20:38.418 --> 00:20:42.026 - documents from people around you. Uhm, you know if you wanted 00:20:42.026 --> 00:20:45.634 - to see like you can see, Garrett's been working on those 00:20:45.634 --> 00:20:48.914 - documents, you can see what I've been working on, yeah? 00:20:48.960 --> 00:20:53.140 - Now you're gonna need. You need templates, right? Like you're 00:20:53.140 --> 00:20:56.484 - gonna need some project management templates like change 00:20:56.484 --> 00:20:59.828 - request, template, meeting notes, Template and all that 00:20:59.828 --> 00:21:01.082 - sort of stuff. 00:21:01.100 --> 00:21:05.533 - So go back over to the teams an let's find the channel that 00:21:05.533 --> 00:21:08.943 - houses all of that and synchronize that so it's going 00:21:08.943 --> 00:21:14.058 - to be under the PM and OPS team under see you got. What are the 00:21:14.058 --> 00:21:16.445 - other hidden channels again, business analytics training 00:21:16.445 --> 00:21:20.537 - topics? OK, good deal. And then I need to delete that test 00:21:20.537 --> 00:21:24.629 - channel. That was me playing around. So go to go to project 00:21:24.629 --> 00:21:29.070 - management. And, uh, let's go ahead and sync up the files 00:21:29.070 --> 00:21:31.902 - with, uh, with project management. Good deal. Alright 00:21:31.902 --> 00:21:36.858 - now, um, let's go in and, uh, you know, if you want to create 00:21:36.858 --> 00:21:41.814 - your own folder in here to store things, you can do that. Or you 00:21:41.814 --> 00:21:45.708 - can use your own personal one. Drive that your business one00:21:45.708 --> 00:21:49.956 - drive, the TB of storage that they give you by default. Either 00:21:49.956 --> 00:21:53.850 - way, I keep like some stuff there under Ben stuff, but 00:21:53.850 --> 00:21:57.744 - whatever you want to do, wow, it's actually almost a little. 00:21:57.780 --> 00:21:59.058 - A year in five days old. 00:21:59.570 --> 00:22:05.108 - So, so there's some templates in here. Uh, if you go to Finder 00:22:05.108 --> 00:22:07.664 - and go ahead and navigate to 00:22:07.664 --> 00:22:11.400 - this channel. Um? 00:22:12.280 --> 00:22:18.400 - So. Uh. Yeah, there we go. 00:22:18.400 --> 00:22:19.795 - That's perfect, uhm? 00:22:21.280 --> 00:22:26.356 - So there's there's a bunch of stuff in here like there's that 00:22:26.356 --> 00:22:30.586 - that that's how to import products into our clarity E 00:22:30.586 --> 00:22:34.078 - Commerce framework. Architecture review policy and procedure. So 00:22:34.078 --> 00:22:36.268 - that's a policy and procedure 00:22:36.268 --> 00:22:41.049 - document. Uh, for that I was looking for. There's some 00:22:41.049 --> 00:22:45.460 - templates in here. Scroll down a little bit more. Uhm, Yeah, 00:22:45.460 --> 00:22:49.470 - right there like there's there's the there's a re estimates 00:22:49.470 --> 00:22:53.881 - template, the original. And then there's that one. And then also 00:22:53.881 --> 00:22:58.693 - yeah that 2:00 PM oh templates that's actually there we go. So 00:22:58.693 --> 00:23:02.703 - there are some blank templates you've got your sample kickoff 00:23:02.703 --> 00:23:07.515 - agenda. So if you're kicking off a new project, that's a template 00:23:07.515 --> 00:23:09.921 - you can use to create that 00:23:09.921 --> 00:23:14.827 - agenda. Uh. For project status update meetings that PowerPoint 00:23:14.827 --> 00:23:19.520 - template is really good to use, uhm, I think it's still got some 00:23:19.520 --> 00:23:23.064 - of uhm. Redemptions information in there. Which redemption is a 00:23:23.064 --> 00:23:26.177 - project we were working on, but you know you could just. 00:23:27.210 --> 00:23:31.278 - Clear that out and use that as a template. It's basically a 00:23:31.278 --> 00:23:35.007 - PowerPoint that you can use to guide you through a project 00:23:35.007 --> 00:23:36.702 - status update meeting. OK, uhm? 00:23:38.260 --> 00:23:42.028 - There's the new change request template and the old one, so at 00:23:42.028 --> 00:23:45.796 - the very top is the old change request template. This is for 00:23:45.796 --> 00:23:49.564 - like client change requests or I use him for estimates all the 00:23:49.564 --> 00:23:53.646 - time. Now the the old one works pretty good. The new one is 00:23:53.646 --> 00:23:57.728 - awesome, but it still needs a little bit of work but just, you 00:23:57.728 --> 00:24:01.810 - know, we definitely want to try to use the new one but works 00:24:01.810 --> 00:24:03.380 - work, use whatever works works 00:24:03.380 --> 00:24:08.660 - best. And then, uh, that meeting agenda notes dude 322 nineteen 00:24:08.660 --> 00:24:13.604 - um, that's a good meeting notes Template. Uh, let me see if 00:24:13.604 --> 00:24:17.312 - there's any other. Yeah, if you open that up. 00:24:28.600 --> 00:24:32.510 - Cool, so there is a blank meeting notes template that 00:24:32.510 --> 00:24:37.593 - you're welcome to use. Uh oh cool, OK you can kind of modify 00:24:37.593 --> 00:24:39.939 - this to however you want, but 00:24:39.939 --> 00:24:44.177 - uhm. You know the general format, it's just a. It's just a 00:24:44.177 --> 00:24:45.959 - kind of a nice neat uhm. 00:24:46.860 --> 00:24:52.008 - A template to track bullet points in a meeting in action 00:24:52.008 --> 00:24:56.750 - items um. Yeah, I'd probably. It looks like this is kind of old. 00:24:56.750 --> 00:24:58.850 - I would like add an action items 00:24:58.850 --> 00:25:01.220 - section and, uh. Um? 00:25:01.850 --> 00:25:05.590 - You know, maybe in under general notes, make that for the 00:25:05.590 --> 00:25:10.010 - attendees, and if you have any work items you can, you can put 00:25:10.010 --> 00:25:14.430 - line items here and have notes for each line item and use that 00:25:14.430 --> 00:25:19.190 - as a guide to kind of go through any kind of updates for client. 00:25:19.220 --> 00:25:19.850 - Hum. 00:25:21.530 --> 00:25:24.460 - Let me think what else are we can go over? 00:25:26.020 --> 00:25:32.545 - You know so gender so, and if you want to take a look at, uh, 00:25:32.545 --> 00:25:37.765 - the change request template, we can look at the let's take a 00:25:37.765 --> 00:25:42.985 - look at the old one. So basically like you would add a 00:25:42.985 --> 00:25:49.034 - line item. Um, so do you like a So what what you wanna do is 00:25:49.034 --> 00:25:53.688 - because auto save is on by default so when you open up one 00:25:53.688 --> 00:25:57.984 - of these templates you wanted the very first thing you want to 00:25:57.984 --> 00:26:00.848 - do is go to come home and save 00:26:00.848 --> 00:26:02.780 - as. Um? 00:26:04.790 --> 00:26:09.392 - That's kind of I think. I'm not sure. Yeah, there we go. You 00:26:09.392 --> 00:26:13.640 - want to save a copy? Uh, to whatever, uh, location you want 00:26:13.640 --> 00:26:18.242 - and see if you can get to the clarity ventures from in here. 00:26:18.242 --> 00:26:22.844 - You should be able to. Yep, perfect, uh, so you can save it. 00:26:22.844 --> 00:26:27.446 - So like, let's just use your own personal one. So one drive dash 00:26:27.446 --> 00:26:31.340 - clarity ventures is yours. Save a copy there and just yeah, 00:26:31.340 --> 00:26:33.110 - there we go. And now. 00:26:33.840 --> 00:26:38.208 - Uh, that makes a copy of. This puts it in your your one drive 00:26:38.208 --> 00:26:43.200 - an now like if you go to the new new line item like a call this 00:26:43.200 --> 00:26:45.072 - line item just test line item. 00:26:46.150 --> 00:26:51.220 - And uh, and then, uh, put a five hours or something. Just any 00:26:51.220 --> 00:26:56.290 - number does matter, and then the codes are down below. So if it's 00:26:56.290 --> 00:27:01.360 - front end you put pee pee. If it's prepaid front end, it's PP 00:27:01.360 --> 00:27:06.040 - front end. There's also pay upon completion rates, so you want to 00:27:06.040 --> 00:27:11.500 - put the right code in there. So like let's say let's say this is 00:27:11.500 --> 00:27:14.230 - a prepaid back end rate, so put 00:27:14.230 --> 00:27:17.605 - PPB. And then hit 00:27:17.605 --> 00:27:21.860 - tab. And then it see it populates there and then you 00:27:21.860 --> 00:27:24.570 - can. You can also put a definition or description over 00:27:24.570 --> 00:27:28.635 - there to the right of it if you need to add more details to what 00:27:28.635 --> 00:27:31.345 - that line item means. Is typically the line items are 00:27:31.345 --> 00:27:34.868 - more at a title level and then yeah, that would be like the 00:27:34.868 --> 00:27:36.223 - details of that line item. 00:27:36.730 --> 00:27:42.171 - Um? And then down below you've gotta risks 00:27:42.171 --> 00:27:46.047 - and impact section where you can put risks and impacts and you've 00:27:46.047 --> 00:27:49.923 - got some other notes where you can put other caveats and things 00:27:49.923 --> 00:27:52.184 - that you want to point out to 00:27:52.184 --> 00:27:57.223 - the client. Um, uh, so that's the the change request template. 00:27:57.223 --> 00:28:01.987 - Let's see what else we so, um, have you seen the clarity 00:28:01.987 --> 00:28:05.957 - dashboard yet and how to generate a PSR? No, OK. 00:28:06.520 --> 00:28:08.440 - Uh, do you have? Do you know if 00:28:08.440 --> 00:28:10.940 - you have the. The link to that. 00:28:11.440 --> 00:28:13.510 - To be on the UM. 00:28:15.070 --> 00:28:21.342 - On the VPN to get to this, but, uh, let me see I'm trying to put 00:28:21.342 --> 00:28:26.438 - it into. Alright, so um, the first thing we do is run project 00:28:26.438 --> 00:28:29.670 - status reports. Uh, that is uhm. 00:28:31.050 --> 00:28:33.950 - Done in a under reports. 00:28:34.490 --> 00:28:38.120 - And just go to project status report and that's really the 00:28:38.120 --> 00:28:42.410 - only thing that that I use in that menu. Uhm, and then under 00:28:42.410 --> 00:28:48.334 - the search. Uh, you just want to type in the name as it is in 00:28:48.334 --> 00:28:53.704 - like CRM in the. I don't know if you've seen our CRM yet, but um, 00:28:53.704 --> 00:28:58.000 - you know, like, like, Uh, I don't know, let me think, uhm. 00:28:58.920 --> 00:29:03.470 - Uh, like if Linux Advisors is one that I'm doing a bunch of 00:29:03.470 --> 00:29:07.670 - marketing stuff in SCO stuff for. So just type in Linux and 00:29:07.670 --> 00:29:10.120 - let's take a look at that one. 00:29:11.120 --> 00:29:16.415 - Uh, yeah, sorry, it's just with one N OK and then um, so you can 00:29:16.415 --> 00:29:19.945 - either. I never view the details. I always just either 00:29:19.945 --> 00:29:23.828 - view a summary or download the summary. Typically most of the 00:29:23.828 --> 00:29:25.593 - time I'm just viewing the 00:29:25.593 --> 00:29:29.457 - summary. So there you go and then if you Scroll down you'll 00:29:29.457 --> 00:29:32.944 - kind of see that we have an invoice summary first thing. 00:29:33.590 --> 00:29:37.350 - And then there's a, uh, another little project summary right 00:29:37.350 --> 00:29:41.486 - below that. So it'll show like the total invoice is paid. 00:29:42.170 --> 00:29:47.769 - Hours on invoices, paid, hours used and hours credited and then 00:29:47.769 --> 00:29:52.859 - the hours available, and so that's just basically the hours 00:29:52.859 --> 00:29:55.404 - available is the total number 00:29:55.404 --> 00:29:59.910 - of. Hours a invoices paid plus total number of credits paid 00:29:59.910 --> 00:30:03.978 - minus the total number of hours used, if that makes sense. So 00:30:03.978 --> 00:30:08.385 - that's just that's just a quick way to kind of see what the 00:30:08.385 --> 00:30:12.453 - status is. An typically, unless the client when you get to be 00:30:12.453 --> 00:30:15.504 - working with some clients, unless they specifically ask for 00:30:15.504 --> 00:30:16.860 - some sort of special. 00:30:17.420 --> 00:30:20.800 - A type of reporting. This is what I would give the client. So 00:30:20.800 --> 00:30:21.840 - if you Scroll down. 00:30:22.540 --> 00:30:27.138 - Um, you'll see like it's like an activity breakdown of estimated 00:30:27.138 --> 00:30:30.900 - versus actual time, plus a couple little additional change 00:30:30.900 --> 00:30:34.244 - request items that weren't formally estimated but were 00:30:34.244 --> 00:30:40.520 - performed. Uhm, and then right below that is a project line 00:30:40.520 --> 00:30:42.119 - item description now. 00:30:42.120 --> 00:30:47.008 - This is kind of a a best practice that I get into. If 00:30:47.008 --> 00:30:52.272 - you'll notice in the way that I set up the line items. Uh, this 00:30:52.272 --> 00:30:56.032 - directly correlate with what's in EP and it matches exactly 00:30:56.032 --> 00:31:00.544 - with what was on the initial proposal. So if you look like 00:31:00.544 --> 00:31:05.432 - the total number of like design hours is 23 hours, and what that 00:31:05.432 --> 00:31:09.192 - was was 20 hours from the original proposal plus three 00:31:09.192 --> 00:31:12.952 - hours from a design change request that was approved and 00:31:12.952 --> 00:31:16.630 - paid for. And then like same thing under project management 00:31:16.630 --> 00:31:21.010 - that single line item project management is a roll up of all 00:31:21.010 --> 00:31:25.025 - four of those line items that were either in proposals or 00:31:25.025 --> 00:31:30.135 - change requests and then out beside it. As you can see I do a 00:31:30.135 --> 00:31:34.880 - hyphen and then out. Beside that I put the hours that were there 00:31:34.880 --> 00:31:39.260 - and I make sure that like when I'm setting up my estimated 00:31:39.260 --> 00:31:42.545 - hours that those reconcile against all of the initial 00:31:42.545 --> 00:31:45.830 - proposal an any change requests that happened thereafter or. 00:31:45.840 --> 00:31:48.990 - Any additional estimates that were approved to be worked on? 00:31:48.990 --> 00:31:54.345 - You know we we kind of do like a little bit of a roll up so that 00:31:54.345 --> 00:31:57.810 - it's higher at like the feature level because as you can 00:31:57.810 --> 00:32:01.275 - imagine, it would kind of become a nightmare trying to manage 00:32:01.275 --> 00:32:05.370 - every single one of those if it was over in the description. If 00:32:05.370 --> 00:32:08.520 - that ended up being an individual line item for each 00:32:08.520 --> 00:32:11.985 - one of those, yeah, like this. It looks like that's probably. 00:32:13.250 --> 00:32:16.740 - A few things yeah, yeah, so that's like import static 00:32:16.740 --> 00:32:20.579 - content, right? So that's 12 hour tasks that was in the 00:32:20.579 --> 00:32:25.116 - proposed initial proposal and so that is 12 of the total 33 hours 00:32:25.116 --> 00:32:28.606 - that go into the front end development for content import. 00:32:28.606 --> 00:32:33.492 - So one of the cool things that you can do is inside of easy 00:32:33.492 --> 00:32:38.378 - projects. Like if you go and go over there and up in active, go 00:32:38.378 --> 00:32:41.868 - to the activities classic screen and look up Lennox Advisors 00:32:41.868 --> 00:32:43.962 - there. I'm just kind of point 00:32:43.962 --> 00:32:48.844 - out where. Where I note that roll up? Uhm so yeah, go to go 00:32:48.844 --> 00:32:50.896 - to Linux. There should just be 00:32:50.896 --> 00:32:54.320 - Lenox and. Um, then? 00:32:55.140 --> 00:32:59.560 - Uh, go ahead and and uh, expand, uh that below hit the little 00:32:59.560 --> 00:33:02.960 - plus something out besides Linux. Or yeah, expand all works 00:33:02.960 --> 00:33:06.700 - too. Yep either way and then right underneath that. So like 00:33:06.700 --> 00:33:10.100 - let's look at that project management line item. So when 00:33:10.100 --> 00:33:14.520 - you left click on that and you go into it, you see how? 00:33:14.550 --> 00:33:14.880 - Oh 00:33:16.040 --> 00:33:19.747 - Oh wait, you said left click sorry. Yeah no, you're good. 00:33:19.747 --> 00:33:24.128 - Just so you see, uhm, how over to the right there's an activity 00:33:24.128 --> 00:33:27.835 - description. It looks like you may not have permissions yet to 00:33:27.835 --> 00:33:32.216 - like modify this too much, but either way I just want to point 00:33:32.216 --> 00:33:35.249 - out that there's that activity description field, and that's 00:33:35.249 --> 00:33:40.304 - where I kind of put my roll up. And like whatever I put in that 00:33:40.304 --> 00:33:43.674 - activity description shows up on the project status report in 00:33:43.674 --> 00:33:45.359 - this section. We were just 00:33:45.359 --> 00:33:49.426 - looking at. So you've got the individual line item followed by 00:33:49.426 --> 00:33:53.166 - the activity description, which is basically a rollup of well, 00:33:53.166 --> 00:33:54.288 - it's been estimated. 00:33:54.290 --> 00:33:58.593 - So that's it for the project status report. I think if you go 00:33:58.593 --> 00:33:59.917 - back over to that. 00:34:00.630 --> 00:34:04.621 - And, uh, Scroll down. I think that's the the the rest of the 00:34:04.621 --> 00:34:07.691 - information that's provided there. So if Kevin goes in and 00:34:07.691 --> 00:34:11.068 - wires up some estimated costs like there can be some estimated 00:34:11.068 --> 00:34:14.138 - cost in there. That basically takes the total estimated hours 00:34:14.138 --> 00:34:17.822 - and multiplies at times like a mixture of the back end and 00:34:17.822 --> 00:34:21.813 - front end hours that are going to be required. But that takes a 00:34:21.813 --> 00:34:25.190 - little bit of work and it's often times not done, but 00:34:25.190 --> 00:34:28.874 - sometimes is. It just depends on the project. The other thing is, 00:34:28.874 --> 00:34:31.330 - is that if you go back over to 00:34:31.330 --> 00:34:35.956 - the dashboard. Uhm, another thing that I do a lot in here as 00:34:35.956 --> 00:34:40.228 - I checked the velocity of my projects. So if you look under 00:34:40.228 --> 00:34:41.296 - uhm a sales. 00:34:42.250 --> 00:34:47.996 - And or no, sorry, uh, maybe it's under teams no, I'm OK, sorry 00:34:47.996 --> 00:34:52.858 - about that. It's under invoices OK? Yeah invoices now go to 00:34:52.858 --> 00:34:57.278 - invoice that velocity right there and then let's look up 00:34:57.278 --> 00:34:58.604 - Lennox is velocity. 00:34:59.440 --> 00:35:03.886 - There we go. Now search for Lennox there and this is kind of 00:35:03.886 --> 00:35:07.990 - cool because what this does is it will show you the hours 00:35:07.990 --> 00:35:12.094 - balance. It also shows you gives you an estimated idea of when 00:35:12.094 --> 00:35:16.198 - you need to send them the next project invoice based on the 00:35:16.198 --> 00:35:20.302 - burn rate so you could see that this burn rates been decreasing 00:35:20.302 --> 00:35:25.432 - by .55 hours a day and that is just due to the fact that all 00:35:25.432 --> 00:35:29.194 - the works done and we're just mainly iterating on some SEO 00:35:29.194 --> 00:35:33.776 - stuff. But uhm, this is really helpful for all to check once a 00:35:33.776 --> 00:35:37.439 - week on all your projects. When you're getting ready to discuss 00:35:37.439 --> 00:35:41.435 - invoicing and making sure that like all your ducks are in a 00:35:41.435 --> 00:35:46.097 - row, you know what the burn rate is. You know you have a pretty 00:35:46.097 --> 00:35:49.760 - good idea of when the next project invoice should be sent, 00:35:49.760 --> 00:35:51.092 - etc etc. So that's. 00:35:51.110 --> 00:35:56.739 - And the final thing that I would do, um, is it under utilities? 00:35:56.739 --> 00:36:01.502 - Uh, because this is a separate program that is integrated with 00:36:01.502 --> 00:36:06.265 - CRM and easy projects under the utilities there. You see, it 00:36:06.265 --> 00:36:09.729 - says, update client hours and update project hours. 00:36:09.730 --> 00:36:13.870 - So that's called running the utility, and we do that like if 00:36:13.870 --> 00:36:18.010 - you've gone in and made a bunch of updates like, say, you've 00:36:18.010 --> 00:36:21.460 - audited a project, those affects don't take place until a 00:36:21.460 --> 00:36:25.600 - specific job runs on the server or until you come in and 00:36:25.600 --> 00:36:29.050 - manually trigger it. So if you're doing reporting and you 00:36:29.050 --> 00:36:33.190 - get all your auditing done and you run, run a project status 00:36:33.190 --> 00:36:36.985 - report, it's not going to be accurate until you run this, 00:36:36.985 --> 00:36:39.055 - because what this does is it 00:36:39.055 --> 00:36:42.726 - syncs up. This application with the easy projects database and 00:36:42.726 --> 00:36:47.070 - it brings over all the current values from the last time that 00:36:47.070 --> 00:36:52.138 - it was ran until till the time you run it. So you always want 00:36:52.138 --> 00:36:56.844 - to come in and update the client hours first. That takes a little 00:36:56.844 --> 00:37:00.826 - bit to run, usually about 2 three minutes and then update 00:37:00.826 --> 00:37:05.170 - the project hours and then you can go run your project status 00:37:05.170 --> 00:37:09.152 - report and check velocity and that'll be all accurate. So you 00:37:09.152 --> 00:37:10.238 - just you definitely. 00:37:10.260 --> 00:37:14.520 - Want to get into the habit of running the utility before you 00:37:14.520 --> 00:37:18.070 - generate any reporting that you're going to share with the 00:37:18.070 --> 00:37:21.265 - client? And that's pretty much it. It's pretty straightforward, 00:37:21.265 --> 00:37:24.815 - so run the utility, run the utility, update the client 00:37:24.815 --> 00:37:28.365 - hours, update the project hours. You can go under reports, 00:37:28.365 --> 00:37:31.915 - generate a project status report, or you can go under 00:37:31.915 --> 00:37:35.110 - invoices and monitor the velocity of your project pretty 00:37:35.110 --> 00:37:36.530 - quickly through this dashboard. 00:37:37.130 --> 00:37:41.078 - So it's just a great way to kind of keep keep. I usually check 00:37:41.078 --> 00:37:43.898 - this once a week or sometimes more frequently depending on 00:37:43.898 --> 00:37:47.282 - what's going on with the project, but it's how I stay up 00:37:47.282 --> 00:37:51.512 - to date on like how many hours are being used in. If I see a 00:37:51.512 --> 00:37:55.460 - big spike in usage, I'm going to want to go in and investigate if 00:37:55.460 --> 00:37:58.562 - I see something like, oh, I didn't expect that. Geez, why 00:37:58.562 --> 00:38:02.228 - are so many hours burned? I'll go in and see. Did a developer 00:38:02.228 --> 00:38:05.330 - go rogue? What's going on here? Do we have someone that's 00:38:05.330 --> 00:38:08.714 - spending a whole bunch of time and not letting me know about 00:38:08.714 --> 00:38:10.124 - it? What's going on, right? 00:38:10.140 --> 00:38:16.107 - So as a as a PM you want to you want to try to be apprised of 00:38:16.107 --> 00:38:19.266 - every little detail that's going on with your project. 00:38:19.840 --> 00:38:23.764 - Um, in terms of hours and billing and and all of that 00:38:23.764 --> 00:38:27.688 - since it's kind of a a different gig because of our business 00:38:27.688 --> 00:38:29.323 - model being time and materials. 00:38:29.940 --> 00:38:35.386 - Uh, it's it's This Is This is a really important part of our job 00:38:35.386 --> 00:38:40.830 - because. Uh, as a project manager? Uhm, we deal with three 00:38:40.830 --> 00:38:46.706 - pillars, three main pillars of our daily life as a PM is scope, 00:38:46.706 --> 00:38:51.226 - budget, and timeline. So those are the three pillars, scope, 00:38:51.226 --> 00:38:55.746 - budget, timeline, that, like in any project status meeting you 00:38:55.746 --> 00:39:01.170 - go into with the client, that's those are the three things you 00:39:01.170 --> 00:39:07.046 - need to be able to speak on our timeline. Scope of the project. 00:39:07.080 --> 00:39:11.150 - And the budget of the project and everything we're going over 00:39:11.150 --> 00:39:15.220 - here is obviously pertaining to the budget, because the way that 00:39:15.220 --> 00:39:18.920 - we manage budgets is like, especially with most of our 00:39:18.920 --> 00:39:22.620 - clients. 8590% of our clients, preferring to get that prepaid 00:39:22.620 --> 00:39:25.950 - discounted rate. They will generally purchase a block of 00:39:25.950 --> 00:39:30.020 - hours or whatever, and so at that point were managing their 00:39:30.020 --> 00:39:34.460 - budget in terms of hours that are already on hand. You know 00:39:34.460 --> 00:39:37.420 - what I mean? So we have to just. 00:39:37.470 --> 00:39:41.658 - Be really diligent to be good stewards of their dollars and we 00:39:41.658 --> 00:39:45.497 - we manage that in terms of hours rather than like typical 00:39:45.497 --> 00:39:48.638 - accounting where we're dealing with you, know actual dollars, 00:39:48.638 --> 00:39:53.175 - but as you can see, since we have hourly rates that we deal 00:39:53.175 --> 00:39:57.712 - with back in in front end rates, you could always take an hourly 00:39:57.712 --> 00:40:01.551 - reporting and you can equate that to money pretty easily. But 00:40:01.551 --> 00:40:05.739 - we tend to report budget in terms of hours spent and hours 00:40:05.739 --> 00:40:09.578 - remaining and current balance on our balance on hand, that sort 00:40:09.578 --> 00:40:10.625 - of thing so. 00:40:11.220 --> 00:40:15.144 - But that's that's pretty much it up. Do you have any questions 00:40:15.144 --> 00:40:21.480 - about that? Uhm, I mean not to get into like the weeds of 00:40:21.480 --> 00:40:24.978 - everything but. Is there anything else that like? 00:40:25.890 --> 00:40:30.479 - You you also may check or is that where they kind of just 00:40:30.479 --> 00:40:35.068 - like this is what I would use the dashboard for so you wanna 00:40:35.068 --> 00:40:39.304 - you wanna kind of use use EP and the clarity dashboard in 00:40:39.304 --> 00:40:42.834 - conjunction with one another. Once you get once you're using 00:40:42.834 --> 00:40:47.070 - it more. You kind of get really familiar with what does what. 00:40:47.590 --> 00:40:50.866 - Uhm, you know like how is kind of pointing out that that 00:40:50.866 --> 00:40:52.231 - description field in the line 00:40:52.231 --> 00:40:57.046 - item in EP. How that equates over to the project line items 00:40:57.046 --> 00:41:01.827 - in um. Uh, in the project status report, like you know, just kind 00:41:01.827 --> 00:41:05.511 - of knowing what Maps where and like how to get the information 00:41:05.511 --> 00:41:08.888 - you need. I think that's like the most important thing that 00:41:08.888 --> 00:41:12.265 - everyone struggles with when they first start is like, OK, I 00:41:12.265 --> 00:41:16.563 - know I need to know this, but where do I go to get that 00:41:16.563 --> 00:41:20.247 - information right? And so I wanted to make sure you got a 00:41:20.247 --> 00:41:24.852 - prize on this so that you at the very minimum, know how to run a 00:41:24.852 --> 00:41:28.229 - basic project status report to see what the budget is looking 00:41:28.229 --> 00:41:29.457 - like on a project. 00:41:29.820 --> 00:41:34.176 - Um timeline is a whole another discussion, and um, scope is a 00:41:34.176 --> 00:41:37.806 - whole another discussion, but I would recommend, uh, you getting 00:41:37.806 --> 00:41:42.888 - some more training with me on that and I can go over some best 00:41:42.888 --> 00:41:46.881 - practices in terms of those things, but I would. I would 00:41:46.881 --> 00:41:51.237 - need more than like 15 to 30 minutes. That would be probably 00:41:51.237 --> 00:41:56.319 - 1 to one to two, maybe 3 one hour sessions to get get through 00:41:56.319 --> 00:41:58.134 - both of both of those. 00:41:58.170 --> 00:42:03.501 - Processes. Once you get those three pillars down, uh, being 00:42:03.501 --> 00:42:07.569 - able to speak on scope, a timeline and budget I then then 00:42:07.569 --> 00:42:11.637 - you can you know you're off to the races performing as a 00:42:11.637 --> 00:42:15.366 - project manager. Awesome, yeah. I mean after this week like 00:42:15.366 --> 00:42:16.851 - this, this week is just. 00:42:17.690 --> 00:42:21.837 - A box with training sessions, but I love to definitely book 00:42:21.837 --> 00:42:26.361 - more training sessions with you for, uhm the other parts of it. 00:42:26.361 --> 00:42:30.885 - Yeah, happy. Happy to do that and I have a really detailed 00:42:30.885 --> 00:42:35.409 - audit process that I go through that I believe that you probably 00:42:35.409 --> 00:42:38.802 - need to get a little more experience just getting 00:42:38.802 --> 00:42:43.703 - comfortable with these tools 1st and then and then I can go into 00:42:43.703 --> 00:42:48.227 - a much more detailed process of how you can really get some. 00:42:48.240 --> 00:42:51.440 - Detailed information about your project. While I've got you, I 00:42:51.440 --> 00:42:55.920 - can show you one other quick thing that you can do to kind of 00:42:55.920 --> 00:43:00.720 - check budget if you go over to EP. One thing that I like to use 00:43:00.720 --> 00:43:04.560 - is the reporting functionality inside of EP. So if you click on 00:43:04.560 --> 00:43:06.800 - reports up there and you go to 00:43:06.800 --> 00:43:11.830 - projects. Uhm, I use this a lot. I like to do the time spent 00:43:11.830 --> 00:43:15.130 - reports. So go over to the right. Change that radio button 00:43:15.130 --> 00:43:18.508 - to time spent. The very bottom one. 00:43:20.190 --> 00:43:24.560 - Where am I looking? Yeah, you're looking in the wrong. 00:43:24.560 --> 00:43:29.810 - Good and then um, what you want to do is, uh, I, I like to 00:43:29.810 --> 00:43:34.010 - change a range to a specified range, so just go down to 00:43:34.010 --> 00:43:35.760 - specified date range at the 00:43:35.760 --> 00:43:39.375 - bottom. Choose that. That's perfect, and now up at the 00:43:39.375 --> 00:43:42.120 - projects, let's just look at Lenox Advisors for consistency 00:43:42.120 --> 00:43:45.475 - sake. So search for Lennox. Yeah, you got to highlight that. 00:43:45.475 --> 00:43:49.135 - Yeah, there you go Linux and then select that. And then let's 00:43:49.135 --> 00:43:53.100 - let's do the date range of so. One thing that's cool about this 00:43:53.100 --> 00:43:57.370 - like so if I'm a client I may want to know month over month, 00:43:57.370 --> 00:44:01.335 - how much time did I spend in January? How much time did we 00:44:01.335 --> 00:44:05.300 - spend in February and on what? And how much time do you know? 00:44:05.300 --> 00:44:08.655 - How much do we spend month over month? So with this? 00:44:08.790 --> 00:44:13.290 - Tool it allows you to be able to learn and speak on that. So like 00:44:13.290 --> 00:44:17.490 - if we want to see how much time was spent in January for Lenox 00:44:17.490 --> 00:44:21.090 - Advisors, you could just do your date range from one one, 2022 00:44:21.090 --> 00:44:25.290 - one thirty one 2020, and um, go ahead and do that and hit apply 00:44:25.290 --> 00:44:28.890 - and I'll show you what you get and the time spent report. 00:44:29.630 --> 00:44:34.284 - So this will bring up all the line items that were used during 00:44:34.284 --> 00:44:35.716 - the month of January. 00:44:36.270 --> 00:44:40.050 - I'm for when you're doing like a specified date range and you're 00:44:40.050 --> 00:44:43.830 - like looking at a very myopic date range, like like just a 00:44:43.830 --> 00:44:46.980 - specific month or a week or something like that. Then 00:44:46.980 --> 00:44:48.870 - estimated duration is not a very 00:44:48.870 --> 00:44:53.185 - helpful. A field there, but the actual duration is in. The total 00:44:53.185 --> 00:44:57.595 - is because you can and the line items are great to know too, so 00:44:57.595 --> 00:45:01.690 - you can see like the activity names and you can see how much 00:45:01.690 --> 00:45:05.155 - time is actually spent on those activities for that month. And 00:45:05.155 --> 00:45:08.935 - you can see OK in January we spent 21.25 hours on this 00:45:08.935 --> 00:45:12.400 - project and likewise you could move over to February and check 00:45:12.400 --> 00:45:16.810 - February and then you could and then if you wanted to be able to 00:45:16.810 --> 00:45:19.960 - utilize that estimated duration for it to actually add value. 00:45:19.990 --> 00:45:23.854 - You would want to get the UM range for the entire project. 00:45:23.854 --> 00:45:28.362 - Uhm, so like if you wanted to see how much time was spent on 00:45:28.362 --> 00:45:32.548 - the entire project? Uh, what I would do is. I know that this 00:45:32.548 --> 00:45:37.056 - one's been going on for a little over a year, so like like just 00:45:37.056 --> 00:45:39.310 - put in there like 1 one 2017. 00:45:40.420 --> 00:45:43.059 - And go ahead and hit hit apply. 00:45:43.890 --> 00:45:46.078 - And and, uh, now? 00:45:47.270 --> 00:45:52.478 - Oh, I'm sorry, leave this up and right click in up there in your 00:45:52.478 --> 00:45:56.942 - browser and duplicate the window we have open right now. Up in 00:45:56.942 --> 00:46:02.150 - the tab and just hit duplicate and now go over to time logs and 00:46:02.150 --> 00:46:03.638 - then the history tab. 00:46:07.760 --> 00:46:12.512 - Perfect and now, uh, change it to the project to Lenox. 00:46:13.630 --> 00:46:18.430 - Uhm, and then, uh, down at the bottom user specified date range 00:46:18.430 --> 00:46:23.230 - for the time there so, uh, click on the range, choose specified 00:46:23.230 --> 00:46:28.430 - date range and just do 1 one 2017 until like today's date put 00:46:28.430 --> 00:46:30.030 - oh 520 one 2020. 00:46:31.170 --> 00:46:35.310 - And what we're doing here is, we're gonna see when the very 00:46:35.310 --> 00:46:39.795 - first time log entry was made, so that in our other report we 00:46:39.795 --> 00:46:43.935 - can start from when it first started. So you can see over 00:46:43.935 --> 00:46:47.730 - there on the date you can actually sort in ascending or 00:46:47.730 --> 00:46:51.525 - descending order. Right now it's in ascending order, so you see 00:46:51.525 --> 00:46:55.320 - the oldest first. So this project started in July. So now 00:46:55.320 --> 00:47:00.150 - go back over to the first EP tab that we have open and change 00:47:00.150 --> 00:47:01.185 - that date too. 00:47:01.210 --> 00:47:04.138 - 07 one 2019. 00:47:05.100 --> 00:47:11.054 - And now, uh, and then change the two date, today's date and this 00:47:11.054 --> 00:47:16.092 - will give us the time spent overall on the entire project. 00:47:16.092 --> 00:47:17.466 - So hit apply. 00:47:18.100 --> 00:47:21.439 - And now now actual versus estimated actually gives you 00:47:21.439 --> 00:47:25.149 - some value. Oh wow, yeah, because because you're in it 00:47:25.149 --> 00:47:28.859 - that estimated duration isn't going to help you unless you're 00:47:28.859 --> 00:47:33.311 - looking at the summary of all the time spent. So now this 00:47:33.311 --> 00:47:37.392 - right here shows you the every single line item, the estimated 00:47:37.392 --> 00:47:41.473 - duration that was input into EP so that in the estimated 00:47:41.473 --> 00:47:44.812 - duration comes directly from approved change requests and the 00:47:44.812 --> 00:47:48.151 - initial proposal, and then you see the actual duration. 00:47:48.230 --> 00:47:54.206 - Was 300.5 hours. Uh, the other cool thing is that you can 00:47:54.206 --> 00:47:58.688 - export this to Excel if you wanted to make. 00:47:58.700 --> 00:48:02.588 - A more detailed report, just in case the client ever asked for 00:48:02.588 --> 00:48:06.800 - one which I want to get into this more with you later. Um, 00:48:06.800 --> 00:48:11.012 - once, once you're getting more and more up to speed, but I just 00:48:11.012 --> 00:48:15.548 - wanted to give you a little bit of a prey lewd into how these 00:48:15.548 --> 00:48:19.760 - tools can be utilized. Yeah, a lot of PMS were not even really 00:48:19.760 --> 00:48:23.648 - aware of this reporting function inside of easy projects. It is a 00:48:23.648 --> 00:48:24.944 - very very handy thing. 00:48:26.150 --> 00:48:31.562 - Yeah, this is great. Makes it very easy to to organize 00:48:31.562 --> 00:48:36.482 - everything. Yeah yeah, she speak intelligently on on the budget, 00:48:36.482 --> 00:48:41.894 - which is that's that's one of the most important pillars of 00:48:41.894 --> 00:48:44.846 - your job. Yeah, cool. Well this 00:48:44.846 --> 00:48:49.824 - is great. I think, uh, do you? I'll let you know if you have 00:48:49.824 --> 00:48:53.808 - any questions. I've got another meeting at 3:30, but I can uhm 00:48:53.808 --> 00:48:57.792 - answer any other questions that you have and if not, um, then 00:48:57.792 --> 00:49:02.440 - that was the main thing I wanted to go over. That's why I wanted 00:49:02.440 --> 00:49:04.764 - to get you access to that tool. 00:49:04.764 --> 00:49:09.157 - Yeah, so. Clint did mention that you were the one to ask about 00:49:09.157 --> 00:49:13.201 - reports, but I think that went over everything that he said you 00:49:13.201 --> 00:49:18.256 - would be able to cover with me. Um, Yeah, I I want to build you 00:49:18.256 --> 00:49:23.311 - up to this. Uh to that point. So uhm, you know, I'm happy to go 00:49:23.311 --> 00:49:27.355 - into it with you, but I don't want to. You're drinking from 00:49:27.355 --> 00:49:31.399 - the fire hydrant right now. Right now. I don't want to drown 00:49:31.399 --> 00:49:35.780 - you in information. I want to give you some time to sleep on 00:49:35.780 --> 00:49:40.416 - this and. Let it all absorb into your long term memory, so that 00:49:40.416 --> 00:49:44.688 - when we revisit this later, um, you're starting to become a pro 00:49:44.688 --> 00:49:48.960 - at the things we've already gone over, and then I can just 00:49:48.960 --> 00:49:53.944 - continue to build on top of that for you, and I'll help you get 00:49:53.944 --> 00:49:58.216 - to a point where you're just being a ******* PM. So we'll 00:49:58.216 --> 00:50:02.488 - hook you up. Definitely next week, Chris told me that I'll be 00:50:02.488 --> 00:50:06.404 - starting off with some with helping out Daniel and click on 00:50:06.404 --> 00:50:08.184 - some of their client projects 00:50:08.184 --> 00:50:14.332 - so. I think this would be a good opportunity for me to a test out 00:50:14.332 --> 00:50:19.701 - some of um EP and the dashboard great and then once you actually 00:50:19.701 --> 00:50:25.070 - do get some projects handed off to you, I'll help teach you how 00:50:25.070 --> 00:50:29.953 - to. Uh, not only managed budget, but uh, uhm how to manage 00:50:29.953 --> 00:50:34.189 - timeline um and scope as well? 'cause that's also those are all 00:50:34.189 --> 00:50:37.719 - equally important pillars of your job. Yeah, have you learned 00:50:37.719 --> 00:50:41.249 - anything about? Like the triple constraints yet is that they've 00:50:41.249 --> 00:50:45.132 - been something that anyone's mentioned to you? Oh no, no, no 00:50:45.132 --> 00:50:49.368 - one said no. Just told me about that. That sounds daunting. It's 00:50:49.368 --> 00:50:54.310 - not like so if you think about it, what it means is like so, 00:50:54.310 --> 00:50:55.722 - we're constantly constrained by 00:50:55.722 --> 00:51:01.330 - the overall. Whole of of uh, of those three pillars, right? So 00:51:01.330 --> 00:51:04.722 - what, what? The triple constraints basically says is 00:51:04.722 --> 00:51:09.810 - that, UM, if a client like, let's say so, you can basically, 00:51:09.810 --> 00:51:14.898 - out of budget, timeline and scope, a client can get two of 00:51:14.898 --> 00:51:19.562 - those three, but they're never going to get all three because 00:51:19.562 --> 00:51:23.802 - they're all constrained by one another. An example of that 00:51:23.802 --> 00:51:26.770 - would be, let's say I have a 00:51:26.770 --> 00:51:31.190 - client that. Um, they want to increase the scope of the 00:51:31.190 --> 00:51:35.480 - project. Well, what that's going to do because of the triple 00:51:35.480 --> 00:51:39.380 - constraint is it's going to increase the if the scope 00:51:39.380 --> 00:51:43.280 - increases, then the budget and the timeline both have to 00:51:43.280 --> 00:51:47.180 - increase due to the intrinsic nature of how it works. 00:51:47.190 --> 00:51:53.126 - If, uh, let's say a client, um, comes in and they they want to 00:51:53.126 --> 00:51:57.460 - come. They want to speed up their timeline, so, um, this 00:51:57.460 --> 00:52:01.024 - initial. Initially the project was was estimated at and had an 00:52:01.024 --> 00:52:04.588 - estimated deadline of like six months. Let's say they want to 00:52:04.588 --> 00:52:08.476 - shave two months off of that, and now we're trying to target 00:52:08.476 --> 00:52:12.040 - getting this done in four months. Well, what that means is 00:52:12.040 --> 00:52:15.928 - we have to get more resources thrown at it to make that 00:52:15.928 --> 00:52:19.492 - happen. So if they want to reduce timeline, that's going to 00:52:19.492 --> 00:52:23.056 - increase budget and it could. It could also negatively affect the 00:52:23.056 --> 00:52:25.324 - scope because we may not be able 00:52:25.324 --> 00:52:30.500 - to get. All of the scope items that we want to get in there 00:52:30.500 --> 00:52:33.830 - due to the intrinsic nature of those triple constraints.