5 / How To Refine The Time Analysis Spreadsheet

Update The Day Cells

1. Update the first yellow cell with the number of completed working days in the month so far - including any stat days, not including today

2. Update the second yellow cell with the number of stat days in the month so far

3. Scroll down and check that the first yellow cell in the Client Unders & Overs section correctly reflects the number of available working days in the month - including any stat days. Update if required

Add The Team's Delegated Hours

1. Complete the Delegated Hours Spreadsheet process

2. Take the individual team member's figures (as calculated in the spreadsheet), and enter them into the Delegated Hours column in the Time Analysis Spreadsheet, to the right of the team members name, highlighted in yellow (see pic below)

This information will then populate down into the Team Stats tables at the bottom of the spreadsheet, so the Team Leaders and Management will see them alongside the other figures.

Update 'PLUS Approved Hours' Column Notes

You will need two windows open at the same time:

• The Time Analysis Spreadsheet you are editing

• The Invoicing & Timesheets channel in Teamwork Chat

Any notes relating to a clients service plan hours need to be added to the PLUS Approved Hours column in the time analysis spreadsheet.

Notes can include details like that the client has given approval for over hours, or that over hours have been brought over from the previous month, or that over hours will be carried into the next month, or any other notes specific to the client that people may need to know, eg that it is their last month. Some examples being: "Approved to 20 hours" - "Last month" - "Rolling overs into April" etc... (see pic below)

Make sure to check the Invoicing & Timesheets channel in Teamwork Chat for any new updates that have come from the team during the week. These will be given a thumbs up on comments when they have seen them and actioned (see pic below)

Once done, all notes need to be copied over into, or updated in, the same cells on the Template tab/sheet, and then at the end of the month a final check is done in the Invoicing & Timesheets channel and the thumbs up is changed to a love heart.

Post Hours Update via The 'Service Plan Hours' Channel In Teamwork Chat

1. Take a snip of the Client, Service Plan Hours, Virtual Hours Remaining and PLUS Approved hours columns in the time analysis spreadsheet

2. Draft an @all message in the Service Plan Hours channel in Teamwork chat. Let the team know how far through the month we are and how much of the month is left. Tag any team member who has a client who has gone over hours, or is about to go over hours, and has not yet gotten approval and posted it into the Invoicing & Timesheets channel. Post the snip with this message (see pic below)