Flow

How Strictly Savvy Used Flow Tasks

Each Service Plan and Flexi Plan (formerly referred to as Casual) client had a 'Team' in Flow.

The Head VA's & Back-Ups VA's for each Service Plan and Flexi Plan client needed to join the applicable 'Team'/s in Flow.

You do this by selecting the green 'Join' button underneath the clients' name on the 'Teams' page:

The project/graphic design team has their own 'Team' in Flow called 'Projects'. This is for any external projects that are for clients not already on a Service Plan and Flexi Plan.

There are also a number of internal 'Teams' such as Administration, Accounts & HR. Some of these are locked for confidentiality. If you require access for a locked 'Team', please contact the Office Administrator and explain why you need access to that 'Team' in Flow.

Under each team, there should be (at the minimum) a project for each of the client's project/s as listed in Harvest.

Client & internal tasks that cannot be actioned immediately must be added to the appropriate 'Team' and 'Project' in Flow.

When creating new tasks and/or projects, please put as much information as possible in the description fields, including budgets, quoted prices, project details etc...

Keep tasks related conversations within the comments section of the task in Flow to help keep the chat rooms clear.

How Strictly Savvy Used Flow Chat

Please use Flow Chat for any internal communication.

The following contractors do not have Flow Chat and should be contacted by phone call for urgent communication or by Slack (not all has Slack), email, text, WhatsApp for other communication:

• Anita

• Craig (has Slack)

• Krissie

Type @everyone to send all members of a chat room a desktop notification.

Template Projects

For any client tasks that involve following a particular process there should be a template Flow project that outlines each step of the process.

Make sure to put 'TEMPLATE' at the end of the project name to make it clear that the project is a template and needs to be duplicated before use.

How to use/duplicate a flow project template

1. Find the project template that you want to use

2. Hover over the project and select the 'Options' arrow that appears on the right-end of the project name

3. Select 'Duplicate' from the list of options that appears 

4. Change the name of the project 

Select 'Create new project' to saves you changes

5. Your duplicated project will appear underneath the template in the projects list

6. Hover over your duplicated project

Click and drag it to the desired position in the projects list

Flow Best Practice Examples

Recurring tasks

Each client should have a Flow project for each Harvest project

In the Flow project description should be the following details:

• URL link to the Harvest project

• Cheat Sheet link

• Client Name

• Assigned VA

• Back Up VA

• Client Account Manager

Create a section for:

• Daily

• Weekly

• Monthly

• Any other regular recurring periods

Note recurring tasks under the applicable section and make sure you set the reoccurrence on the task as well

Client task templates

For any client tasks that involve following a particular process there should be a template Flow project that outlines each step of the process.

Make sure to put 'TEMPLATE' at the start of the project name to make it clear that the project is a template and needs to be duplicated before use.

Here is a good example:

How The Projects Team Used Flow

The projects team Flow is separated by:

If the client has only one project then this is set up as an individual project in Flow

If the client has more than one project, then they are each set up as an individual project in Flow and kept together as a group