Pick up a new set of operational habits

Operating touches on the core processes of running an agency business. This checklist will ensure you align the Operating setup with your structures and responsibilities.

As with any new habit, it’s tempting to fall back on your old ways. Let’s make doing the right thing easy, especially when your colleagues see the system for the first time.

Setup

Before inviting others to Operating, the admin should add the necessary organisational data.

Importing people

Bringing the list of your people to Operating is done in one of the following ways:

1. If you’re able to pull work allocation information in the preferred CSV format, that’s the best
   1. Let’s discuss this. If your allocations are in Harvest Forecast, it will be effortless
2. If Harvest is your time tracking system ⇒ connect with Harvest
3. Export “all hours CSV” from your time tracking system, everyone with time entries appears as People
4. Connect with your HR system, e.g. Hibob
5. Add names, roles and other details manually in Directory

Once you’ve imported your people, you can edit their specific details in the Directory.

Group setup

Replicate your company structure to Operating to find the right people and get the reports you need.

A successful group setup enables your teams to look and modify their own data intuitively.

You start with one group, which is named after your company. We recommend adding subgroups, such as:

• [ ] Sites (e.g. Finland & Sweden or London & Manchester)
• [ ] Focus areas and internal teams (e.g. industry teams, sales team, consulting team, HR team, finance team)
• [ ] External/Subcontracting group (if you’re using external workforce, separate this as another base group next to your own company)