Bric and Your Agency’s Workflow

Here is how Bric fits into the workflow of your creative agency. Use it everyday, and you will increase profits and employee engagement.

Project Discovery. Projects by their nature are outside of client’s normal business operations. Likely clients don’t have an understanding of how much certain things cost. Because of this they will ask you for exactly what they want: their ideal technical specs, timeline, and team. It is up to you to help adjust expectations.

This makes project planning is essential. Yet, planning is broken. Traditionally, you meet with clients learn about what they want. Then in a week or two you return with an estimated price. In this time, clients meet with other vendors and people. Worst of all, you likely will not be in the room the first time clients hear about price, timeline and team. You can’t manage reactions, and remind them of what they are getting for that price.

With Bric you can quickly plan a project. You know who is available, how long similar projects have taken, and how much you should charge based on the project plan. Now you can start to validate budgets, and set expectations. You no longer have to wait weeks to give a client an idea of the price, timeline, and team. You can manage expectations during the discovery meeting.

Creating a Proposal. Bric is your starting point. If you used Bric during discovery, you already have a rough project plan — complete with any agreed budget and rates. Bric goes beyond assigning weeks, roles, and people to projects. You know if people are overbooked, what other projects they are working on. Your project plan adjusts dynamically based on Start Week, and who is assigned.

Getting a signed proposal. Until project plans are activated, the plan does not impact capacity reports, calendars, or people’s availability. Move the project plan to active once you have a signed proposal from your client. This reserves the team’s capacity for the duration of the project plan, and adds the project to each team members timesheet. In addition, as time is tracked it will appear side-by-side with planned time.

During the Project. Resist the temptation to over-adjust the project plan. It is recommended that you only make adjustments for unforeseen changes such as client delays, scope creep, and team changes. This allows you to compare your plans vs. actual performance. Also, emphasize the importance of time tracking to your team. Time tracking is no longer just about invoicing clients, but about knowing how long projects take and applying this knowledge to future project plans. to improve future project plans. You be pleasantly surprised that your employees will want to provide you this information.

Bric makes it easy for people to track time. Time can be recorded directly in the timesheet, or using the timer in the navigation bar. Using Bric’s built in stopwatches make it easy to accurately record time. In addition, people can add notes. Most of the time notes are used to record the tasks that were completed, or note a complication. The person, their manager, or the admin can view notes and add additional comments.

Bric makes it easy to manage timesheets. Managers and Admins can view each person’s timesheet, make adjustments as needed, and leave notes. In addition, Admins can schedule timesheets to lock to encourage employees to keep their timesheets updated. You can schedule timesheets to lock on your company settings.

Managing the Project. Bric allows you to sort projects by key statistics using the Projects page. Use this during daily and weekly progress meetings. For example, you can sort projects by remaining weeks to make sure that things to a close nicely. Also, you can sort projects by percent off track. This allows you to identify potential problems. People should be ready to talk about why plans are not representing reality. Make sure to get both side of the story. The problem might be with the estimation, the execution, and/or the client.

Project Postmortem. Once the project is finished mark it as completed. Completed projects are included in Bric’s analytics, project type reports, and their timesheet is locked. You can view recently completed projects on the Projects page, and see the updated statistics on the Project Type page.