Once your firm has had a chance to use the workflows and familiarize itself with the Financial Cents, we recommend optimizing your workflow templates.
In this guide, we will walk you through ways you can supercharge your templates and workflows.
Revaluating the template structure
The first step is to reevaluate if there are improvements to make to how you structured your templates. The best method is to get feedback from your team and the actual people using the templates.
You can ask them questions like:
Is there a better way to structure the projects to give us more visibility?
Are there any major issues with the structure now?
Should we break out some of the tasks into more detailed steps?
Should we consolidate some of the tasks into more high-level steps?
Should we organize our tasks into task sections?
Once you have some good feedback, you can change the structure of your templates.
Adding automations
You can set automations on both the task section & task level. There are 3 types of automatons:
Tag/Status automation
Email client automation
Work creation automation
Tag/status automation
Tags can be used in many different ways. However, most firms use them to track the status of projects.
This automation will automatically change the tag/status of the project when your team completes a task or section of tasks. This saves your team time but, more importantly, removes the risk of your team forgetting to update the work status.
Email client automation
Automatically trigger a customized email to your client when your team completes a task or section of tasks. For example, you can use it to automatically send an email with:
A calendar invite to schedule a meeting
A survey to get feedback on the deliverables
A link to the document management system for viewing the reports
Or just a simple update on the status of the work so they are in the loop
Work creation automation
Automatically trigger another project to be created when your team completes a task or section of tasks.
Adding template resources
Adding Resources to the template can help your team easily access external information they need to get their work done within the project itself.
Some common resources added are:
Links to apps used to complete the work
Links to SOP documentation in OneDrive, Google Docs, or other online documents
Links to videos with information on how to complete the work or related to the work
Links to your firm's Google Drive, One Drive, or other online document storage systems
Default template settings
Default template settings help streamline work creation and allow you to automate work creation to reduce admin time.
Below is a short overview of how template settings work. You can learn more about how default template settings work in this article.