The daily rhythm of work
Zalecany porządek pracy z systemem w ciągu dnia: kolejność przeglądania zadań i powiadomień, zasady dokumentowania ustaleń przy rekordzie oraz czynności kończące dzień pracy.
Starting the working day
The first step after signing in is to review the task list. It contains matters directed by name to the signed-in user by another employee or by a process.
The system informs about a record handover automatically: every assignment in a process generates a notification, without any extra action by the person handing it over.
Notifications should be reviewed after tasks. Tasks mean work to be done; notifications are informational, which is why the reverse order delays handling of the matters that are waiting.
Example. Recommended order: the task list, then notifications, and finally the lists you run. The review takes a few minutes and gives a full picture of the planned work.
Documenting agreements at the record
Information about a matter should be at the record, not in external channels: a calendar, a notebook, or a messenger.
- Record agreements in a comment at the record. Agreements passed by a private message remain unavailable to the other people running the matter.
- Attach files as attachments to the record. An attachment at the matter is available to anyone who has access to it.
- Enter deadlines in the deadline field. A date recorded at the record is visible to the team and makes it possible to filter the list.
The record is the source of information about a matter. Agreements not documented at the record stay outside the team's flow of information. A record at the record makes it possible to reconstruct the course of a matter regardless of the participants' memory.
Working during the day
| Recommended practice | Rationale |
|---|---|
| Saving changes as you go | limits data loss when work is interrupted |
| Filling in fields at the moment a record is entered | filling in late requires re-establishing the data |
| Verifying the company context before adding a document | changing a document's company assignment after saving is sometimes impossible |
| Handing over tasks assigned by mistake | a task left without a response holds up other people's work |
The last item has a direct impact on the course of processes. A task assigned by mistake stays on the list until it is handed over, and the matter is waiting for action, which is not visible to the person waiting.
Closing the working day
Actions that close the day, especially before days off and absence:
- Marking completed tasks. A task that is done but not marked stays indistinguishable to the team from one that is not done.
- A comment on matters in progress, if they may be taken over by another person.
- A review of deadlines falling in the coming days.
Before a longer absence, additionally agree with your supervisor on the person who will take over open tasks.
Practices not recommended
- Creating another record in reaction to an error. A duplicate stays in the list and affects the summaries. The right reaction is to report the problem.
- Leaving descriptive fields empty with the intention of filling them in later.
- Skipping the process. If a process makes work harder, report it; process changes are made in the configuration, not by skipping it in practice.
Related
My tasks describes the list of matters awaiting the user. Notifications describe system messages. Comments and mentions describe documenting agreements. Attachments describe files attached to a record. Reporting problems describes what to do in case of a fault.
Basic concepts
Słownik słów, które wracają w całym systemie i w całej dokumentacji: obiekt, rekord, lista, pole, proces, etap, zadanie, reguła i kilka innych, wyjaśnionych bez żargonu.
Custom menu
Menu to lewa nawigacja systemu. Pokazuje obszary pracy firmy w kolejności i pod nazwami, które ustalił administrator, a nie sztywną listę wbudowanych ekranów.