Pixlmob SOP

This is an SOP to use Pixlmob and bill the work properly.

Billing

Receipts from Pixlmob come in via email (sent to the social@xscad.de account). When you get a receipt emailed, you need to input the hours on Toggl.

Design Review SOP

Why? 

This document creates a proofing system where every deliverable must pass through at least 3 hands until it reaches the client. This eliminates the risk of sharing documents with errors, and increases our ability to deliver high quality work to our clients. 

Logging Tasks in toggl

track.toggl.com/timer

General Note: Please log your tasks within 24 hours so you don’t get behind. Employees will get a grace period until Sunday night of each week. 

The final cutoff is Monday morning, when SCAD Management finalizes payroll. 

It is your responsibility each week to double check the hours are correct. 

Slack SOP

• Use channels to organize conversations. Channels are like chat rooms that are dedicated to specific topics. This can help to keep conversations organized and prevent information from getting lost.
• Set up direct messages with your team members.

Meeting Notes SOP

Purpose

To keep information moving in the company so everyone knows what is going on.

Meetings must include an Otter transcript and/or zoom recording/link (select record locally if necessary and upload audio file at a minimum). If they occurred via phone call or in-person this is not necessary.

What is a “Meeting?”

Any preplanned and not preplanned conversation with a client

Creating Calendar Invites SOP

Time Blocked Out

The time you block out should include any travel time needed.

Attendees

You should invite anyone who is needed at the meeting/event/location. Include the Client Manager in the invite even if they are not attending (for visibility). 

You can also invite the client using their email address(es) so they can add the event to their calendar.

Description

Check in/Check out SOP

Intro

This document is your guideline to checking in and out each day. 

Once you become familiar with the process, this should take you less than 15 minutes each day to complete before you dive into your work for the day.

Logging in

To start your day, log into your computer. You should open / check

Deleting old/complete to dos

Is this complete?

• Have the deliverables been completed?
  • AND the client has signed off on them?
  • (if we submit externally for client approval, we must then reply in Basecamp when they approve).
• Have any important documents been saved?
  • Photos from events (with file paths)

What is complete?

• For DJD Lawyer PR usuals (social, web + eblast) like quotes/articles, we should be able to close it out once:

Editing to dos

Creating a Review Task

• Always create the review task within the “Internal” list under the client’s Basecamp