Meeting Title: Brainforge x ABC Home and Commercial: Weekly Project Check Date: 2025-11-20 Meeting participants: JanieceGarcia, read.ai meeting notes, MattBurns, Amber Lin, Steven, YvetteRuiz


WEBVTT

1 00:01:59.980 00:02:00.870 JanieceGarcia: Hi, Matt!

2 00:02:01.650 00:02:03.230 MattBurns: Hey, Janiece, how are you?

3 00:02:03.570 00:02:04.900 JanieceGarcia: I’m good, how are you?

4 00:02:05.340 00:02:06.349 MattBurns: Good, good, good.

5 00:02:06.350 00:02:07.229 JanieceGarcia: Pretty good.

6 00:02:08.009 00:02:09.749 MattBurns: You in SA today?

7 00:02:09.750 00:02:12.959 JanieceGarcia: Yes, sir. We had our Thanksgiving luncheon.

8 00:02:12.960 00:02:13.780 MattBurns: Oh, very good.

9 00:02:13.780 00:02:19.239 JanieceGarcia: We were doing our company meeting, and everybody’s gonna be here, so… It was good.

10 00:02:19.430 00:02:21.229 MattBurns: Good deal. Good deal.

11 00:02:22.600 00:02:28.880 MattBurns: Well, we just… finished a meeting with Utom and Steven and I, so I know they’re coming, so…

12 00:02:28.880 00:02:30.250 JanieceGarcia: Nice.

13 00:02:31.980 00:02:32.800 Amber Lin: Hello!

14 00:02:35.130 00:02:35.720 JanieceGarcia: Amber?

15 00:02:35.720 00:02:36.850 MattBurns: Amber?

16 00:02:37.580 00:02:40.330 Amber Lin: is if I gonna join today?

17 00:02:42.140 00:02:43.520 JanieceGarcia: As far as I know.

18 00:02:45.680 00:02:48.960 Amber Lin: Let’s wait a little bit. I’ll keep it pretty quick.

19 00:02:49.220 00:02:58.279 Amber Lin: Because we talked just on Tuesday, so 2 days ago, so we have most of this stuff, we know what we need to do, so I’ll just quickly pass over

20 00:02:58.390 00:03:04.120 Amber Lin: Some usage numbers, and then talk about things that we have on our to-do list.

21 00:03:04.980 00:03:05.630 MattBurns: Gotcha.

22 00:03:05.800 00:03:06.450 Amber Lin: Okay.

23 00:03:18.480 00:03:29.040 Amber Lin: So, this week’s usage is… Still a bit lower than the previous weeks. I feel like our usage reached.

24 00:03:29.160 00:03:32.900 Amber Lin: A high point, and it’s just been… Okay.

25 00:03:33.210 00:03:33.760 MattBurns: Yeah.

26 00:03:35.640 00:03:45.450 Amber Lin: I know we’ve been trying to meet with the trainers, and we’ve been sending the daily updates, but I do think we had this highest usage when we were

27 00:03:45.610 00:03:58.530 Amber Lin: meeting directly with CSRs, we were having very one-on-one engagements with them, so we might need to bring those back. I know their higher effort to keep up with,

28 00:03:58.820 00:04:05.070 Amber Lin: Janiece, what do you think? Do you think the trainers can help start taking on that task as well?

29 00:04:05.300 00:04:17.619 JanieceGarcia: I think with us meeting with the trainers, like, we have our follow-up meeting today, myself and Yvette with the trainers. I know, you know, we are still working on…

30 00:04:18.269 00:04:22.110 JanieceGarcia: Getting some of the zip code stuff.

31 00:04:22.370 00:04:33.840 JanieceGarcia: end line, and I had asked some questions, from that, and then also, like, the follow-up questions, so I think once all of that is going through well.

32 00:04:33.940 00:04:38.460 JanieceGarcia: Then, yes, they will definitely… we’ll see the usage come up again.

33 00:04:38.460 00:04:40.399 Amber Lin: Cool, okay.

34 00:04:40.400 00:04:45.429 MattBurns: And I know that Yvette Sent out some correspondence to all the.

35 00:04:46.120 00:04:53.270 MattBurns: Basically said, hey, this is part of your job, let’s get on this, and this is what we want to do, and you’re responsible for…

36 00:04:53.430 00:04:54.830 MattBurns: teaching your…

37 00:04:55.000 00:05:00.669 MattBurns: your newer folks, this is… this is… this is what the standard is. This is what we want to do, so…

38 00:05:00.670 00:05:01.530 JanieceGarcia: Correct.

39 00:05:01.530 00:05:02.080 Amber Lin: Yep.

40 00:05:02.460 00:05:04.030 Amber Lin: Hi, Yvette.

41 00:05:04.030 00:05:04.750 JanieceGarcia: Jersey bet.

42 00:05:05.900 00:05:07.550 YvetteRuiz: Hello, sorry.

43 00:05:07.550 00:05:08.340 Amber Lin: Hi there!

44 00:05:08.490 00:05:14.599 Amber Lin: We were just talking about the users’ numbers, we were just seeing it, it was just hovering around

45 00:05:14.640 00:05:29.359 Amber Lin: around, say, 80 or 90% of what we want it to be, and we had a great week, but we’re talking about if the trainers are going to take on the task of meeting with CSRs 101, and if that’s going to help the usage overall.

46 00:05:32.550 00:05:33.320 Amber Lin: Yeah.

47 00:05:33.760 00:05:43.569 Amber Lin: Let’s see… we met on Tuesday, so I think we know our to-dos. We’re working on tagging this…

48 00:05:43.780 00:05:55.529 Amber Lin: dashboard with people’s department and roles. So, if you guys can help me tag that, or send me over the list of employees and their roles, that will help… we can…

49 00:05:55.690 00:06:05.890 Amber Lin: how… added to this dashboard, and then we can see, okay, by department, how are people doing? And by role, so we only look at CSRs.

50 00:06:05.890 00:06:07.250 YvetteRuiz: So…

51 00:06:07.250 00:06:08.330 Amber Lin: Back to you.

52 00:06:08.480 00:06:08.950 JanieceGarcia: Great.

53 00:06:08.950 00:06:10.550 Amber Lin: Okay, awesome.

54 00:06:11.110 00:06:13.529 Amber Lin: So that’s the first thing.

55 00:06:14.030 00:06:22.130 Amber Lin: I know Janiece is working on… the attributes… On the daily reminders.

56 00:06:22.240 00:06:33.970 Amber Lin: I do think we’ll end up using the group chat format for now, because it’s harder on Google Chat to send individual messages, they have more restraints on

57 00:06:34.080 00:06:45.500 Amber Lin: what we can send directly, because it’s a big platform, they care about privacy and all that, so it’s harder to customize. But I did find out that we can look at

58 00:06:45.810 00:06:47.210 Amber Lin: Read receipts.

59 00:06:47.670 00:07:01.270 Amber Lin: So we would be able to see, okay, how many people have read this message. So I think let’s start, because I want everybody to receive this as soon as possible. Can we start by just adding everybody

60 00:07:01.300 00:07:07.920 Amber Lin: all the CSRs to this group for now, and then we can look at how to send messages individually.

61 00:07:09.290 00:07:15.989 YvetteRuiz: Yes, I don’t know if you saw my chat, but I can’t add anybody to it, so I don’t know, like, if I don’t have any editing rights, or…

62 00:07:15.990 00:07:16.319 Amber Lin: I see.

63 00:07:16.320 00:07:17.899 YvetteRuiz: I gotta get with Tim.

64 00:07:17.900 00:07:20.150 Amber Lin: I see. I was gonna try to do it today.

65 00:07:21.370 00:07:34.160 Amber Lin: Let’s see… if you can send… if you have already sent me the list of people, of their emails, I can just have… give the emails to Casey and have him see if he can add it. If not, we’ll ask him.

66 00:07:34.720 00:07:35.570 YvetteRuiz: Okay.

67 00:07:35.570 00:07:36.110 Amber Lin: Yeah.

68 00:07:38.150 00:07:38.890 Amber Lin: Cool.

69 00:07:40.600 00:07:53.599 JanieceGarcia: And going back, to the follow-ups, I did go in and update the central doc, and I had added you on some of the tickets, because the follow-up questions are not coming through, so…

70 00:07:54.530 00:07:59.830 Amber Lin: Mmm, I see. I don’t think we’ve enabled it yet, because we didn’t want Andy to…

71 00:07:59.850 00:08:17.559 Amber Lin: ask follow-up questions when it can’t give the answer. We’ve had cases before where we asked a follow-up question, and then because we didn’t have anything prepared, like, the CSRs got really confused, and there was a lot of feedback coming in. So, well, now that you confirm, I’ll ask Casey if we can enable that.

72 00:08:18.240 00:08:25.499 JanieceGarcia: Okay, and then also, I wanted to ask, too, on the commercial side, because I am working pretty closely with Haley.

73 00:08:25.780 00:08:33.900 JanieceGarcia: When it comes to the commercial and central doc, she’s not able to edit the central doc, since you guys gave it to him the other day.

74 00:08:34.630 00:08:36.349 Amber Lin: Let me… let me check on that.

75 00:08:37.500 00:08:38.700 Amber Lin: Hmm…

76 00:08:44.220 00:08:45.000 Amber Lin: Hmm.

77 00:08:58.210 00:09:05.120 Amber Lin: Okay. I just invited her again, so let me know if it’s changed.

78 00:09:05.900 00:09:08.999 JanieceGarcia: Okay, Yvette and I meet with her in a little bit, so…

79 00:09:09.000 00:09:10.179 Amber Lin: Okay.

80 00:09:10.540 00:09:11.429 JanieceGarcia: Last two.

81 00:09:12.030 00:09:21.770 Amber Lin: Sounds good. So, the… our top priority is to… Tag people in a dashboard, and then…

82 00:09:22.530 00:09:30.679 Amber Lin: Start sending out daily messages to everybody, and then we’ll look at all the triage tickets about the zip code questions, and then

83 00:09:31.140 00:09:34.709 Amber Lin: The follow-ups. So that’s my… that’s all my to-dos.

84 00:09:36.360 00:09:37.100 YvetteRuiz: Okay.

85 00:09:37.100 00:09:39.239 JanieceGarcia: Go ahead, Yvette, sorry.

86 00:09:39.870 00:09:55.279 YvetteRuiz: Oh, no, that’s fine, I was just gonna let her know that we met with a handyman yesterday. So it is part of home improvement, they’re just a little bit separated, they’re called handyman projects, so we want to start building them in as well, so they’ll start putting in their

87 00:09:55.610 00:10:00.060 YvetteRuiz: It’s their central dock and all. It’s part of… it’s an attachment to the call center, if you will.

88 00:10:00.460 00:10:01.310 Amber Lin: Oh, okay.

89 00:10:01.310 00:10:03.160 YvetteRuiz: I wanted to talk through it. It’s just…

90 00:10:04.060 00:10:10.459 YvetteRuiz: It’s just another layer, but we want to make sure that we have all the right information on the handyman, service side.

91 00:10:10.460 00:10:13.360 Amber Lin: Cool, sounds good. So, we will…

92 00:10:13.370 00:10:29.219 Amber Lin: If you need them to book a meeting with me, just let me know, and I can walk them through how the central dog is structured. But also, like, maybe you can also invite Janice, and we can walk through how to create the central dog, where to add things.

93 00:10:29.230 00:10:33.800 Amber Lin: Because as long as they add it in there, the information should come up.

94 00:10:34.850 00:10:43.989 YvetteRuiz: Okay. Are we thinking on adding it to the home improvement one, or do… because they have… they’re building everything from scratch. They have nothing.

95 00:10:43.990 00:10:44.460 Amber Lin: Bing everything.

96 00:10:44.460 00:10:50.120 YvetteRuiz: that they’ve been working on has been memory. I see. So we’re really starting to help them kind of put all their stuff in estimate.

97 00:10:50.120 00:10:55.820 Amber Lin: Are they a completely separate team, or do they also handle some of the other home improvement stuff?

98 00:10:55.820 00:11:00.130 YvetteRuiz: They do handle some of that. They’re a little bit different, but,

99 00:11:00.890 00:11:04.680 YvetteRuiz: They’re the same team. They still fall under the umbrella of home improvement.

100 00:11:04.680 00:11:15.220 Amber Lin: I see. Let’s put it there, and if it starts getting conflicting answers, then we can consider moving it out, since in the end, we do want to have all… everybody in

101 00:11:15.950 00:11:20.049 Amber Lin: all the knowledge combined, so let’s start with Javian together.

102 00:11:20.360 00:11:20.910 YvetteRuiz: Yep.

103 00:11:21.560 00:11:22.140 Amber Lin: Cool.

104 00:11:24.650 00:11:26.880 YvetteRuiz: Awesome.

105 00:11:28.230 00:11:33.449 JanieceGarcia: I just wanted to make sure on the zip codes, I mean, with me updating and

106 00:11:33.610 00:11:39.510 JanieceGarcia: doing the database with the changes there, I want to make sure that they’re actually following through, because.

107 00:11:39.550 00:11:40.719 Amber Lin: You know.

108 00:11:40.720 00:11:50.269 JanieceGarcia: we’re losing… I’m… we’re pushing for everyone to ask, but, like, the lead line team, I will say, is one of the largest teams that does ask a lot of those questions.

109 00:11:50.830 00:11:54.410 JanieceGarcia: So, I don’t wanna… Stir them away from it.

110 00:11:54.820 00:11:59.549 Amber Lin: Yeah, totally. And I know you’ve tagged me in those issues already, right?

111 00:12:00.680 00:12:03.420 Amber Lin: Yeah, so I’ll be able to go and look at them.

112 00:12:04.510 00:12:05.080 JanieceGarcia: Okay.

113 00:12:10.240 00:12:11.190 YvetteRuiz: An email.

114 00:12:11.980 00:12:13.639 Amber Lin: Cool. Anything else?

115 00:12:16.060 00:12:20.170 YvetteRuiz: You know, I mean, we have our meeting right after this with all our trainers, and…

116 00:12:20.300 00:12:29.450 YvetteRuiz: We’re going to talk about KPIs and usage and all that, because they’re going to be the ones that are held accountable for, making sure that we are

117 00:12:29.620 00:12:34.559 YvetteRuiz: redirecting or pointing everyone in that, and so I want to make sure that everyone’s up to speed on

118 00:12:35.000 00:12:40.160 YvetteRuiz: And then I’m going to start sharing the data that we went over on Tuesday to show them where their teams are at.

119 00:12:40.330 00:12:41.370 YvetteRuiz: usage.

120 00:12:41.370 00:12:45.799 Amber Lin: What’s the… what’s the KPI that you’re setting for them?

121 00:12:46.930 00:13:06.960 YvetteRuiz: So, right now, we’re looking… right now, we’re just starting fresh. So, all I did was take everything for the past 2 months, like we talked about, from since September, how much usage has been used by each agent, and once we get the roles and the departments added to them, then I can go in there and break it down per department, so then that way they know.

122 00:13:06.960 00:13:07.370 Amber Lin: Hmm.

123 00:13:07.370 00:13:17.889 YvetteRuiz: and then I’ll be sharing the usage per department, and then give them… giving them a list of each agent, and how many times they’re using it, and then we’ll have a better idea based on role.

124 00:13:18.160 00:13:22.839 YvetteRuiz: Are the CSRs using it? Are the admins using it? So that’s where we’re gonna start,

125 00:13:23.540 00:13:24.840 YvetteRuiz: With that data.

126 00:13:25.310 00:13:26.899 Amber Lin: Okay, I see.

127 00:13:27.090 00:13:36.650 Amber Lin: I’m looking at the spreadsheet you sent me. Would there be a one that also has their email in it, or is this the one that we have?

128 00:13:38.340 00:13:46.270 YvetteRuiz: We could put the email in there, that one actually came out of our, our Paylocity reports.

129 00:13:46.270 00:13:55.719 Amber Lin: Having email will be super helpful, because everything is tagged, by email, so that’s, like, that’s the key that we join everything on.

130 00:14:02.080 00:14:07.059 YvetteRuiz: I’ll just share my user group. I have the user group for the entire call center, so I’ll just…

131 00:14:07.060 00:14:07.670 Amber Lin: Okay.

132 00:14:07.810 00:14:09.020 YvetteRuiz: Upload that.

133 00:14:16.070 00:14:16.730 YvetteRuiz: Yep.

134 00:14:17.620 00:14:24.150 MattBurns: Yvette, on the KPIs you were just talking about a minute ago, you’re talking about an actual KPI for the trainers as well?

135 00:14:25.820 00:14:37.999 YvetteRuiz: It’s going to be for the… the support managers, that’s what I’m… I mean, each division, like Shannon, all the support managers over them, so it’s going to be their KPI, but I’m going to make sure that they understand.

136 00:14:38.390 00:14:40.610 YvetteRuiz: That that’s part of their role.

137 00:14:41.020 00:14:41.740 MattBurns: Good, good.

138 00:14:41.740 00:14:45.299 YvetteRuiz: Yeah, because it’s going to be built into their scorecard, is pretty much what I’m gonna…

139 00:14:45.400 00:14:47.340 MattBurns: I’m gonna end up doing.

140 00:14:47.570 00:14:48.600 MattBurns: Sounds good.

141 00:14:48.600 00:14:58.559 YvetteRuiz: Because I think we’ll drive more results. I think a lot of them, they’re so used to KPIs, so when they’re able to go in there and see that, it’s… it’ll be… it’ll move… it’ll move the needle.

142 00:14:58.790 00:14:59.829 MattBurns: Good, good.

143 00:15:02.570 00:15:03.840 YvetteRuiz: Yep. Okay.

144 00:15:04.990 00:15:11.889 YvetteRuiz: I think that was it. I mean, I think we met Tuesday, and we covered a lot on that end of it.

145 00:15:13.450 00:15:22.280 YvetteRuiz: And then once we get the daily updates going, I think that’s going to be another, you know, a big one. I just… I know I shared with you,

146 00:15:22.440 00:15:32.050 YvetteRuiz: the promos would be another good thing that go out on those daily reminders, so, like, the marketing sends out promos every Thursday, so it would be good to push those out.

147 00:15:32.250 00:15:47.549 YvetteRuiz: Via Andy, to all our CSRs, so then that way they have that, that way, because I think a lot of stuff that goes through email, I think that kind of maybe gets pushed aside, but I feel like maybe if we push those promos through Andy, they’ll get more.

148 00:15:47.980 00:15:48.720 JanieceGarcia: action.

149 00:15:49.210 00:15:53.029 Amber Lin: Mo, are those promos different every Thursday?

150 00:15:53.960 00:15:54.300 JanieceGarcia: Yes.

151 00:15:54.710 00:15:55.800 Amber Lin: Oh, okay, so…

152 00:15:55.800 00:15:56.300 YvetteRuiz: Yeah.

153 00:15:56.490 00:16:04.009 Amber Lin: When did it come out? Because we’ll need to update it in the… in the spreadsheet so that we can push it out.

154 00:16:04.010 00:16:10.260 JanieceGarcia: It’s… it’s usually, like, mid-morning, like, you… whenever you vet send it to you guys,

155 00:16:10.430 00:16:11.860 JanieceGarcia: Put it in our chat.

156 00:16:12.010 00:16:13.880 JanieceGarcia: With all of us today.

157 00:16:14.760 00:16:17.390 JanieceGarcia: She put it in there as soon as it got sent out to everyone.

158 00:16:17.390 00:16:19.019 Amber Lin: I see.

159 00:16:20.130 00:16:25.220 Amber Lin: Okay, so I think we’ll… we can create a separate message on Thursday to send that.

160 00:16:25.460 00:16:31.919 Amber Lin: Cause if it comes in on Thursday, we’ll need to change the… Change the message there.

161 00:16:32.440 00:16:35.969 JanieceGarcia: Could we do it on Friday morning’s update, though, Eva?

162 00:16:36.370 00:16:39.710 YvetteRuiz: It’d probably be better to go, well, I’ll just tell…

163 00:16:40.030 00:16:49.390 YvetteRuiz: Yeah, I mean, it doesn’t matter, it can still go out via email, I just… we can set it up for Friday. I think it’d be better that way, Amber, so then that way we have that, and we can upload it, or whatever we need to do.

164 00:16:49.650 00:16:50.740 YvetteRuiz: To get that.

165 00:16:52.860 00:16:56.530 JanieceGarcia: I like the one that went out today. Snuggle. It’s snuggle season.

166 00:16:56.530 00:16:58.510 Amber Lin: Yeah, yeah. It looks real cute.

167 00:16:58.510 00:16:59.729 JanieceGarcia: It was cute.

168 00:17:01.230 00:17:20.920 YvetteRuiz: Yep, and then the last one was just kind of on the feedback loop. Steven, I talked to you a little bit about this on Wednesday or whatever, but if there’s a way where our CSRs can not just feedback on what they’re getting through Andy, but just kind of any feedback that they want to share, it would be good for them to be able to submit that.

169 00:17:20.920 00:17:25.799 YvetteRuiz: And then maybe every month we can kind of get a summary or something that kind of

170 00:17:26.250 00:17:27.980 YvetteRuiz: Sh- You know, that kind of…

171 00:17:28.590 00:17:32.790 YvetteRuiz: It’s sent to us, it says, okay, what, what have they said? What have they shared with us?

172 00:17:33.330 00:17:35.500 JanieceGarcia: And I have put that in the chat, Amber.

173 00:17:36.260 00:17:37.660 Amber Lin: Yeah, I remember.

174 00:17:37.990 00:17:49.200 Amber Lin: We can start with some… we can start with something that’s very similar to the thumbs down button, and then we can perfect it later, if you want to roll it out as soon as possible.

175 00:17:49.730 00:18:01.320 YvetteRuiz: Yeah, well, I think probably in the beginning of the year, maybe we’ll focus on that. I just was thinking through some things, because I get those pretty often that come to me, and it would just be good to have one central location.

176 00:18:01.910 00:18:10.250 Steven: Do you think, like, would it be some kind of prompt every now and then to ask from Andy, or just, like, how would we kind of encourage them to give the feedback?

177 00:18:11.010 00:18:12.390 YvetteRuiz: I mean, it…

178 00:18:12.940 00:18:27.139 YvetteRuiz: I feel like… I think that we would push it, like, during a huddle, like, maybe… because what I had mentioned to my managers is, like, one… one huddle a month, like, we would focus on asking them those questions, and at that point, that we would push that out there, hey.

179 00:18:28.020 00:18:42.329 YvetteRuiz: go in there and put any feedback that you have. I’m not… I’m not sure, I just… I want to be able to create that button where they’re able to do it, but, I mean, it would be good, I guess, Stephen, we can kind of just prompt it to ask every now and then. Maybe every quarter? I don’t know.

180 00:18:44.720 00:18:45.459 YvetteRuiz: What would you like?

181 00:18:46.080 00:18:46.840 YvetteRuiz: Go ahead.

182 00:18:46.840 00:18:55.059 JanieceGarcia: What if we did how we have, like, the oh-by-the-way bullseye? I mean, what if we added, like, a star and everyone knew? Okay, that’s feedback.

183 00:18:55.440 00:19:09.200 JanieceGarcia: And then every so often, whether it’s once a month, once a quarter, every so often, we actually light it up and say, hey, we’re looking for the feedback now, because it’s getting close to our meeting to talk about it, or… I don’t know, I’m just… spitballing things, so…

184 00:19:09.200 00:19:09.740 YvetteRuiz: Yeah.

185 00:19:11.670 00:19:13.639 JanieceGarcia: So that way, it’s always right there.

186 00:19:14.830 00:19:15.470 YvetteRuiz: Yeah.

187 00:19:17.060 00:19:22.310 YvetteRuiz: We’ll put some thought into it. I was just thinking, like, maybe the beginning of the year, we can kind of start rolling that out.

188 00:19:23.500 00:19:24.739 Amber Lin: That sounds good.

189 00:19:28.000 00:19:29.719 YvetteRuiz: But that’s all I have on my end.

190 00:19:31.600 00:19:40.719 Amber Lin: Yeah, sounds good. That’s all I wanted to ask, because I, like, we talked pretty… quite a bit this week, so I know what we… was top of mind for us.

191 00:19:41.700 00:19:42.280 YvetteRuiz: Yep.

192 00:19:42.680 00:19:43.370 Amber Lin: Alright.

193 00:19:43.600 00:19:44.240 MattBurns: Thank you, God.

194 00:19:44.240 00:19:44.790 Steven: Cool.

195 00:19:44.790 00:19:45.550 YvetteRuiz: Alrighty, guys!

196 00:19:45.550 00:19:45.890 Amber Lin: Thank you.

197 00:19:45.890 00:19:46.370 JanieceGarcia: Thank you.

198 00:19:46.370 00:19:47.600 YvetteRuiz: Okay, bye. Bye!

199 00:19:47.770 00:19:48.280 MattBurns: Okay.