Meeting Title: Brainforge PM Workflow Documentation Sync Date: 2025-09-24 Meeting participants: Rico Rejoso, Samuel Roberts
WEBVTT
1 00:00:27.210 ⇒ 00:00:28.240 Rico Rejoso: Hey, Sam.
2 00:00:31.030 ⇒ 00:00:31.900 Samuel Roberts: Ayy.
3 00:00:33.920 ⇒ 00:00:35.060 Samuel Roberts: Where’s it going?
4 00:00:35.310 ⇒ 00:00:36.689 Rico Rejoso: Good, I’m good, how are you?
5 00:00:37.690 ⇒ 00:00:38.680 Samuel Roberts: Good, good.
6 00:00:38.790 ⇒ 00:00:44.550 Samuel Roberts: Yeah, so, I think… I wanted to do it with us first, because I, like.
7 00:00:45.330 ⇒ 00:00:47.369 Samuel Roberts: wanted you to see, like I said.
8 00:00:47.370 ⇒ 00:00:50.029 Rico Rejoso: Like, what kind of stuff we need to talk about, like, where…
9 00:00:50.480 ⇒ 00:00:55.929 Samuel Roberts: We might poke for, like, AI stuff, but I also want to keep the workflow’s documentation more general.
10 00:00:56.170 ⇒ 00:01:02.049 Samuel Roberts: Because I don’t want to get too in the weeds about, like, where we could add AI and stuff. It’s really just about documenting
11 00:01:03.490 ⇒ 00:01:06.970 Samuel Roberts: So I guess, let’s just, like…
12 00:01:08.070 ⇒ 00:01:12.969 Samuel Roberts: I guess I’ll let you take it off, because I want you to probably do most of the talking.
13 00:01:13.910 ⇒ 00:01:14.960 Samuel Roberts: Because I’m…
14 00:01:15.110 ⇒ 00:01:19.230 Samuel Roberts: I don’t necessarily know, like, what workflows to even ask about at this point, because you’re the first interview for…
15 00:01:19.770 ⇒ 00:01:21.260 Rico Rejoso: Pm stuff?
16 00:01:21.680 ⇒ 00:01:24.929 Samuel Roberts: So, like… If you had to, like…
17 00:01:25.460 ⇒ 00:01:27.549 Samuel Roberts: List out the workflows you do.
18 00:01:28.170 ⇒ 00:01:28.780 Rico Rejoso: Okay.
19 00:01:29.730 ⇒ 00:01:31.860 Samuel Roberts: What kind of things do you have? Yeah.
20 00:01:32.090 ⇒ 00:01:40.820 Rico Rejoso: Okay, to be honest, I didn’t start off as a PM, so I was on operations, but on the PM side, I think…
21 00:01:40.940 ⇒ 00:01:53.300 Rico Rejoso: we can start off from the first, from the STD, or from the, from sales, right? From sales to delivery, so that’s one thing, if we can automate that part.
22 00:01:53.490 ⇒ 00:01:59.909 Rico Rejoso: Afterwards, from sales delivery, they will create a management then.
23 00:02:00.690 ⇒ 00:02:08.889 Rico Rejoso: which I think will be based on the SOW, that’s where contract signing comes into place. And charter plan, then we’ll start off with a kickoff.
24 00:02:10.350 ⇒ 00:02:15.639 Rico Rejoso: So, do you want me to, like, discuss how the flow of DM stuff works.
25 00:02:15.640 ⇒ 00:02:18.440 Samuel Roberts: Yeah, there’s actually a good overview, so I would say keep going.
26 00:02:18.620 ⇒ 00:02:20.050 Rico Rejoso: Okay, alright.
27 00:02:20.050 ⇒ 00:02:22.220 Samuel Roberts: We’ll dig into each one of these maybe after.
28 00:02:22.220 ⇒ 00:02:22.860 Rico Rejoso: Okay.
29 00:02:23.140 ⇒ 00:02:37.249 Rico Rejoso: Then after kickoff, I mean, prior to kickoff, based on the SO that we created, we need to come up with milestone and tickets for the project, based on the contract or the, scope of work. Then afterwards, kick off with the client.
30 00:02:37.380 ⇒ 00:02:43.540 Rico Rejoso: to kick off, great stand-ups, or cadence, or rituals.
31 00:02:43.540 ⇒ 00:02:45.759 Samuel Roberts: Hold on, let me… let me back up for a second.
32 00:02:45.760 ⇒ 00:02:46.280 Rico Rejoso: Go ahead.
33 00:02:49.320 ⇒ 00:02:53.689 Samuel Roberts: After the kick of the client, okay, great. Then, okay, so is milestone ticket…
34 00:02:54.060 ⇒ 00:02:57.630 Samuel Roberts: Obviously, we’ll have the transcript, but I’m just taking a few notes.
35 00:02:57.780 ⇒ 00:03:00.740 Rico Rejoso: Okie dokie. The milestones and tickets, and then what was it?
36 00:03:01.360 ⇒ 00:03:08.890 Rico Rejoso: After the… I mean, after we… we come up with the management plan, or the PM plan, and the milestone that’s included.
37 00:03:09.900 ⇒ 00:03:13.330 Rico Rejoso: That’s where we kick off with the client.
38 00:03:13.760 ⇒ 00:03:20.399 Rico Rejoso: So that’s the project, or, project kickoff, and afterwards, setting up
39 00:03:21.160 ⇒ 00:03:27.119 Rico Rejoso: Rituals such as stand-ups, line keeping, planning and grooming.
40 00:03:28.150 ⇒ 00:03:29.130 Rico Rejoso: And…
41 00:03:32.220 ⇒ 00:03:37.950 Rico Rejoso: Yeah, I think that’s, we are, I mean, agreed to,
42 00:03:38.160 ⇒ 00:03:46.400 Rico Rejoso: Re-onboarding, client, onboarding up to onboarding of client, and afterwards, it’s just a recurring event of doing stand-ups, creating…
43 00:03:46.400 ⇒ 00:03:52.659 Samuel Roberts: Right, okay, so the setting up the rituals, stand-ups, and then it’s… then it becomes a process of actually managing it, right?
44 00:03:52.660 ⇒ 00:03:53.900 Rico Rejoso: Yes, yes.
45 00:03:57.800 ⇒ 00:04:00.769 Samuel Roberts: So, ongoing management of client, and then…
46 00:04:01.760 ⇒ 00:04:07.859 Samuel Roberts: We’ll dig into that much more, hopefully. I mean, this might go longer than 30 minutes, but I had to jump off it.
47 00:04:08.170 ⇒ 00:04:12.519 Samuel Roberts: 20 minutes, but this is gonna be a good start. Okay, then…
48 00:04:12.910 ⇒ 00:04:16.110 Samuel Roberts: Ongoing management of client is iterative.
49 00:04:16.329 ⇒ 00:04:17.619 Samuel Roberts: We’ll dig into that.
50 00:04:18.220 ⇒ 00:04:21.480 Samuel Roberts: Okay. Have we… have you offboarded a client at all?
51 00:04:22.540 ⇒ 00:04:38.609 Rico Rejoso: None yet. I think… I mean, I created a process for it. If you… I mean, if you’re in Notion, you can see the SOP I created for onboarding and offboarding clients. I created one, but we haven’t… or I think the initial is not…
52 00:04:39.040 ⇒ 00:04:40.609 Rico Rejoso: being pushed, I think.
53 00:04:41.040 ⇒ 00:04:54.960 Rico Rejoso: Which I haven’t, you know, informed me, or at least… because, I mean, the suggested process would supposedly is to triage me about any clients that we need to afford, and I haven’t gotten anything yet. More of it was through Slack.
54 00:04:55.180 ⇒ 00:05:10.819 Rico Rejoso: So, and I think we… we’re trying to center all communication through Slack and requests through Slack, so I think that’s the main blockage for some process that, you know, that we’re not doing, like, for on… I mean, offboarding and onboarding clients as well, because…
55 00:05:10.820 ⇒ 00:05:29.740 Rico Rejoso: I mean, from onboarding clients, it’s more like a, inter-department, work, from sales to operations, because operations prepare the contract, have it signed and everything, get involved in creation of these SOW, and the PM just come in once.
56 00:05:29.860 ⇒ 00:05:31.249 Rico Rejoso: Everything’s signed.
57 00:05:32.270 ⇒ 00:05:32.900 Samuel Roberts: Okay.
58 00:05:33.270 ⇒ 00:05:35.130 Rico Rejoso: Okay, yeah, so that’s…
59 00:05:35.240 ⇒ 00:05:39.430 Samuel Roberts: that’s kind of a good overview of, like, the whole cycle, I guess, of a client. That’s…
60 00:05:41.250 ⇒ 00:05:44.789 Samuel Roberts: You have, just for my reference, I’m just gonna have to look it up later, but…
61 00:05:45.040 ⇒ 00:05:48.400 Samuel Roberts: Process for onboarding and process for offboarding SOP, right?
62 00:05:48.660 ⇒ 00:05:52.619 Rico Rejoso: I have that on Notion, though. You can also check the operations.
63 00:05:52.620 ⇒ 00:05:58.489 Samuel Roberts: Yeah, I would say… I might have a hard time finding it in Notion, just because I…
64 00:05:58.490 ⇒ 00:05:59.460 Rico Rejoso: No, Dave.
65 00:05:59.970 ⇒ 00:06:04.440 Samuel Roberts: sure where things live, so if you could Slack them to me, add them to my notes.
66 00:06:04.560 ⇒ 00:06:12.830 Samuel Roberts: And that will help us. Okay, so I guess… I’m curious about…
67 00:06:13.280 ⇒ 00:06:18.410 Samuel Roberts: The kind of… we’re already talking sales-to-delivery kind of stuff.
68 00:06:19.040 ⇒ 00:06:21.849 Samuel Roberts: I know we have, like, a document put together now, right?
69 00:06:21.850 ⇒ 00:06:22.460 Rico Rejoso: Yep.
70 00:06:23.330 ⇒ 00:06:24.220 Samuel Roberts: Okay.
71 00:06:26.120 ⇒ 00:06:29.690 Samuel Roberts: But, like, putting the management plan together, what does that look like?
72 00:06:30.990 ⇒ 00:06:32.079 Rico Rejoso: We have a.
73 00:06:32.080 ⇒ 00:06:33.380 Samuel Roberts: Based on the statement of work.
74 00:06:34.040 ⇒ 00:06:41.460 Rico Rejoso: Yeah, actually, we have a template for it. What we’re doing right now, or what I’ve done before when I was doing one for Interlude, is,
75 00:06:41.700 ⇒ 00:06:47.870 Rico Rejoso: I… use a template, just put it on ChatGPT instruction, and just put in the SOW.
76 00:06:48.160 ⇒ 00:06:48.870 Rico Rejoso: Permit.
77 00:06:49.060 ⇒ 00:06:49.740 Samuel Roberts: Okay.
78 00:06:50.050 ⇒ 00:06:55.979 Samuel Roberts: The template for… Volodyage Manage Plan, and SOW. Okay,
79 00:06:56.360 ⇒ 00:07:01.160 Samuel Roberts: Where does the SOW live? Is that in Notion? Is that in HubSpot? What is that?
80 00:07:01.910 ⇒ 00:07:20.250 Rico Rejoso: No, that’s one thing, because I was about to say that it’s a good thing that you were, you come up with this, because I think the sales is more likely need… more likely needed this. SOW comes from the meeting with… with Tom and Robert on the client, with the client, and they just, you know,
81 00:07:20.250 ⇒ 00:07:26.769 Rico Rejoso: just pick out some of the services from the rate card and come up with the SOW. So I think that they’re trying to
82 00:07:26.950 ⇒ 00:07:28.889 Rico Rejoso: Previously, they have to, like.
83 00:07:28.990 ⇒ 00:07:34.650 Rico Rejoso: I mean, write it down themselves, but right now, we offer packages from the services that we’re offering.
84 00:07:34.650 ⇒ 00:07:35.050 Samuel Roberts: Okay.
85 00:07:35.050 ⇒ 00:07:36.689 Rico Rejoso: And they just pick it out from there.
86 00:07:41.460 ⇒ 00:07:46.140 Samuel Roberts: Okay, cool. So… That statement of work gets put together.
87 00:07:47.750 ⇒ 00:07:50.529 Samuel Roberts: it lives in Notion right now, once it’s written.
88 00:07:52.280 ⇒ 00:07:57.100 Samuel Roberts: Where does, like, where do you take… what do you take and add to ChatGPT with the template, is my question?
89 00:07:57.550 ⇒ 00:07:58.740 Rico Rejoso: About what, I’m sorry?
90 00:07:59.760 ⇒ 00:08:06.019 Samuel Roberts: For… you said, for generating the management plan, you take the template and the statement of work.
91 00:08:06.220 ⇒ 00:08:09.439 Rico Rejoso: Where are you currently getting the statement of work to do that?
92 00:08:09.950 ⇒ 00:08:16.440 Rico Rejoso: After the contract is signed. Within the contract, we, it is also stated what work should be done, so…
93 00:08:17.180 ⇒ 00:08:19.609 Samuel Roberts: Okay, so it’s from the contract specifically. Okay.
94 00:08:23.250 ⇒ 00:08:25.239 Samuel Roberts: Good, okay, that’s what I’m wondering. Okay, cool.
95 00:08:25.730 ⇒ 00:08:30.780 Samuel Roberts: Like, I’m just… I mean, again, I don’t want to dig in too deep on, like, where AI will be helpful, but…
96 00:08:31.340 ⇒ 00:08:41.130 Samuel Roberts: you know, if you’re using ChatGPT already, that’s clearly a green flag for, like, automating something that just, like, takes the contracts and generates a management plan that you can review.
97 00:08:41.299 ⇒ 00:08:42.530 Samuel Roberts: Cool, okay.
98 00:08:43.220 ⇒ 00:08:46.409 Samuel Roberts: So then, you have the management plan,
99 00:08:46.800 ⇒ 00:08:50.900 Samuel Roberts: And then it is… what was it, the milestones and tickets?
100 00:08:50.900 ⇒ 00:08:52.439 Rico Rejoso: Yeah, milestone integrates.
101 00:08:52.970 ⇒ 00:09:01.109 Samuel Roberts: Okay, so how… what’s the process for doing that kind of stuff? That’s obviously… you have the management plan now, you have the statement of work, the contract, what do you do?
102 00:09:02.150 ⇒ 00:09:08.110 Rico Rejoso: There’s just one document from CLS as well, I believe I received one, when…
103 00:09:08.390 ⇒ 00:09:20.840 Rico Rejoso: I mean, when Tom and Robert, like, provided a timeline for it, like, for any… for every work done, we break it down and provide, like, a week structure of timeline, and how long it will take to get it done. Then, from…
104 00:09:20.840 ⇒ 00:09:21.500 Samuel Roberts: Oh, okay.
105 00:09:21.500 ⇒ 00:09:25.780 Rico Rejoso: From that document, I just took a screenshot or copy it, and I just…
106 00:09:25.880 ⇒ 00:09:31.380 Rico Rejoso: put it on ChatGPT again, and asked to create a milestone for it for, like, you know.
107 00:09:31.580 ⇒ 00:09:34.080 Rico Rejoso: from the Word of God. So, I think that’s…
108 00:09:34.750 ⇒ 00:09:42.570 Rico Rejoso: how I come up with the milestone? I’m not sure how Amber and Justin do it, but that’s what I did on my end, to just simplify.
109 00:09:42.570 ⇒ 00:09:45.559 Samuel Roberts: That’s cool, I’m gonna… I definitely want to interview them,
110 00:09:47.070 ⇒ 00:09:51.559 Samuel Roberts: Anyway, separately, because I want to see everyone’s flows and try to merge some stuff, so…
111 00:09:51.840 ⇒ 00:09:57.830 Samuel Roberts: Cool, okay. So then… so that’s coming from sales… .
112 00:09:57.830 ⇒ 00:09:58.420 Rico Rejoso: everything comes.
113 00:09:58.420 ⇒ 00:10:04.569 Samuel Roberts: So, like, the outputs of the sales process, once it’s a closed deal, is a statement of work, and…
114 00:10:04.880 ⇒ 00:10:06.659 Samuel Roberts: That kind of timeline.
115 00:10:06.910 ⇒ 00:10:07.670 Rico Rejoso: Yeah.
116 00:10:07.990 ⇒ 00:10:16.000 Rico Rejoso: It’s within their presentation or deck whenever they present with the client, once they gather enough information or data from the client.
117 00:10:16.410 ⇒ 00:10:17.400 Samuel Roberts: Okay, cool.
118 00:10:18.380 ⇒ 00:10:22.420 Samuel Roberts: So then you generate milestones and tickets based on that.
119 00:10:22.420 ⇒ 00:10:22.920 Rico Rejoso: April.
120 00:10:22.920 ⇒ 00:10:26.950 Samuel Roberts: And then we go to Project Kickoff, correct? Yep.
121 00:10:29.140 ⇒ 00:10:32.950 Samuel Roberts: what does a kickoff look like? What do you need to do for it? Is it just…
122 00:10:33.080 ⇒ 00:10:37.270 Samuel Roberts: You know, is all the stuff you’ve done before leading into that? Are there other things that come into that?
123 00:10:37.970 ⇒ 00:10:42.670 Rico Rejoso: that’s, I mean, that’s one thing I haven’t done yet, because most of the projects.
124 00:10:42.670 ⇒ 00:10:43.260 Samuel Roberts: Okay, that’s fair.
125 00:10:43.260 ⇒ 00:10:44.830 Rico Rejoso: I just got onboarded.
126 00:10:45.690 ⇒ 00:10:54.930 Samuel Roberts: No, no, totally cool, I just don’t… no… no issues. We’ll talk to… I’ll talk to Amber, I’ll talk to Justin anyway, and we’ll… basically what the whole idea here is I want to talk to many people as I can.
127 00:10:55.270 ⇒ 00:10:56.909 Samuel Roberts: EM Sales Marketing.
128 00:10:57.160 ⇒ 00:11:00.550 Samuel Roberts: And just try to understand what… What?
129 00:11:00.750 ⇒ 00:11:02.619 Rico Rejoso: I mean, tomorrow,
130 00:11:02.950 ⇒ 00:11:12.930 Rico Rejoso: Amber’s gonna do a kickoff for Remo, and just… we talked about it a while ago, Justin requested for Amber to document how we do kickoff as well, so that we can come up with.
131 00:11:12.930 ⇒ 00:11:14.180 Samuel Roberts: Perfect, okay.
132 00:11:14.180 ⇒ 00:11:14.809 Rico Rejoso: So I think that’ll be.
133 00:11:14.810 ⇒ 00:11:16.960 Samuel Roberts: Great, okay, so there will be an SOP coming then.
134 00:11:17.180 ⇒ 00:11:17.730 Rico Rejoso: Yep.
135 00:11:19.850 ⇒ 00:11:21.619 Samuel Roberts: Cool, that’s great to hear.
136 00:11:22.050 ⇒ 00:11:27.220 Samuel Roberts: Okay, so then setting up rituals involves… excuse me, scheduling stuff, right?
137 00:11:29.040 ⇒ 00:11:32.110 Samuel Roberts: Scheduling stand-ups and client meetings.
138 00:11:33.280 ⇒ 00:11:37.379 Samuel Roberts: Scheduling, so a lot of… finding time that works, I imagine, right?
139 00:11:37.520 ⇒ 00:11:38.190 Rico Rejoso: Yep.
140 00:11:40.090 ⇒ 00:11:46.950 Samuel Roberts: Scheduling tasks… Are there other… anything else that goes into setting up the rituals? .
141 00:11:48.700 ⇒ 00:11:50.800 Rico Rejoso: Nothing, I’m just, you know, setting up…
142 00:11:50.800 ⇒ 00:11:54.869 Samuel Roberts: It’s just a pure scheduling, finding time on people’s calendar consistently, right?
143 00:11:56.190 ⇒ 00:11:56.830 Samuel Roberts: Okay.
144 00:12:01.240 ⇒ 00:12:03.440 Samuel Roberts: Cool.
145 00:12:03.970 ⇒ 00:12:07.630 Samuel Roberts: And then it’s just making events, and… Stuff like that.
146 00:12:08.340 ⇒ 00:12:09.480 Rico Rejoso: Yes, we’re struggling.
147 00:12:10.370 ⇒ 00:12:12.020 Samuel Roberts: Making…
148 00:12:13.110 ⇒ 00:12:14.039 Rico Rejoso: I think one.
149 00:12:14.040 ⇒ 00:12:14.420 Samuel Roberts: Okay.
150 00:12:14.420 ⇒ 00:12:22.289 Rico Rejoso: That was one thing that will be discussed during the kickoff is, like, for a client presentation or weekly presentation, like, on default.
151 00:12:22.950 ⇒ 00:12:27.380 Rico Rejoso: They will go finalize those meetings, this one.
152 00:12:28.050 ⇒ 00:12:33.040 Samuel Roberts: Okay, so client meetings, stand-ups, planning and grooming, but also, like, the check-ins?
153 00:12:33.610 ⇒ 00:12:35.110 Rico Rejoso: require my internet.
154 00:12:35.330 ⇒ 00:12:35.930 Samuel Roberts: Cool.
155 00:12:37.780 ⇒ 00:12:43.450 Samuel Roberts: Okay, so that’s a scheduling thing. Okay, this is a big one. Ongoing management of clients.
156 00:12:43.830 ⇒ 00:12:50.169 Samuel Roberts: I imagine there’s a lot here, it’s recurring. Let’s just talk through, like…
157 00:12:51.570 ⇒ 00:12:54.960 Samuel Roberts: Kind of work on cycles, maybe, so let’s talk through, like, a given cycle.
158 00:12:56.420 ⇒ 00:13:04.410 Rico Rejoso: So… we have this, I mean, we usually just follow the sprint management.
159 00:13:04.620 ⇒ 00:13:07.200 Rico Rejoso: And just,
160 00:13:09.150 ⇒ 00:13:18.890 Rico Rejoso: do planning first, planning comes in first, signing tickets, and a base… I mean, once we got the tickets from the initial one, right, before the kickoff.
161 00:13:19.230 ⇒ 00:13:21.599 Rico Rejoso: We just assign it through cycles.
162 00:13:21.730 ⇒ 00:13:23.830 Rico Rejoso: And put estimates.
163 00:13:24.030 ⇒ 00:13:34.730 Rico Rejoso: Oh, and by the way, I think one thing that we’re looking into is coming up with a requirement, linear requirement, I think if you saw that already on the.
164 00:13:34.730 ⇒ 00:13:35.060 Samuel Roberts: Yep.
165 00:13:35.940 ⇒ 00:13:43.140 Rico Rejoso: That’s one thing, so that we can ensure that all tickets are properly cleaned, and also the grooming agent.
166 00:13:44.020 ⇒ 00:13:45.749 Samuel Roberts: Yes, that was the next thing I was gonna ask about.
167 00:13:46.740 ⇒ 00:13:48.040 Rico Rejoso: So that’s one thing.
168 00:13:48.280 ⇒ 00:13:56.120 Rico Rejoso: So we’re, we’re looking at having that, and at the same time,
169 00:13:58.190 ⇒ 00:13:59.259 Rico Rejoso: I have a notes for that.
170 00:13:59.440 ⇒ 00:14:00.339 Rico Rejoso: Just one second.
171 00:14:01.240 ⇒ 00:14:01.860 Samuel Roberts: Okay.
172 00:14:04.750 ⇒ 00:14:10.789 Rico Rejoso: Yeah, yeah, just planning, assigning,
173 00:14:11.070 ⇒ 00:14:17.629 Rico Rejoso: And, I mean, assigning tickets, putting in estimates, making sure that everyone is within their capacity or bandwidth.
174 00:14:18.020 ⇒ 00:14:27.210 Rico Rejoso: For each, based on the contract, or based on the, suggested hours per agent, or plan, allocated hours per agent.
175 00:14:28.070 ⇒ 00:14:29.900 Samuel Roberts: Okay, cool.
176 00:14:31.240 ⇒ 00:14:31.580 Rico Rejoso: I think.
177 00:14:31.580 ⇒ 00:14:33.139 Samuel Roberts: I know we meant… talked about it, but…
178 00:14:33.650 ⇒ 00:14:34.210 Rico Rejoso: Yeah.
179 00:14:34.210 ⇒ 00:14:34.780 Samuel Roberts: Go ahead.
180 00:14:35.230 ⇒ 00:14:36.299 Samuel Roberts: No, no, no, finish.
181 00:14:36.540 ⇒ 00:14:43.430 Rico Rejoso: Yeah, I mean, I think one thing that, on our process that we’re looking to put an AI stuff is…
182 00:14:43.870 ⇒ 00:14:53.639 Rico Rejoso: We just had this meeting a while ago, so my notes are just messed up. For, the BrainForge bot that needs formatting.
183 00:14:54.440 ⇒ 00:14:59.060 Rico Rejoso: That’s one thing that… you know the, the one that sends…
184 00:14:59.210 ⇒ 00:15:01.380 Rico Rejoso: End of week support every Friday.
185 00:15:01.730 ⇒ 00:15:03.870 Rico Rejoso: For the summary of all the tickets.
186 00:15:04.590 ⇒ 00:15:05.879 Samuel Roberts: Oh, sure, okay.
187 00:15:06.250 ⇒ 00:15:20.600 Rico Rejoso: Okay, that’s one thing. We need to review the format of it. I think we’re trying to come up with a template so that we can use that one for an easier, reporting every Friday or every end of week.
188 00:15:21.300 ⇒ 00:15:22.540 Rico Rejoso: And…
189 00:15:25.960 ⇒ 00:15:34.319 Rico Rejoso: The meeting summary… Brainforge bot summary every meeting. Again, I think that one…
190 00:15:34.480 ⇒ 00:15:37.569 Rico Rejoso: needs improvement and formatting as well. Still.
191 00:15:37.570 ⇒ 00:15:41.160 Samuel Roberts: The meeting summary that gets posted by the Brainforge bot after every meeting?
192 00:15:41.160 ⇒ 00:15:41.850 Rico Rejoso: Yeah.
193 00:15:42.370 ⇒ 00:15:47.049 Samuel Roberts: Yeah, that definitely needs improvement. I honestly barely look at those, I go to the client hub.
194 00:15:47.490 ⇒ 00:15:51.620 Rico Rejoso: I go to the… yeah, I usually go to the lab for the trip of everything there.
195 00:15:51.910 ⇒ 00:15:57.929 Samuel Roberts: Totally. Okay, so then, let’s talk about that a little bit. How do you make use of the platform, like, say there’s a meeting.
196 00:15:59.940 ⇒ 00:16:07.519 Samuel Roberts: Or, I mean, any kind of meeting, a stand-up, or planning, or grooming, whatever. What do you currently get out of it?
197 00:16:07.860 ⇒ 00:16:10.509 Samuel Roberts: Like, how does it fit into your workflow currently?
198 00:16:11.620 ⇒ 00:16:12.570 Rico Rejoso: Yeah, I mean…
199 00:16:12.930 ⇒ 00:16:25.170 Rico Rejoso: post-meeting, what I do was just get the transcript, and I use a, I mean, I’m using a different template. If you see every meeting I use, I mean, I post a post-summary meeting, post-meet… Yeah.
200 00:16:25.170 ⇒ 00:16:26.889 Samuel Roberts: Yeah, I was wondering about that, totally.
201 00:16:26.890 ⇒ 00:16:31.289 Rico Rejoso: Yeah, I mean, that came from Utam. We come up with a template.
202 00:16:31.640 ⇒ 00:16:36.499 Rico Rejoso: basically an SOP for that, and I just put it on ChatGPT and have it generate there.
203 00:16:38.340 ⇒ 00:16:45.680 Rico Rejoso: So just put in the transcript, copy it on the, copy, and paste it on the project and chat GPD, and…
204 00:16:45.880 ⇒ 00:16:47.780 Rico Rejoso: paste it on Slack afterwards.
205 00:16:47.780 ⇒ 00:16:49.639 Samuel Roberts: Double-check if in case there’s…
206 00:16:50.610 ⇒ 00:16:52.860 Rico Rejoso: But that’s just how they do it, to post someone who…
207 00:16:53.740 ⇒ 00:16:55.899 Samuel Roberts: Okay, so that’s definitely something we can improve.
208 00:16:56.040 ⇒ 00:16:56.420 Rico Rejoso: Yeah.
209 00:16:56.420 ⇒ 00:16:57.520 Samuel Roberts: on the platform.
210 00:16:57.700 ⇒ 00:17:00.700 Samuel Roberts: But then I would probably save a few steps there every meeting.
211 00:17:00.700 ⇒ 00:17:01.769 Rico Rejoso: I’ve been at least.
212 00:17:02.400 ⇒ 00:17:03.390 Samuel Roberts: Okay, cool.
213 00:17:06.119 ⇒ 00:17:06.929 Rico Rejoso: I mean, if you can let.
214 00:17:06.930 ⇒ 00:17:08.170 Samuel Roberts: Any other things?
215 00:17:08.660 ⇒ 00:17:12.339 Rico Rejoso: I mean, you know the chat beside the video, right?
216 00:17:12.970 ⇒ 00:17:13.579 Samuel Roberts: Yeah.
217 00:17:13.589 ⇒ 00:17:16.839 Rico Rejoso: Where it’s the assistant, or the meeting assistant.
218 00:17:17.829 ⇒ 00:17:24.909 Rico Rejoso: I think if that’s part of the choices below, like, post-meeting summary, and we have that formatting or template.
219 00:17:25.259 ⇒ 00:17:30.389 Rico Rejoso: put it there, maybe that could be, like, helpful, so we’re just going to depend on that one, and we’ll be using the platform.
220 00:17:30.390 ⇒ 00:17:32.830 Samuel Roberts: Yeah, we could definitely make that, like, a…
221 00:17:33.010 ⇒ 00:17:37.030 Samuel Roberts: Part of the chat, or, like, a thing it generates separately anyway?
222 00:17:37.880 ⇒ 00:17:38.810 Rico Rejoso: Lots of points.
223 00:17:38.810 ⇒ 00:17:41.989 Samuel Roberts: Whether it’s, like, a button or in the chat.
224 00:17:42.110 ⇒ 00:17:44.509 Samuel Roberts: Because the chat doesn’t really persist right now?
225 00:17:46.300 ⇒ 00:17:56.759 Samuel Roberts: But if we make it, like, a thing you can generate and save for the meeting, it’s probably not a bad idea, but let’s… yeah. Alright, that’s cool. Alright, so you’re already doing that with some AI stuff, so we can definitely improve that.
226 00:17:56.980 ⇒ 00:18:01.170 Samuel Roberts: I guess let’s talk…
227 00:18:02.600 ⇒ 00:18:13.310 Samuel Roberts: Let’s talk a little bit about onboarding a client, because I know, operations-wise, you have… you have stuff to do, and there’s an SOP for that, right?
228 00:18:13.600 ⇒ 00:18:14.240 Rico Rejoso: Yeah.
229 00:18:15.950 ⇒ 00:18:22.490 Samuel Roberts: Can you just, before I get the chance to go through the SOP, while we still have a couple minutes, give me a high-level overview of
230 00:18:22.900 ⇒ 00:18:23.670 Samuel Roberts: like…
231 00:18:23.850 ⇒ 00:18:27.970 Samuel Roberts: what it takes to get all that stuff done, because I know a little bit about the client hub stuff, and, like.
232 00:18:28.150 ⇒ 00:18:30.910 Samuel Roberts: Black channels and things, but I don’t have a good overview.
233 00:18:32.170 ⇒ 00:18:37.289 Rico Rejoso: Yeah, I’m just gonna walk through the procedures that I do,
234 00:18:38.120 ⇒ 00:18:41.480 Samuel Roberts: Yeah, totally, yeah. Eventually, I’ll look at the SOP, but I just want to hear it, you know.
235 00:18:42.560 ⇒ 00:18:59.680 Rico Rejoso: So I’ll be looped in within… I mean, what… currently, what we’re doing is, with Summer Robert, go to a meeting with them, do a meeting with them, come up, you know, find their pain points afterwards. I’ll be looped in into the next email where they will be requesting the SOW,
236 00:18:59.820 ⇒ 00:19:06.220 Rico Rejoso: After that is created or been sent to the client, I’ll be coming up or drafting a contract.
237 00:19:06.500 ⇒ 00:19:09.420 Rico Rejoso: For at least on the SOW, once everything’s approved.
238 00:19:09.760 ⇒ 00:19:14.759 Rico Rejoso: And, with a client, after I draft the contract, I send it for review.
239 00:19:15.740 ⇒ 00:19:17.180 Rico Rejoso: client signs it.
240 00:19:17.400 ⇒ 00:19:26.190 Rico Rejoso: and upload it to G-Drive afterwards, and notify Finance in regards to the…
241 00:19:26.580 ⇒ 00:19:28.940 Rico Rejoso: New client that has signed the contract.
242 00:19:29.130 ⇒ 00:19:35.090 Rico Rejoso: And also sales, for them to close out their, the deal in HubSpot.
243 00:19:35.270 ⇒ 00:19:40.570 Rico Rejoso: Informing that the client has been signed, or a new client has been signed. That client has been signed.
244 00:19:40.720 ⇒ 00:19:45.010 Rico Rejoso: And afterwards, create a ticket in linear on onboarding.
245 00:19:45.280 ⇒ 00:19:50.740 Rico Rejoso: linear, and… Follow the checklist so that I don’t miss out on it.
246 00:19:52.460 ⇒ 00:19:53.319 Samuel Roberts: Okay, cool.
247 00:19:54.320 ⇒ 00:19:59.349 Samuel Roberts: that’s helpful. I definitely see some places that we could probably streamline, because I’m sure it’s, like.
248 00:19:59.650 ⇒ 00:20:03.320 Samuel Roberts: Manual, repetitive work is great to, you know.
249 00:20:03.320 ⇒ 00:20:03.710 Rico Rejoso: I think it’s.
250 00:20:03.710 ⇒ 00:20:05.269 Samuel Roberts: Especially if you want to lean on Slack.
251 00:20:05.370 ⇒ 00:20:06.609 Rico Rejoso: Like, just have it…
252 00:20:06.760 ⇒ 00:20:12.109 Samuel Roberts: hang on Slack, have someone approve something, like, I see that as a huge… Lift for you.
253 00:20:12.480 ⇒ 00:20:16.720 Rico Rejoso: Actually, I was looking at it, like, the same way we’re doing with Interlude, where…
254 00:20:17.110 ⇒ 00:20:20.220 Rico Rejoso: Because everything goes in Slack, right? Approve everything.
255 00:20:20.220 ⇒ 00:20:20.660 Samuel Roberts: Yeah, yeah.
256 00:20:21.240 ⇒ 00:20:37.000 Rico Rejoso: So it’s more, like, of them informing and just an interlude of everything once… until we get to final or, you know, the process. And I think one thing that we can automate would be the… I don’t know how you’re gonna do it, but, like.
257 00:20:37.310 ⇒ 00:20:41.549 Rico Rejoso: Slack notification whenever a new client has been signed.
258 00:20:42.400 ⇒ 00:20:44.159 Samuel Roberts: Totally, I was already thinking about that. I think…
259 00:20:44.580 ⇒ 00:20:47.520 Samuel Roberts: There’s definitely some process between, like, sales…
260 00:20:48.260 ⇒ 00:20:54.599 Samuel Roberts: or, you know, Robert, or Tom, whoever it is, making that change in HubSpot and triggering a whole bunch of things after it.
261 00:20:54.600 ⇒ 00:20:58.910 Rico Rejoso: Yes, I was, I was… I’m gonna mention that one.
262 00:20:58.910 ⇒ 00:21:02.669 Samuel Roberts: Yeah, I think there should be, like, a switch that gets triggered.
263 00:21:02.670 ⇒ 00:21:04.999 Rico Rejoso: Once, you know, it’s official.
264 00:21:05.130 ⇒ 00:21:10.310 Samuel Roberts: And then that should either send you notifications about what to do, do the things itself.
265 00:21:11.220 ⇒ 00:21:16.500 Samuel Roberts: You know, do a whole bunch of stuff that will save a bunch of time on this… this path.
266 00:21:16.800 ⇒ 00:21:19.690 Rico Rejoso: Yeah, I think I tried doing that using Zapier.
267 00:21:19.980 ⇒ 00:21:20.740 Rico Rejoso: But…
268 00:21:20.740 ⇒ 00:21:21.240 Samuel Roberts: Yeah.
269 00:21:21.240 ⇒ 00:21:21.940 Rico Rejoso: I suppose.
270 00:21:22.380 ⇒ 00:21:29.549 Samuel Roberts: Yeah, Zapier’s good for, like, Some things, and more complex things it’s just not built for.
271 00:21:29.550 ⇒ 00:21:30.030 Rico Rejoso: Yeah.
272 00:21:30.030 ⇒ 00:21:32.440 Samuel Roberts: Or it’s very hard to build for it, yeah.
273 00:21:33.720 ⇒ 00:21:34.800 Samuel Roberts: Okay, cool.
274 00:21:35.220 ⇒ 00:21:44.380 Samuel Roberts: That gives me plenty. I do have to jump off in a sec. Is there anything else that you do on a, like, regular basis, workflow-wise, for…
275 00:21:44.760 ⇒ 00:21:48.169 Samuel Roberts: anything that I can just understand a little bit better.
276 00:21:48.710 ⇒ 00:21:51.259 Rico Rejoso: I’m trying to think of some, but the federal.
277 00:21:51.260 ⇒ 00:21:54.570 Samuel Roberts: Like, anything we didn’t touch with… Sorry?
278 00:21:54.570 ⇒ 00:21:59.479 Rico Rejoso: I’m thinking I could write it down, if ever there is right now, I don’t… I mean, I can’t.
279 00:21:59.480 ⇒ 00:22:04.240 Samuel Roberts: Totally. If you… if you’re doing something, and you realize, oh, this is some… this is a workflow I do.
280 00:22:05.060 ⇒ 00:22:07.860 Samuel Roberts: Write it down, and just…
281 00:22:08.010 ⇒ 00:22:14.420 Samuel Roberts: share it with me, we can figure out, like, SOPs for things and documentation and stuff, so… this is an ongoing thing.
282 00:22:15.760 ⇒ 00:22:16.990 Samuel Roberts: But I think…
283 00:22:17.240 ⇒ 00:22:25.869 Samuel Roberts: Yeah, if you realize something, oh, I forgot about this part, I forgot about that part, or this is unrelated to everything, I just also do this, anything like that, please.
284 00:22:26.540 ⇒ 00:22:26.950 Rico Rejoso: I think the.
285 00:22:26.950 ⇒ 00:22:31.979 Samuel Roberts: write it down, or just… just, like, send me a Slack message with, like, a brain dump of it, you know what I mean? Anything like that is good.
286 00:22:31.980 ⇒ 00:22:39.659 Rico Rejoso: Definitely, definitely, yeah. I think this is beneficial for the sales department, because there’s a lot of things that needs to be out of it.
287 00:22:40.120 ⇒ 00:22:45.050 Rico Rejoso: 100%. That’s why we’re prioritizing PM sales and marketing first, mostly. Yeah.
288 00:22:45.050 ⇒ 00:22:53.559 Samuel Roberts: engineering stuff will happen a little bit, but I want to prioritize EM and sales more than marketing, even right now, so I,
289 00:22:54.120 ⇒ 00:22:56.850 Samuel Roberts: Can you take care of setting up some meetings with sales?
290 00:22:58.130 ⇒ 00:22:59.329 Rico Rejoso: Like, permit.
291 00:22:59.330 ⇒ 00:23:01.650 Samuel Roberts: and… Like, this kind of meeting.
292 00:23:01.850 ⇒ 00:23:04.100 Rico Rejoso: Okay, okay, I’ll set up with Justina.
293 00:23:04.840 ⇒ 00:23:15.230 Samuel Roberts: Yeah, perfect. Yeah, let me talk to Justina. At some point, I’ll probably talk to Robert. I’ll definitely, like, have a chat with Utam as well, asking him what, you know, things that go on, because there’s probably a lot of, like.
294 00:23:15.380 ⇒ 00:23:20.489 Samuel Roberts: Things happening that no one has, like, documented, but happened consistently.
295 00:23:20.830 ⇒ 00:23:26.410 Samuel Roberts: So, we’ll do that. I’ll… I’ll set up a time, maybe, with… Justin and Amber.
296 00:23:26.590 ⇒ 00:23:36.490 Samuel Roberts: To talk through exactly this kind of stuff, but I actually don’t want you there, because I want them to just be like, here’s how I do it, and not be influenced by anything else.
297 00:23:36.490 ⇒ 00:23:38.100 Rico Rejoso: Yes, that’s true.
298 00:23:38.530 ⇒ 00:23:41.330 Samuel Roberts: But yeah, the sales one, I would say if you could…
299 00:23:42.390 ⇒ 00:23:47.409 Samuel Roberts: set that up, with Justine, I would really appreciate it. And then…
300 00:23:47.810 ⇒ 00:23:51.679 Samuel Roberts: I guess we’ll go from there, because there’s a lot to do here anyway, but it’s a good start.
301 00:23:51.680 ⇒ 00:23:55.660 Rico Rejoso: Yeah, by the way, what time do you usually start your shift?
302 00:23:56.580 ⇒ 00:24:06.639 Samuel Roberts: I… it varies a little bit. We have our most… like, Tuesday, Wednesday, Thursday, we have a morning, call at 9, my time. I’m usually on…
303 00:24:06.970 ⇒ 00:24:13.800 Samuel Roberts: at 8, but it varies a little bit. Some days I’m up at 5, so I’m working by 6, but… Okay.
304 00:24:13.800 ⇒ 00:24:16.349 Rico Rejoso: So, mostly from 8 to 5 EST, right?
305 00:24:16.480 ⇒ 00:24:19.330 Rico Rejoso: within that hours. Can I set up a meeting by then?
306 00:24:19.330 ⇒ 00:24:25.510 Samuel Roberts: Yeah, yeah, I would say, I think… did I add working hours to the calendar? I think I added working hours that start at, like, 8 or 7, so…
307 00:24:25.510 ⇒ 00:24:26.570 Rico Rejoso: Okay.
308 00:24:26.860 ⇒ 00:24:29.650 Samuel Roberts: Yeah, definitely anytime between that,
309 00:24:30.980 ⇒ 00:24:33.679 Samuel Roberts: I don’t know what time zone she’s in, but yeah.
310 00:24:33.680 ⇒ 00:24:37.149 Rico Rejoso: Okay, I’m planning to set up one tomorrow for Justini.
311 00:24:38.450 ⇒ 00:24:39.360 Samuel Roberts: Okay, great.
312 00:24:39.670 ⇒ 00:24:41.460 Rico Rejoso: Alrighty, thank you so much, Sam.
313 00:24:42.240 ⇒ 00:24:44.230 Samuel Roberts: Cool, thank you for the time, I really appreciate it.
314 00:24:44.230 ⇒ 00:24:45.629 Rico Rejoso: No worries, take care, have a good one.
315 00:24:45.840 ⇒ 00:24:47.190 Samuel Roberts: Alright. Yeah, you too.