2025-12-10_brainforge_recruitment_process_check-in_c177e562

Meeting Title: Brainforge Recruitment Process Check-in Date: 2025-12-10 Meeting participants: Rico Rejoso, Elizah Joy

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WEBVTT

1 00:01:03.980 ⇒ 00:01:05.280 Rico Rejoso: Hey, Liza.

2 00:01:05.600 ⇒ 00:01:06.810 Elizah Joy: Hi, can you hear me?

3 00:01:08.120 ⇒ 00:01:08.800 Rico Rejoso: Can you hear me?

4 00:01:08.800 ⇒ 00:01:11.490 Elizah Joy: How are you? Yeah, I can hear you.

5 00:01:11.930 ⇒ 00:01:13.690 Rico Rejoso: I’m good. How are you so far?

6 00:01:14.360 ⇒ 00:01:15.680 Elizah Joy: I’m good.

7 00:01:15.850 ⇒ 00:01:16.970 Rico Rejoso: That’s so good.

8 00:01:17.540 ⇒ 00:01:22.850 Rico Rejoso: Alright, so, just a quick check-in, for today, and at the same time.

9 00:01:24.050 ⇒ 00:01:29.219 Rico Rejoso: We can go over the, two-week, plan.

10 00:01:29.220 ⇒ 00:01:29.720 Elizah Joy: Yep.

11 00:01:29.920 ⇒ 00:01:35.129 Rico Rejoso: that initially I created, which I just finished, or finalized today.

12 00:01:35.270 ⇒ 00:01:35.979 Rico Rejoso: Let me just show you.

13 00:01:36.540 ⇒ 00:01:37.150 Rico Rejoso: Okay.

14 00:01:37.380 ⇒ 00:01:45.760 Elizah Joy: It’s okay, I’m so sorry, I thought that it was finished yesterday, because I did saw it in Notion, so yeah, so sorry about that.

15 00:01:46.380 ⇒ 00:01:55.690 Rico Rejoso: Yeah, I left it off yesterday, it was kinda late, so yeah, I had it finalized today. And I also saw some.

16 00:01:55.690 ⇒ 00:01:56.630 Elizah Joy: Mmm.

17 00:01:56.630 ⇒ 00:01:58.750 Rico Rejoso: It’s comment on those pages.

18 00:01:59.580 ⇒ 00:02:00.600 Rico Rejoso: Yeah.

19 00:02:05.300 ⇒ 00:02:12.800 Rico Rejoso: Okay, so let’s go over it. Actually, this, this is, like, a Schedule 1 for, like, day-to-day that you will be doing.

20 00:02:13.040 ⇒ 00:02:13.590 Elizah Joy: Mmm.

21 00:02:13.590 ⇒ 00:02:20.449 Rico Rejoso: But, that’s… it’s not necessary for you to follow if you can do some things ahead of time and just provide updates.

22 00:02:20.450 ⇒ 00:02:20.880 Elizah Joy: Hmm.

23 00:02:20.880 ⇒ 00:02:24.849 Rico Rejoso: on the operation channel, that would be perf… that would be perfect.

24 00:02:25.940 ⇒ 00:02:28.860 Rico Rejoso: Definitely, it’s up to you and how you will manage your time.

25 00:02:30.770 ⇒ 00:02:45.480 Rico Rejoso: And, it’s just lastly, you have, what’s ideal, ideally, we’re looking to, like, you know, you creating a short presentation or deck, of what we have gone through over that two-week, trial, and your.

26 00:02:46.090 ⇒ 00:02:51.249 Rico Rejoso: Proposals for some of the, identified,

27 00:02:52.180 ⇒ 00:02:55.789 Rico Rejoso: Systems or process that can be improved, okay?

28 00:02:55.890 ⇒ 00:03:14.079 Rico Rejoso: So that’s ideally what we’re looking for, but this one is just a list of what you can do for the whole two weeks, so it’s up to you on how you will, you know, do it accordingly. There’s… I know what needs to pry as long as you provide your updates by end of day, that’s fine, okay? So let’s try to go over it one by one, okay?

29 00:03:14.710 ⇒ 00:03:15.689 Elizah Joy: Yeah, sure.

30 00:03:15.690 ⇒ 00:03:34.590 Rico Rejoso: So, initially, one would be the understanding of our organization structure, which I think we’ve gone through already, and definitely you’ll learn once you get to know more people, in Brainforge, and the recruiting structure, which also Utha mentioned.

31 00:03:35.360 ⇒ 00:03:37.699 Rico Rejoso: Needs clarity more, since.

32 00:03:37.700 ⇒ 00:03:38.120 Elizah Joy: Mmm.

33 00:03:38.120 ⇒ 00:03:47.989 Rico Rejoso: It’s kinda, you know, unorganized as of the moment. And I also saw your proposal of the recruiting, and I haven’t really gone through it, in details.

34 00:03:48.650 ⇒ 00:03:54.970 Rico Rejoso: I also need to go through with one of our marketing, marketing team members. Yeah, go ahead.

35 00:03:55.530 ⇒ 00:04:03.630 Elizah Joy: Yes, so yeah, that’s fine, because I do have, I think with the recruiting structure, the one that I’ve sent, it’s…

36 00:04:03.940 ⇒ 00:04:10.210 Elizah Joy: more, like, an overview still. I still… I think that it still needs to be…

37 00:04:10.580 ⇒ 00:04:20.580 Elizah Joy: like, on my end at least, detailed, because, yeah, when I did go into Notion yesterday, I find, like, there were…

38 00:04:21.800 ⇒ 00:04:25.130 Elizah Joy: Past, pages that we have?

39 00:04:25.230 ⇒ 00:04:36.029 Elizah Joy: That, yeah, I just think, it’s still unorganized in that sense. So, yeah, in Notion… but yeah, I do have few, not few, but more…

40 00:04:36.300 ⇒ 00:04:40.269 Elizah Joy: things to add to that proposal, which I’m finishing today.

41 00:04:41.440 ⇒ 00:04:56.829 Rico Rejoso: Okay, okay, great. And as you know, one thing as well, just FYI, maybe later I’ll also include you, to our discussion. I’m meeting with Ryan from the sales and marketing.

42 00:04:56.830 ⇒ 00:04:58.240 Elizah Joy: Mmm, man, okay.

43 00:04:58.500 ⇒ 00:05:02.410 Rico Rejoso: He is handling the, campaigns, not… I mean, generally.

44 00:05:02.910 ⇒ 00:05:10.380 Rico Rejoso: campaigns, including the recruiting campaign, which, governs the, LinkedIn

45 00:05:10.600 ⇒ 00:05:14.639 Rico Rejoso: Basically, where we get all those, candidates from.

46 00:05:14.640 ⇒ 00:05:17.319 Elizah Joy: So we have, like, different.

47 00:05:17.320 ⇒ 00:05:26.450 Rico Rejoso: Different sources from… of candidates. One from job posts, job ads, specific platforms.

48 00:05:26.450 ⇒ 00:05:40.519 Rico Rejoso: like, LinkedIn, Upwork. So, we want to, like, you know, create a process on how… because right now, it’s… it happened… what happened is that, all those information goes to UTAM, then UTAM directs, provides directive.

49 00:05:40.540 ⇒ 00:05:41.170 Rico Rejoso: on…

50 00:05:41.950 ⇒ 00:05:46.050 Rico Rejoso: happen next, which shouldn’t be the process if, you know.

51 00:05:46.050 ⇒ 00:05:46.630 Elizah Joy: Yeah.

52 00:05:46.630 ⇒ 00:05:51.269 Rico Rejoso: follow the initial that I… initial process, recruitment process that I created. It’s…

53 00:05:51.270 ⇒ 00:05:51.810 Elizah Joy: Mmm.

54 00:05:51.810 ⇒ 00:06:05.750 Rico Rejoso: as we discussed yesterday, it’s… the problem is not the process itself, but basically us, you know, implementing it and, you know… I mean, strictly implementing it and making sure that it’s being followed at all times.

55 00:06:05.750 ⇒ 00:06:06.400 Elizah Joy: Hmm.

56 00:06:06.400 ⇒ 00:06:19.130 Rico Rejoso: So, one thing for sure is to discuss with the individual who’s handling the campaign to go directly to us so we can, you know, have everything in a centralized process.

57 00:06:19.320 ⇒ 00:06:20.160 Rico Rejoso: And, you know.

58 00:06:20.580 ⇒ 00:06:23.340 Rico Rejoso: Not go in different ways and have with,

59 00:06:23.520 ⇒ 00:06:26.290 Rico Rejoso: Provide directives on what should happen next.

60 00:06:27.840 ⇒ 00:06:34.370 Elizah Joy: Yeah, I totally agree on that. And then, you mentioned that you, Tom, as of the moment, he…

61 00:06:34.820 ⇒ 00:06:48.659 Elizah Joy: After the campaigns, the leads or the recruits goes directly to him, which I think, initially, since we do have the process, like, the process that you created.

62 00:06:48.890 ⇒ 00:06:53.029 Elizah Joy: I think that it should not be UTAP2.

63 00:06:53.480 ⇒ 00:06:58.980 Elizah Joy: Go through that initial… Initially, because I’m going to be doing the final interview.

64 00:06:59.270 ⇒ 00:07:00.630 Rico Rejoso: Yeah.

65 00:07:00.630 ⇒ 00:07:11.370 Elizah Joy: Yes, yeah, he’s busy already, so as much as possible, I think we keep it in the operations side, at least for the initial stages, but yeah.

66 00:07:11.370 ⇒ 00:07:12.050 Rico Rejoso: Yeah.

67 00:07:12.460 ⇒ 00:07:26.580 Rico Rejoso: I think, just sharing with you the problems that Ryan and I identified is not because, we don’t have full control of the platform where we get those candidates from, it just so happens that there are so many sources.

68 00:07:26.700 ⇒ 00:07:37.810 Rico Rejoso: where candidates are coming from. Aside from the platform, there are some referrals from friends, some previous co-workers of Infam and Robert, who wanted to be part of Brainforge, which…

69 00:07:39.980 ⇒ 00:07:56.990 Rico Rejoso: goes directly to their, personal socials, which we don’t have access to, and then that’s why they’re referring to… so that’s why we’re trying to create a structure where we get it from… we identify if they’re coming from platforms, referrals, from executives or team members.

70 00:07:56.990 ⇒ 00:08:01.900 Rico Rejoso: And making sure that everyone goes through that one process of going through the notion.

71 00:08:01.920 ⇒ 00:08:02.840 Rico Rejoso: application form.

72 00:08:02.840 ⇒ 00:08:03.470 Elizah Joy: Hmm.

73 00:08:03.680 ⇒ 00:08:05.760 Elizah Joy: Yeah, definitely,

74 00:08:05.860 ⇒ 00:08:17.429 Elizah Joy: Just to recall, the process, you said with the form, right? So we used to have… do forms. The process, the challenge with that was

75 00:08:17.590 ⇒ 00:08:23.050 Elizah Joy: It… For example, if… if…

76 00:08:23.530 ⇒ 00:08:31.859 Elizah Joy: a person lands in, let’s say, or a referral from someone, and then refers that to you,

77 00:08:34.159 ⇒ 00:08:42.330 Elizah Joy: do… they don’t… they do not go through the form, right? They do not fill out the form, or UTAM doesn’t have the time to send out the form.

78 00:08:43.110 ⇒ 00:08:44.970 Rico Rejoso: Not sure what…

79 00:08:45.230 ⇒ 00:08:55.340 Rico Rejoso: probably is causing that one, maybe because UTAM, yeah, doesn’t have the, you know, the bandwidth to go through our Notion and send it.

80 00:08:55.340 ⇒ 00:08:56.470 Elizah Joy: Mmm.

81 00:08:56.470 ⇒ 00:09:11.749 Rico Rejoso: is just using his phone, maybe, but if that person, like, I think, we just have to, like, inform everyone. If they’re gonna go through the form, at least send us an email on recruitment.brainforge.ai, and…

82 00:09:11.750 ⇒ 00:09:29.800 Rico Rejoso: Through that, we can send the form via email, and they can just apply through it, and we just have to, like, strictly implement that whatever, or wherever they came from, they should still go through that form so that we can still have records, and everyone goes through this same process over and over.

83 00:09:30.540 ⇒ 00:09:47.530 Elizah Joy: Yeah, got it. Yeah, I do agree on that. Yeah, I think, having the form, and having that strictly implemented, it solves the internal… one of the internal issues that we have, and then saves everyone

84 00:09:47.650 ⇒ 00:10:04.100 Elizah Joy: bunch of time. So we have to, as much as possible, we have to make it easy as well for Udam to send out the form, because I think if maybe a quick link or something, or maybe a template even, that has the link to the form, would be very helpful, especially for him, because he’s already

85 00:10:04.530 ⇒ 00:10:05.790 Elizah Joy: I’m busy.

86 00:10:06.290 ⇒ 00:10:11.400 Rico Rejoso: Yeah, definitely. And I think, homework for you would be, and I mean.

87 00:10:11.830 ⇒ 00:10:19.000 Rico Rejoso: From your experience as well, maybe, is… What if, like, the executives how…

88 00:10:19.600 ⇒ 00:10:35.990 Rico Rejoso: a strong referral for this individual, and they wanted him or her to go through this process, what should be our policy for it, and what should be, you know, our response to them if ever they wanted to have someone onboarded right away, or just go through one interview, then be onboarded right away.

89 00:10:36.110 ⇒ 00:10:38.809 Rico Rejoso: Should we follow the directives, or should we…

90 00:10:39.230 ⇒ 00:10:41.560 Rico Rejoso: Have themselves go through the process.

91 00:10:44.190 ⇒ 00:10:50.280 Rico Rejoso: Because I think that’s one issue that I experienced with them, because… not an issue totally, but…

92 00:10:50.530 ⇒ 00:10:55.610 Rico Rejoso: Observation… observation of just what’s happening on the recruitment side of it.

93 00:10:55.880 ⇒ 00:10:56.500 Elizah Joy: See, God.

94 00:10:56.500 ⇒ 00:11:02.000 Rico Rejoso: If they have, like, someone that they really know are productive, efficient, and away for the position.

95 00:11:02.540 ⇒ 00:11:06.019 Rico Rejoso: They just wanted them to onboard right away.

96 00:11:06.150 ⇒ 00:11:09.980 Rico Rejoso: Which, I didn’t really make a conflict out of, I just, you know…

97 00:11:11.280 ⇒ 00:11:13.420 Rico Rejoso: what they wanted and just provided a.

98 00:11:13.420 ⇒ 00:11:13.900 Elizah Joy: Yeah.

99 00:11:13.900 ⇒ 00:11:15.790 Rico Rejoso: Don’t do… take a look at.

100 00:11:16.010 ⇒ 00:11:21.390 Rico Rejoso: But if in case that’s bypassing our recruitment process, Right?

101 00:11:21.630 ⇒ 00:11:22.660 Elizah Joy: So, yeah.

102 00:11:22.660 ⇒ 00:11:27.890 Rico Rejoso: I wanted to discuss it with them, but if you have a policy we can come up with for it, maybe we can.

103 00:11:28.470 ⇒ 00:11:29.399 Rico Rejoso: Send it to them.

104 00:11:30.730 ⇒ 00:11:39.900 Elizah Joy: Yeah, initially, I think… Even if it’s… let’s say it comes from the executives, right?

105 00:11:40.250 ⇒ 00:11:49.069 Elizah Joy: It does not… I think, it doesn’t matter if they go through the entire hiring process, as long as we have their info.

106 00:11:49.100 ⇒ 00:12:02.459 Elizah Joy: in the form. I think the form initially is a very crucial step, so that at least we have their info in our database, right? So, let’s say, they’ve already filled out the form.

107 00:12:02.680 ⇒ 00:12:06.920 Elizah Joy: Even if they… we don’t do the initial interview with them.

108 00:12:07.220 ⇒ 00:12:11.379 Elizah Joy: Right, so if we’re gonna, like, for example, bypass the…

109 00:12:11.950 ⇒ 00:12:15.120 Elizah Joy: Recruitment process that we have, because…

110 00:12:15.270 ⇒ 00:12:21.560 Elizah Joy: The executive sees them fit for that role, that’s fine.

111 00:12:21.650 ⇒ 00:12:36.959 Elizah Joy: As long as we have them fill out the form, just so we have them in our database, so that we can still… Every… still everyone is aware on where that person is in the recruitment pipeline.

112 00:12:37.460 ⇒ 00:12:38.060 Rico Rejoso: Great.

113 00:12:38.280 ⇒ 00:12:42.239 Rico Rejoso: Yeah, let’s make a policy out of it, maybe. Yeah.

114 00:12:42.770 ⇒ 00:12:44.750 Rico Rejoso: Also, for a policy.

115 00:12:44.860 ⇒ 00:12:45.440 Rico Rejoso: board.com.

116 00:12:46.390 ⇒ 00:12:47.410 Rico Rejoso: That’d be great.

117 00:12:47.750 ⇒ 00:12:49.199 Rico Rejoso: percent by end of day.

118 00:12:50.420 ⇒ 00:12:50.990 Elizah Joy: Yep.

119 00:12:51.620 ⇒ 00:12:53.899 Rico Rejoso: Okay. Alright, so.

120 00:12:53.900 ⇒ 00:12:59.189 Elizah Joy: Sorry, you mentioned end of day, so it’s gonna be presented?

121 00:12:59.560 ⇒ 00:13:02.799 Rico Rejoso: Oh, no, just, you know, for your end of the report, just.

122 00:13:02.800 ⇒ 00:13:04.040 Elizah Joy: Oh, okay.

123 00:13:04.270 ⇒ 00:13:07.360 Elizah Joy: Okay, I thought, like, a…

124 00:13:07.360 ⇒ 00:13:13.420 Rico Rejoso: I mean, if you manage to draft one, that’s fine. You can send out the link by end of day, right?

125 00:13:13.420 ⇒ 00:13:14.730 Elizah Joy: Yeah.

126 00:13:15.150 ⇒ 00:13:16.770 Elizah Joy: Yeah, yeah.

127 00:13:17.570 ⇒ 00:13:31.399 Elizah Joy: Yep, definitely, I’ll have that, because, yeah, my goal for today is to, finalize the recruiting structure, because, I do find that I… I’m a bit behind on that one, because I think it’s a broad

128 00:13:31.680 ⇒ 00:13:36.670 Elizah Joy: can I say? We, like, we have a lot of things that we need to solve, especially

129 00:13:36.780 ⇒ 00:13:52.240 Elizah Joy: In the recruiting side of it, and we have, like, the different roles that we’re trying to hire for, and different departments that we have to consider. So yeah, I was thinking of those scenarios as well, yesterday, but yeah, I’ll do have that

130 00:13:52.630 ⇒ 00:13:57.059 Elizah Joy: Today, so that I can move to the other.

131 00:13:57.240 ⇒ 00:14:01.739 Elizah Joy: tasks that I need, but definitely I’ll send that over in Slack.

132 00:14:02.210 ⇒ 00:14:03.300 Rico Rejoso: Great, great.

133 00:14:03.580 ⇒ 00:14:08.880 Rico Rejoso: Yep, okay, and, aside from that.

134 00:14:09.960 ⇒ 00:14:12.350 Rico Rejoso: I know you work on the… I mean, you’re.

135 00:14:12.350 ⇒ 00:14:12.960 Elizah Joy: Hmm.

136 00:14:12.960 ⇒ 00:14:14.550 Rico Rejoso: The time tracking.

137 00:14:14.550 ⇒ 00:14:15.180 Elizah Joy: Yeah.

138 00:14:15.180 ⇒ 00:14:17.940 Rico Rejoso: Docify hours, so you did get…

139 00:14:18.050 ⇒ 00:14:22.430 Rico Rejoso: to see if you’re… if you have admin access for Clopify, right?

140 00:14:23.040 ⇒ 00:14:28.809 Elizah Joy: Oh, yeah, I did see that, yeah, you add that, you added me to that yesterday, so I was able to…

141 00:14:29.140 ⇒ 00:14:29.530 Rico Rejoso: Okay.

142 00:14:29.530 ⇒ 00:14:30.240 Elizah Joy: Check.

143 00:14:30.450 ⇒ 00:14:32.929 Rico Rejoso: So, Asura… yeah, go ahead.

144 00:14:32.930 ⇒ 00:14:33.460 Elizah Joy: Okay.

145 00:14:33.610 ⇒ 00:14:36.519 Elizah Joy: Just a question.

146 00:14:38.870 ⇒ 00:14:47.929 Elizah Joy: in Clockify, does it only show… because we have the project, is that, hands… That all had…

147 00:14:48.230 ⇒ 00:14:51.910 Elizah Joy: Yeah, that project, so does it not… does it not count?

148 00:14:52.290 ⇒ 00:14:59.380 Elizah Joy: And… oh, that one. All company one-on-ones and internal, does it not count to the… Hours?

149 00:15:00.020 ⇒ 00:15:04.160 Elizah Joy: Or is it… Or it’s included.

150 00:15:05.510 ⇒ 00:15:06.930 Elizah Joy: And the hours.

151 00:15:12.650 ⇒ 00:15:16.570 Rico Rejoso: I’m sorry, yeah, I… what was the question again? I’m sorry, I didn’t get that.

152 00:15:16.570 ⇒ 00:15:32.380 Elizah Joy: Oh, sorry, because I do, like, for example, on Monday, right? In Monday, like, last Monday, I did have, like, the call, like, the onboarding call, right? So I did put that under all company one-on-ones and internal.

153 00:15:32.630 ⇒ 00:15:39.930 Elizah Joy: But in my… in the weekly dashboard, or weekly reports, It’s not showing…

154 00:15:40.210 ⇒ 00:15:47.870 Elizah Joy: So let’s say I do have, like, 8 hours, right? I think what I only see was the hours that I’ve did for the operations.

155 00:15:48.040 ⇒ 00:15:53.510 Elizah Joy: But that… One, let’s see… Where was that?

156 00:15:55.200 ⇒ 00:15:58.310 Elizah Joy: Yeah, it’s not showing in there.

157 00:15:59.060 ⇒ 00:16:03.029 Elizah Joy: Oh, wait, wait, let me just check. Oh, sorry, yeah, okay, okay, there.

158 00:16:03.510 ⇒ 00:16:07.190 Elizah Joy: I did. So sorry, yeah, but it, yeah, it’s showing.

159 00:16:08.790 ⇒ 00:16:12.859 Rico Rejoso: That’s fine, okay. If ever any issues on Clopify, let me know.

160 00:16:12.860 ⇒ 00:16:13.640 Elizah Joy: Hmm.

161 00:16:13.640 ⇒ 00:16:17.240 Rico Rejoso: It’s also overwhelming for me to go through here, since…

162 00:16:17.420 ⇒ 00:16:18.550 Elizah Joy: Mmm.

163 00:16:18.550 ⇒ 00:16:24.359 Rico Rejoso: So it took me, like, around a week or two before I managed to get a hang of this,

164 00:16:24.480 ⇒ 00:16:32.709 Rico Rejoso: this too, but that’s fine, yeah. Let me know if there’s any issues on this one. Okay, so far, aside from that, do you have any issues on Foxify?

165 00:16:33.200 ⇒ 00:16:38.360 Elizah Joy: Not on my end, just the…

166 00:16:39.150 ⇒ 00:16:47.599 Elizah Joy: Yeah, just that I did not see that when I initially went there yesterday. Yeah, that’s… that’s on me, not on the fucking butt.

167 00:16:47.600 ⇒ 00:16:51.800 Rico Rejoso: That’s fine, that’s fine. Yeah, and as you can go, as you can see here, you can see

168 00:16:52.160 ⇒ 00:16:58.620 Rico Rejoso: Any individuals who are going through their hours, or who are logging their hours, and there are some individuals

169 00:16:59.360 ⇒ 00:17:11.309 Rico Rejoso: does not log their hours on a daily basis, which could be fine, because we all know that on the delivery side, everyone’s very busy, right? But, by end of week, let’s try and, one thing is that to…

170 00:17:11.319 ⇒ 00:17:11.669 Elizah Joy: Thank you.

171 00:17:11.670 ⇒ 00:17:25.119 Rico Rejoso: at this, maybe, or let’s say, part of your, part of the, time tracking, report that you could come up with was, like, to see, compliance with this one, and who are not logging their

172 00:17:25.119 ⇒ 00:17:31.709 Rico Rejoso: hours, and maybe from there, take a look at it and present a few reminders. So we can try to create a policy on how things should be.

173 00:17:31.770 ⇒ 00:17:45.030 Rico Rejoso: Especially for monitoring their time, or clockify hours on a weekly basis, or end-of-week basis. You know, try to… same goes with the recruitment, try to create a policy that we can present.

174 00:17:45.330 ⇒ 00:17:49.310 Rico Rejoso: you know, by end of… by end of this trial.

175 00:17:49.680 ⇒ 00:17:50.260 Rico Rejoso: a document.

176 00:17:50.260 ⇒ 00:17:50.960 Elizah Joy: Yep.

177 00:17:50.960 ⇒ 00:17:53.389 Rico Rejoso: That’s on, and that’ll be ideal.

178 00:17:54.400 ⇒ 00:17:55.700 Elizah Joy: Yep, definitely.

179 00:17:55.950 ⇒ 00:17:58.479 Elizah Joy: Yep, definitely.

180 00:17:59.710 ⇒ 00:18:12.620 Rico Rejoso: Yep, and we talk about, or we discussed about escalations, but I don’t know, to be honest, on how we should escalate, or in a way that we can, have everyone comply to making sure that their hours are.

181 00:18:12.620 ⇒ 00:18:13.350 Elizah Joy: Mmm.

182 00:18:13.940 ⇒ 00:18:19.639 Rico Rejoso: I don’t know what’s not motivating about them sending the hours and getting paid.

183 00:18:19.800 ⇒ 00:18:21.960 Rico Rejoso: accordingly, right? So, I don’.

184 00:18:21.960 ⇒ 00:18:22.449 Elizah Joy: I don’t have to…

185 00:18:22.450 ⇒ 00:18:27.380 Rico Rejoso: and making sure… or at least… you know…

186 00:18:28.120 ⇒ 00:18:33.569 Rico Rejoso: Inform them that it’s gonna affect them if they’re not putting in their hours on a timely basis.

187 00:18:33.570 ⇒ 00:18:33.990 Elizah Joy: Yeah.

188 00:18:34.850 ⇒ 00:18:36.230 Rico Rejoso: Yeah, so the.

189 00:18:36.230 ⇒ 00:18:36.660 Elizah Joy: That’s all.

190 00:18:36.680 ⇒ 00:18:49.420 Rico Rejoso: But, if you have an idea on how we can, you know, create a policy for it, that’s great. If not, we can still go over it and discuss with our finance department on our financial meeting soon.

191 00:18:50.140 ⇒ 00:19:01.399 Elizah Joy: Yeah, definitely. I do have… I did jot down yesterday, but I didn’t, wasn’t able to put it in Notion, the ideas that I’ve had for this, the, for Clockify.

192 00:19:01.450 ⇒ 00:19:11.180 Elizah Joy: I did, just to mention a few. I think in Slack, because people find that, in my experience, when it’s brought in automation.

193 00:19:11.380 ⇒ 00:19:19.030 Elizah Joy: I mean, it’s not a bad thing, but it’s… since we’re doing it in a, like, a Slack bot in Slack, right?

194 00:19:19.170 ⇒ 00:19:26.749 Elizah Joy: When we have a bunch of messages, let’s say, in different channels, Most people would just…

195 00:19:27.170 ⇒ 00:19:34.200 Elizah Joy: Not see that message, or ignore that message, especially if we’ve already had that

196 00:19:34.860 ⇒ 00:19:45.570 Elizah Joy: automated every week, or every day, or every week, right? But yeah, I think to solve that moving forward, I’m not sure if I’ve seen it.

197 00:19:45.940 ⇒ 00:19:57.600 Elizah Joy: But I think maybe it’s on my end that I haven’t, seen it already. Maybe moving forward for the future hires that we have is that on the onboarding process, we…

198 00:19:58.990 ⇒ 00:20:13.520 Elizah Joy: set up the expectations, right? So, remember when we’ve… we did the onboarding call, like that, we’ve already set the expectations on that, need for updating their hours every day and every week, so that fail.

199 00:20:13.660 ⇒ 00:20:18.190 Elizah Joy: Be able to… so that they’ll… their hours are counted in…

200 00:20:18.800 ⇒ 00:20:24.040 Elizah Joy: For the, sorry, in the finance department, when we do the

201 00:20:24.470 ⇒ 00:20:30.740 Elizah Joy: Payroll process, and then maybe a team handbook as well, to accompany the…

202 00:20:31.370 ⇒ 00:20:39.019 Elizah Joy: I mean, this is going beyond this, but maybe a team handbook that we can have for new hires.

203 00:20:39.410 ⇒ 00:20:39.900 Rico Rejoso: Yeah.

204 00:20:41.840 ⇒ 00:20:42.649 Elizah Joy: Sorry, go ahead.

205 00:20:42.650 ⇒ 00:20:52.470 Rico Rejoso: I’m sorry, yeah, sorry to cut you off. I think we discussed creating a handbook. I initially created some contents for the handbook, but…

206 00:20:52.650 ⇒ 00:20:57.139 Rico Rejoso: having our consultant, operations consultant, Lauren, and our.

207 00:20:57.140 ⇒ 00:20:58.140 Elizah Joy: -

208 00:20:58.140 ⇒ 00:21:04.429 Rico Rejoso: legal consultant, Polly, checked it. They wanted a different structure, and I.

209 00:21:04.430 ⇒ 00:21:05.210 Elizah Joy: Mmm.

210 00:21:05.210 ⇒ 00:21:15.409 Rico Rejoso: kicked out of the picture, since there’s a structure that they wanted to implement, which I’m not totally familiar with, so I tried to let them handle it, but it’s been, like, weeks, and there were no, like.

211 00:21:15.790 ⇒ 00:21:16.510 Elizah Joy: Thank you.

212 00:21:16.510 ⇒ 00:21:21.800 Rico Rejoso: Maybe we can try to bump it up, this week to see if there were any response or updates.

213 00:21:22.050 ⇒ 00:21:24.640 Rico Rejoso: Feedback for that document.

214 00:21:25.030 ⇒ 00:21:28.340 Rico Rejoso: Yeah, I’ll share with you the handbook that I created, or maybe you can…

215 00:21:28.340 ⇒ 00:21:31.469 Elizah Joy: Yeah, I think that’s a great idea.

216 00:21:31.580 ⇒ 00:21:41.770 Elizah Joy: Yeah, I think that will… I think that, yeah, again, this is beyond this time tracking accountability, but I did see… saw that in, like.

217 00:21:41.980 ⇒ 00:21:59.029 Elizah Joy: I mean, next… I think next week, that one that I saw client and team onboarding. But yeah, it’s not that we have issues with the onboarding. Again, the onboarding process that we have, as I mentioned yesterday, it’s already, great, right? But we can always make improvements

218 00:21:59.030 ⇒ 00:22:10.079 Elizah Joy: Especially with these one, the time tracking accountability. But yeah, I do know, I’m aware that the issue that we have now, or the challenge, is the current

219 00:22:10.100 ⇒ 00:22:16.170 Elizah Joy: Follow-ups that we do for the team.

220 00:22:16.780 ⇒ 00:22:17.150 Rico Rejoso: Yeah.

221 00:22:17.150 ⇒ 00:22:19.530 Elizah Joy: And… Sorry, go ahead.

222 00:22:19.530 ⇒ 00:22:21.680 Rico Rejoso: Yeah, go ahead, go ahead, I’m sorry, I was just thinking about that.

223 00:22:22.590 ⇒ 00:22:28.520 Elizah Joy: I think, because I don’t have… the only ones that I see in linear…

224 00:22:29.170 ⇒ 00:22:36.290 Elizah Joy: are, the operations, I think, operations project, and the other one is the…

225 00:22:36.400 ⇒ 00:22:41.000 Elizah Joy: company project, if I remembered correctly, but I do have a question on that.

226 00:22:41.150 ⇒ 00:22:45.280 Elizah Joy: Ha, if you’re… are you… like…

227 00:22:45.990 ⇒ 00:22:49.199 Elizah Joy: How… what can you say about the current,

228 00:22:49.770 ⇒ 00:22:58.320 Elizah Joy: Behavior of our team members when it comes to Updating these tasks in linear.

229 00:22:58.990 ⇒ 00:23:01.750 Rico Rejoso: I cannot say, but I…

230 00:23:02.150 ⇒ 00:23:04.460 Rico Rejoso: Try to manage everything on…

231 00:23:04.460 ⇒ 00:23:05.230 Elizah Joy: Mmm.

232 00:23:05.230 ⇒ 00:23:11.920 Rico Rejoso: and clean up some of the board. It just so happens I don’t have the technical expertise to see if, you know.

233 00:23:11.920 ⇒ 00:23:12.500 Elizah Joy: Mmm.

234 00:23:12.500 ⇒ 00:23:19.240 Rico Rejoso: The updates are, you know, if the updates provided through comments are, like, ideal, or let’s say.

235 00:23:20.450 ⇒ 00:23:23.300 Rico Rejoso: Corresponding to the tasks or the tickets that we have.

236 00:23:24.010 ⇒ 00:23:24.480 Elizah Joy: Hmm…

237 00:23:24.480 ⇒ 00:23:37.209 Rico Rejoso: We do try to provide updates as much as possible, and let’s say there are individuals who are… can manage their tickets on their own without us updating it, but it just so happens that sometimes they create a lot of backlogs and tickets.

238 00:23:37.210 ⇒ 00:23:37.700 Elizah Joy: Oh my god.

239 00:23:37.700 ⇒ 00:23:47.370 Rico Rejoso: are unnecessary as they move forward with the projects they’re working on, and it’s just creating a load of tickets that are not being seen.

240 00:23:47.550 ⇒ 00:23:49.619 Rico Rejoso: And just, you know, creating a lot of.

241 00:23:49.620 ⇒ 00:23:50.150 Elizah Joy: Mmm.

242 00:23:50.150 ⇒ 00:23:51.350 Rico Rejoso: on it.

243 00:23:51.470 ⇒ 00:23:57.949 Rico Rejoso: But, yeah, that’s one thing, I guess, on linear. We’re discussing linear in the project management, process.

244 00:23:57.950 ⇒ 00:23:58.740 Elizah Joy: Hmm.

245 00:23:59.090 ⇒ 00:24:00.200 Elizah Joy: Yeah.

246 00:24:00.270 ⇒ 00:24:09.229 Rico Rejoso: Yeah, I do, sorry, go ahead. Yeah, there are, like, some clients here in projects that I have… that I am familiar with, such as default.

247 00:24:09.460 ⇒ 00:24:15.409 Rico Rejoso: By the way, you can just take a look at it. If you click on the plus sign, I think you can search for the team.

248 00:24:16.020 ⇒ 00:24:27.669 Elizah Joy: Okay, I can add myself, okay. I thought… yeah, because the one I do have right now, I think, is just operations and out-of-office requests, but I was thinking maybe…

249 00:24:28.260 ⇒ 00:24:38.679 Elizah Joy: going back to the time, maybe we can add that as a task for them, if… or… or maybe not. Not sure, but, how…

250 00:24:39.080 ⇒ 00:24:51.199 Elizah Joy: If we just use this for project-specific tasks, we don’t need to add that in here, so that it does not, accumulate a lot of backlogs, especially

251 00:24:51.980 ⇒ 00:24:59.650 Elizah Joy: If we have that for all team members, for example, let’s say as a task, and everyone’s got that as a backlog, it’s just gonna add…

252 00:24:59.760 ⇒ 00:25:07.840 Elizah Joy: traffic to this app. But yeah, just an idea on that, but… Yeah, just that moment.

253 00:25:07.840 ⇒ 00:25:12.030 Rico Rejoso: I mean, I appreciate that, but it’s not ideal for them.

254 00:25:12.030 ⇒ 00:25:15.599 Elizah Joy: Especially for U-Tom, I don’t think he’s gonna like it.

255 00:25:15.700 ⇒ 00:25:16.920 Elizah Joy: Yeah.

256 00:25:17.450 ⇒ 00:25:19.349 Elizah Joy: Yeah, I think so too, because it’s…

257 00:25:20.200 ⇒ 00:25:23.939 Elizah Joy: It’s gonna… it’s, it’s just gonna be a recurring task.

258 00:25:24.140 ⇒ 00:25:26.330 Rico Rejoso: Yeah, so I think that’s fine, we can…

259 00:25:26.330 ⇒ 00:25:26.790 Elizah Joy: in.

260 00:25:26.790 ⇒ 00:25:37.649 Rico Rejoso: set up a different way of reminding them. I tried Slack, and we do emails as well, so I don’t know what other else forms of communications or reminders.

261 00:25:38.450 ⇒ 00:25:39.990 Rico Rejoso: For them, but I think it’s.

262 00:25:39.990 ⇒ 00:25:40.310 Elizah Joy: Jesus.

263 00:25:40.310 ⇒ 00:25:44.880 Rico Rejoso: Reiterating that we… we… they have to…

264 00:25:44.990 ⇒ 00:25:51.860 Rico Rejoso: log their hours and blockify as much as we can and try to remind them. If not, if they’re not doing what they should be doing to get paid.

265 00:25:52.220 ⇒ 00:25:52.740 Rico Rejoso: you know.

266 00:25:52.740 ⇒ 00:25:53.630 Elizah Joy: Hmm…

267 00:25:53.630 ⇒ 00:25:58.790 Rico Rejoso: Maybe that’s when the escalation process comes in place, because…

268 00:25:58.790 ⇒ 00:25:59.520 Elizah Joy: Huh.

269 00:25:59.520 ⇒ 00:26:05.189 Rico Rejoso: A better process, aside from delaying their payment, which is not ideal for the.

270 00:26:05.730 ⇒ 00:26:07.619 Rico Rejoso: not benefit anyone.

271 00:26:07.620 ⇒ 00:26:08.350 Elizah Joy: Yeah, definitely.

272 00:26:08.350 ⇒ 00:26:12.259 Rico Rejoso: Because that’s… that’s my proposal, but upon doing so.

273 00:26:12.450 ⇒ 00:26:22.129 Rico Rejoso: You know, it’s not beneficial for a company, and we may lose some people due to it, which is gonna affect some of the projects that we’re working on, especially if they’re on the delivery side.

274 00:26:22.800 ⇒ 00:26:26.679 Elizah Joy: Yeah, definitely, like you’ve mentioned before, so yeah.

275 00:26:26.940 ⇒ 00:26:28.150 Elizah Joy: I’ll…

276 00:26:28.530 ⇒ 00:26:36.619 Elizah Joy: I think we just refine, but I do have this in doc, just… just want to mention it. We just maybe re-refine how we…

277 00:26:36.870 ⇒ 00:26:40.890 Elizah Joy: put out the message in Slack.

278 00:26:41.150 ⇒ 00:26:45.999 Elizah Joy: Or maybe, yeah, the template that we have in there, maybe we just need to refine that.

279 00:26:46.110 ⇒ 00:26:51.950 Elizah Joy: in, what is a graceful way of reminding them

280 00:26:52.130 ⇒ 00:26:59.219 Elizah Joy: And then having that policy for, escalations, if, you know, if it’s been happening

281 00:26:59.760 ⇒ 00:27:12.500 Elizah Joy: for a couple of times, especially for specific, team members. Definitely, the policy should be followed, or it should be escalated. But I think, have we…

282 00:27:13.160 ⇒ 00:27:14.970 Elizah Joy: had that.

283 00:27:15.600 ⇒ 00:27:21.320 Elizah Joy: oh, because it’s here, it’s mentioning escalations, right? Have we…

284 00:27:21.540 ⇒ 00:27:27.140 Elizah Joy: done that before for specific people, or… Okay, okay.

285 00:27:27.140 ⇒ 00:27:30.390 Rico Rejoso: I mean, we don’t have, like, a lot of problems or challenges for the.

286 00:27:30.390 ⇒ 00:27:30.960 Elizah Joy: Mmm.

287 00:27:30.960 ⇒ 00:27:37.169 Rico Rejoso: can see, most are just… most are really logging their hours accurately. There’s just some of them.

288 00:27:37.460 ⇒ 00:27:41.269 Rico Rejoso: Who are, like, recurring analyticalists, you know?

289 00:27:41.420 ⇒ 00:27:47.399 Rico Rejoso: Has been doing it, like, I was being inconsistent.

290 00:27:47.880 ⇒ 00:28:00.340 Rico Rejoso: their hours, and I think we just took note of that person. I tried to talk to them, discuss the importance of it through Zoom meetings, thought it was effective, but coming the next month, they still

291 00:28:00.560 ⇒ 00:28:03.659 Rico Rejoso: do the same way. Try to explain that it’s…

292 00:28:03.820 ⇒ 00:28:12.679 Rico Rejoso: Just to give you an idea, it’s for those fixed individuals, those individuals that are not getting paid hourly, but has a fixed contract with the company.

293 00:28:12.680 ⇒ 00:28:13.760 Elizah Joy: Okay.

294 00:28:13.760 ⇒ 00:28:19.800 Rico Rejoso: Regardless of the hours they work, they do as long as they produce good results and the outcome expected from them.

295 00:28:19.850 ⇒ 00:28:35.890 Rico Rejoso: They’re getting paid. But the fact that we still have to log their hours, because some of the clients that are working are on an hourly basis, and we have to know how much an engineer has spent working for the project, so we can also come up with a sentry to the client.

296 00:28:36.530 ⇒ 00:28:37.490 Elizah Joy: Yeah.

297 00:28:37.490 ⇒ 00:28:38.780 Rico Rejoso: Okay, I see.

298 00:28:39.670 ⇒ 00:28:45.719 Rico Rejoso: So, yeah, that’s… that’s some of the issues, but yeah, it’s not a big of an issue. We just…

299 00:28:45.720 ⇒ 00:28:46.210 Elizah Joy: Hmm.

300 00:28:46.210 ⇒ 00:28:58.579 Rico Rejoso: We just, you know, encounter some of it every month, and we’re trying to lessen some of that so we can focus… so they can focus solely on providing, you know, making sure that on the delivery site, they’re performing well.

301 00:28:59.570 ⇒ 00:29:07.390 Elizah Joy: Yep, definitely, because, yeah, it’ll help save time for everyone. Yeah, I’ll get this, today.

302 00:29:07.540 ⇒ 00:29:12.420 Elizah Joy: Thank you for the recommendations on that. I think we…

303 00:29:14.230 ⇒ 00:29:23.889 Elizah Joy: We say in Slack and email, but definitely that policy for, escalations Needs to be created, or…

304 00:29:24.030 ⇒ 00:29:25.580 Rico Rejoso: Yeah. Implemented.

305 00:29:27.010 ⇒ 00:29:38.030 Rico Rejoso: Aside from that, let’s move on. Friday meeting framework, I believe I have, or I’ll let you just, see how…

306 00:29:38.030 ⇒ 00:29:38.670 Elizah Joy: Mmm.

307 00:29:38.670 ⇒ 00:29:42.649 Rico Rejoso: Retros and meetings are being conducted as of now.

308 00:29:42.650 ⇒ 00:29:43.200 Elizah Joy: Mmm, yeah.

309 00:29:43.200 ⇒ 00:29:43.899 Rico Rejoso: And just to give.

310 00:29:44.270 ⇒ 00:29:56.850 Rico Rejoso: end of the structure, it’s just basically someone will be hosting it, and… sorry, they will be doing a quick lab share, or let’s say icebreaker first, then lab share, then comes to department updates, executive.

311 00:29:58.280 ⇒ 00:30:16.530 Rico Rejoso: PM, marketing, AI, data department, and afterwards, just shout out to everyone who’s worked… shout out to everyone, or from anyone, to an individual or anyone from the team. That’s the current structure that we have. And as Uta mentioned, we have Lauren, who is,

312 00:30:16.960 ⇒ 00:30:19.900 Rico Rejoso: consultant slash HR consultant as well.

313 00:30:20.030 ⇒ 00:30:27.059 Rico Rejoso: That we can, meet with, so, so to discuss how we can further,

314 00:30:27.290 ⇒ 00:30:32.929 Rico Rejoso: room, for them to make the… our Friday meeting break, you know, and…

315 00:30:33.270 ⇒ 00:30:41.300 Rico Rejoso: Yeah, right now what we’re doing is that for everyone who’s handling those departments, mostly Thumb and Robert, our

316 00:30:41.490 ⇒ 00:30:43.250 Rico Rejoso: Are putting in their notes.

317 00:30:43.410 ⇒ 00:30:53.560 Rico Rejoso: to those, to the decks, or to the slides on their own. Maybe we could try different the process. Utam is suggest… suggesting that we…

318 00:30:53.670 ⇒ 00:30:55.969 Rico Rejoso: We’ll be collecting, the notes.

319 00:30:56.320 ⇒ 00:30:58.299 Rico Rejoso: And the updates from them?

320 00:30:58.960 ⇒ 00:31:03.329 Rico Rejoso: And we’ll be the one who’s gonna, you know, put it onto those slides.

321 00:31:04.150 ⇒ 00:31:05.280 Elizah Joy: Mmm, yep.

322 00:31:05.580 ⇒ 00:31:11.290 Rico Rejoso: Like, let me If… let me show you the, slides that we have.

323 00:31:12.060 ⇒ 00:31:12.690 Elizah Joy: Yep.

324 00:31:14.490 ⇒ 00:31:18.230 Elizah Joy: Just, a quick question from me, right? So…

325 00:31:18.800 ⇒ 00:31:24.450 Elizah Joy: At the moment, for the speaker notes… We do that.

326 00:31:24.930 ⇒ 00:31:28.260 Elizah Joy: We don’t have a process in place for that, right?

327 00:31:28.580 ⇒ 00:31:38.449 Rico Rejoso: Yeah, what we do is that we have this channel called Culture, where, those department heads are added to, and what happened is that

328 00:31:38.650 ⇒ 00:31:53.079 Rico Rejoso: I sent out this slide, the link for the slides, to that, channel, and have them do their own edits, okay? Because that’s the process that we had prior to me joining this company, and I just reinstated the same thing as…

329 00:31:53.310 ⇒ 00:31:58.640 Rico Rejoso: We move on, so it’s… it just goes like this, lab share, then a quick…

330 00:31:59.010 ⇒ 00:32:15.769 Rico Rejoso: you know, updates from everyone. So I think what’s not manageable for our executives is them putting on the updates on their own. So maybe we can take that note off their shoulders, or off their plates, and have us do that process on our, you know…

331 00:32:16.680 ⇒ 00:32:18.399 Elizah Joy: Yeah, definitely.

332 00:32:26.150 ⇒ 00:32:27.129 Rico Rejoso: Yeah, I’m sorry.

333 00:32:27.720 ⇒ 00:32:33.950 Rico Rejoso: So, aside from that, so I think it’s just a quick fix. So, as long as we…

334 00:32:35.010 ⇒ 00:32:36.950 Rico Rejoso: I’m an incredible crisis.

335 00:32:38.040 ⇒ 00:32:39.099 Rico Rejoso: Yeah, go ahead.

336 00:32:40.050 ⇒ 00:32:45.899 Elizah Joy: Oh, sorry. For… what was my question? For the person that we…

337 00:32:46.220 ⇒ 00:32:53.320 Elizah Joy: let’s say somebody’s… how do we choose the person that’s gonna be hosting the meeting for the Friday?

338 00:32:53.890 ⇒ 00:32:55.560 Elizah Joy: Sinks.

339 00:32:55.970 ⇒ 00:33:03.079 Rico Rejoso: Great question. So… I do track it here, one second, okay.

340 00:33:03.230 ⇒ 00:33:12.639 Rico Rejoso: So I got… I got this from Hannah, because Hannah’s doing the… or assigning the host for every Friday retro that we have.

341 00:33:12.750 ⇒ 00:33:23.980 Rico Rejoso: They just forwarded So, these are the less offended woodwalls that hosted our retros for the past few weeks.

342 00:33:24.220 ⇒ 00:33:25.000 Rico Rejoso: Okay?

343 00:33:25.290 ⇒ 00:33:27.410 Rico Rejoso: Try to update as much as I can.

344 00:33:27.570 ⇒ 00:33:28.950 Rico Rejoso: then what I did was I…

345 00:33:29.340 ⇒ 00:33:34.049 Rico Rejoso: I just have their names listed into a wheel of names, if you’re familiar with it.

346 00:33:34.770 ⇒ 00:33:35.250 Rico Rejoso: I just…

347 00:33:35.250 ⇒ 00:33:36.400 Elizah Joy: Yeah, yeah.

348 00:33:36.400 ⇒ 00:33:39.070 Rico Rejoso: Do it randomly until we get everyone.

349 00:33:39.070 ⇒ 00:33:39.460 Elizah Joy: Huh.

350 00:33:39.500 ⇒ 00:33:47.209 Rico Rejoso: So, we just finished one cycle, with me handling or, you know, choosing who’s gonna be the next hostess, and I just…

351 00:33:47.210 ⇒ 00:33:47.880 Elizah Joy: It’d be the same.

352 00:33:47.880 ⇒ 00:33:52.010 Rico Rejoso: process over, okay? Just put their names on the list of names, so just take off…

353 00:33:52.010 ⇒ 00:33:52.620 Elizah Joy: So…

354 00:33:52.680 ⇒ 00:33:53.400 Rico Rejoso: Done.

355 00:33:53.620 ⇒ 00:33:54.960 Rico Rejoso: For the first cycle.

356 00:33:56.100 ⇒ 00:33:57.130 Rico Rejoso: That’s how I do, right?

357 00:33:57.140 ⇒ 00:33:58.000 Elizah Joy: Good.

358 00:33:59.150 ⇒ 00:33:59.679 Elizah Joy: Thank you.

359 00:33:59.680 ⇒ 00:34:02.150 Rico Rejoso: I mean, I don’t want to be, like, you know…

360 00:34:02.850 ⇒ 00:34:08.170 Rico Rejoso: I just want to do it randomly, I don’t want to nitpick who’s gonna be the next source for this… for the…

361 00:34:10.630 ⇒ 00:34:11.130 Rico Rejoso: 8.

362 00:34:11.130 ⇒ 00:34:11.960 Elizah Joy: Oh.

363 00:34:11.969 ⇒ 00:34:25.979 Rico Rejoso: If you think that’s… or if you think that we can, you know, provide a new process for that, that’s fine. It’s up to you, basically. We want to see a proposal for it, and see if we can implement it moving forward, but the proposal would be good.

364 00:34:27.649 ⇒ 00:34:34.929 Rico Rejoso: Okay, donut app and engagement by culture. This is just basically making sure that everyone is attending their donut.

365 00:34:35.439 ⇒ 00:34:51.569 Rico Rejoso: app meeting thing and setting up meetings, because I think this app doesn’t really schedule meetings for us, they’re just pairing us with the, with those individuals that are in the channel. So as long as everyone is in the channel, they’ll be getting paired with anyone

366 00:34:52.179 ⇒ 00:34:53.229 Rico Rejoso: On the team.

367 00:34:53.439 ⇒ 00:34:54.569 Rico Rejoso: Okay, so, like, for.

368 00:34:54.570 ⇒ 00:34:55.330 Elizah Joy: Example.

369 00:34:55.330 ⇒ 00:35:00.319 Rico Rejoso: I have been scheduled with Henry, our data engineer, and we

370 00:35:00.730 ⇒ 00:35:05.949 Rico Rejoso: I have a meeting next week after his, leave.

371 00:35:06.460 ⇒ 00:35:23.500 Rico Rejoso: So, it’s just a reminder that, hey, everyone, make sure that if you are paired with someone through the Donut app, make sure that you attend or set up a meeting with them, and, you know, share quick thoughts or notes of what you guys discussed. I don’t know… I don’t know if we should be providing notes, because usually…

372 00:35:23.580 ⇒ 00:35:28.039 Rico Rejoso: what we just discussed is personal stuff. It’s… the purpose of it is just, you know.

373 00:35:28.450 ⇒ 00:35:33.340 Rico Rejoso: Just to bond with other team members, and just fill out the gaps.

374 00:35:33.340 ⇒ 00:35:34.440 Elizah Joy: Sure, yeah.

375 00:35:34.610 ⇒ 00:35:39.290 Rico Rejoso: Of, you know, of… Of us working on a remote.

376 00:35:40.600 ⇒ 00:35:42.010 Rico Rejoso: Alright, remote setup.

377 00:35:42.740 ⇒ 00:35:43.990 Elizah Joy: Yeah.

378 00:35:44.330 ⇒ 00:35:51.869 Rico Rejoso: Yeah, I think Lauren created a policy for this, I haven’t checked it yet as well. I don’t know where it is, to be honest. So, I’ll take a look.

379 00:35:51.870 ⇒ 00:35:52.480 Elizah Joy: Got it.

380 00:35:52.480 ⇒ 00:35:53.390 Rico Rejoso: Forwarded to you.

381 00:35:54.020 ⇒ 00:36:02.479 Elizah Joy: Okay. Then, it’s just a question on that, right? So, in the donut, because I think, it scheduled me

382 00:36:02.650 ⇒ 00:36:05.410 Elizah Joy: for… Let me just…

383 00:36:09.370 ⇒ 00:36:10.200 Elizah Joy: There it is.

384 00:36:12.540 ⇒ 00:36:20.240 Elizah Joy: for December 22, right? So is that the same for everyone? Or it… It chooses its own.

385 00:36:20.660 ⇒ 00:36:21.960 Rico Rejoso: E, yeah.

386 00:36:23.210 ⇒ 00:36:31.209 Rico Rejoso: It doesn’t choose a date, I believe. I don’t know why it does it to you, but for us… let me see…

387 00:36:32.410 ⇒ 00:36:37.919 Rico Rejoso: It did not choose the date for us, we scheduled it on our own. We just… we just…

388 00:36:37.920 ⇒ 00:36:38.950 Elizah Joy: Oh, okay.

389 00:36:39.690 ⇒ 00:36:42.280 Rico Rejoso: But maybe that… there’s a feature in it, let me see.

390 00:36:44.180 ⇒ 00:36:48.220 Rico Rejoso: Oh, you can link your Google Calendar. We didn’t do that.

391 00:36:48.460 ⇒ 00:36:49.820 Rico Rejoso: Okay, honey.

392 00:36:50.760 ⇒ 00:36:58.920 Rico Rejoso: Yeah, maybe they can schedule… you guys can schedule it, or they’ll be providing a schedule, but we haven’t done that one. We just scheduled on our own. We just discussed.

393 00:36:59.840 ⇒ 00:37:00.870 Elizah Joy: Okay.

394 00:37:01.130 ⇒ 00:37:08.760 Rico Rejoso: But yeah, the main goal is just to make sure… I don’t know how we can see an overview of who’s been paired, like, the history of who’s been paired, and who has.

395 00:37:09.680 ⇒ 00:37:14.080 Rico Rejoso: And they’re gonna look at, like, the percentage of, out of all the paired individuals.

396 00:37:14.370 ⇒ 00:37:19.950 Rico Rejoso: A certain percentage did not attend their donut, or did not set up a meeting.

397 00:37:20.500 ⇒ 00:37:28.469 Rico Rejoso: I don’t know where we can get those data from, so we can present to our board or to our executives, but yeah, we can look into it further.

398 00:37:28.770 ⇒ 00:37:29.640 Rico Rejoso: Maybe.

399 00:37:29.640 ⇒ 00:37:35.399 Elizah Joy: Yeah, quick question, who set up the…

400 00:37:35.680 ⇒ 00:37:36.210 Rico Rejoso: Don’t…

401 00:37:36.210 ⇒ 00:37:42.309 Elizah Joy: app, because I think that’s… that person could have access to the for this.

402 00:37:42.590 ⇒ 00:37:43.969 Rico Rejoso: It’s Lauren.

403 00:37:45.530 ⇒ 00:37:48.719 Rico Rejoso: You can just leave a message to her, like, by end of day.

404 00:37:49.110 ⇒ 00:38:00.579 Rico Rejoso: sometimes she’s available by then, or sometimes she’s not, but she’s definitely gonna reply to you once she gets your message, so maybe, yeah, you could try to discuss… intro yourself to her.

405 00:38:01.270 ⇒ 00:38:01.770 Elizah Joy: I mean.

406 00:38:01.770 ⇒ 00:38:02.360 Rico Rejoso: be,

407 00:38:02.360 ⇒ 00:38:03.100 Elizah Joy: Man.

408 00:38:03.220 ⇒ 00:38:04.180 Rico Rejoso: Ask for it.

409 00:38:04.290 ⇒ 00:38:05.839 Rico Rejoso: But I tried to get it.

410 00:38:06.090 ⇒ 00:38:09.180 Rico Rejoso: Get to her, or ask her about it as well.

411 00:38:09.800 ⇒ 00:38:12.660 Elizah Joy: Okay, I will, so that I know…

412 00:38:12.660 ⇒ 00:38:14.060 Rico Rejoso: Both ping her, you know.

413 00:38:14.650 ⇒ 00:38:17.510 Elizah Joy: Yeah, I will.

414 00:38:17.690 ⇒ 00:38:18.950 Rico Rejoso: Okay. Definitely.

415 00:38:20.630 ⇒ 00:38:27.629 Rico Rejoso: Okay, so, moving forward, without mentioning that we can cancel out the operating system update, it’s fine.

416 00:38:27.750 ⇒ 00:38:45.579 Rico Rejoso: I mean, you can just focus another day on recruitment. This doesn’t really need… I mean, we… we can have this done. It’s an ongoing… ongoing process, I guess. We can have this done after you… after your two… your two weeks. So maybe you can just focus more on your recruitment, so you can cancel this off. I’ll take it off the.

417 00:38:45.580 ⇒ 00:38:46.510 Elizah Joy: Mmm.

418 00:38:46.750 ⇒ 00:38:51.499 Elizah Joy: Yeah, I just, just a question on that, so…

419 00:38:53.280 ⇒ 00:39:00.769 Elizah Joy: That could be added, for example, for on the 30, 60, 90-day plan, right? Because it still needs to happen.

420 00:39:02.010 ⇒ 00:39:05.000 Rico Rejoso: Yeah, it’s just a quick, I think one of the…

421 00:39:05.000 ⇒ 00:39:05.610 Elizah Joy: Wonder.

422 00:39:05.610 ⇒ 00:39:06.630 Rico Rejoso: one of…

423 00:39:09.120 ⇒ 00:39:16.869 Rico Rejoso: Sorry. Yeah, I think what we can consider adding is that, we’re trying to create a different, you know.

424 00:39:17.060 ⇒ 00:39:20.699 Rico Rejoso: interface for, Notion.

425 00:39:20.860 ⇒ 00:39:21.420 Rico Rejoso: One is.

426 00:39:21.420 ⇒ 00:39:22.410 Elizah Joy: Yeah.

427 00:39:22.410 ⇒ 00:39:31.400 Rico Rejoso: convenience for everyone. I tried to get it started, but it just so happens that the moment I got into

428 00:39:31.880 ⇒ 00:39:33.850 Rico Rejoso: to Brain Forge, there’s a lot

429 00:39:34.340 ⇒ 00:39:41.579 Rico Rejoso: already on Notion. And what I’m afraid is that, you know, making an error of restarting everything out of…

430 00:39:41.580 ⇒ 00:39:42.300 Elizah Joy: Definitely.

431 00:39:42.300 ⇒ 00:39:48.960 Rico Rejoso: deleting a lot of documents, which I don’t want to happen. So I’m trying to take a, you know, take a nag at it one step at a time.

432 00:39:49.330 ⇒ 00:39:49.990 Elizah Joy: I started.

433 00:39:49.990 ⇒ 00:39:51.580 Rico Rejoso: With a client hub.

434 00:39:51.730 ⇒ 00:40:00.079 Rico Rejoso: changes some of it, and I just… every time we got a new client, I make sure that I call it… I put in all information.

435 00:40:00.230 ⇒ 00:40:00.750 Rico Rejoso: God.

436 00:40:00.750 ⇒ 00:40:01.269 Elizah Joy: Thank God forb.

437 00:40:01.270 ⇒ 00:40:06.910 Rico Rejoso: From that client to that document, so that if and ever we present it to them, we have everything, or we have everything in there.

438 00:40:07.070 ⇒ 00:40:18.009 Rico Rejoso: So I started with that, since there’s not much, or not a lot of individuals are going through that Notion page, but for the rest of it, you know, it’s kind of hard, since there’s a lot of people

439 00:40:18.240 ⇒ 00:40:20.659 Rico Rejoso: working on Tenotion and creating their own.

440 00:40:20.660 ⇒ 00:40:21.230 Elizah Joy: Hmm.

441 00:40:21.240 ⇒ 00:40:22.370 Rico Rejoso: everything, so…

442 00:40:22.370 ⇒ 00:40:23.210 Elizah Joy: Yeah.

443 00:40:23.800 ⇒ 00:40:24.140 Rico Rejoso: Similarly.

444 00:40:24.140 ⇒ 00:40:24.610 Elizah Joy: And yet…

445 00:40:24.610 ⇒ 00:40:31.620 Rico Rejoso: process, and a big thing to handle, to be honest, so maybe we can, you know, take it off for two weeks, and maybe we can discuss it afterwards.

446 00:40:32.690 ⇒ 00:40:40.880 Elizah Joy: Yep. And then… Yeah, I did notice that in, Notion as well. For,

447 00:40:41.180 ⇒ 00:40:50.380 Elizah Joy: From my perspective, it’s a bit… like, the interface, it’s… There are some files that…

448 00:40:51.090 ⇒ 00:41:01.889 Elizah Joy: Can I say… let’s say that needs organizing, and then it’s more user-friendly, especially, for example, for new team members that’s gonna come in.

449 00:41:02.440 ⇒ 00:41:03.590 Rico Rejoso: to…

450 00:41:03.610 ⇒ 00:41:19.669 Elizah Joy: the business, but I… yeah, but I think that’s good… that’s a big project by itself, because we have lots of ready files and documents, and we have people using Notion as well, so…

451 00:41:19.670 ⇒ 00:41:25.109 Rico Rejoso: First, when I got here, I didn’t know how everything works in Notion, I figured it out myself.

452 00:41:26.040 ⇒ 00:41:27.230 Rico Rejoso: I just have, like.

453 00:41:27.230 ⇒ 00:41:28.060 Elizah Joy: a button.

454 00:41:28.060 ⇒ 00:41:39.160 Rico Rejoso: a broad understanding of how Notion works. I didn’t know it’s really that complicated. That example here, the team directory here is also linked to the recruitment, that is also linked

455 00:41:39.530 ⇒ 00:41:40.290 Rico Rejoso: to…

456 00:41:40.290 ⇒ 00:41:40.990 Elizah Joy: Mmm…

457 00:41:41.240 ⇒ 00:41:44.389 Rico Rejoso: This one here, so if we, you know, remove.

458 00:41:44.390 ⇒ 00:41:45.040 Elizah Joy: Yeah.

459 00:41:45.040 ⇒ 00:41:47.699 Rico Rejoso: May cause the removal of some

460 00:41:47.920 ⇒ 00:41:54.440 Rico Rejoso: you know, some info or data from other pages, so I don’t want that to happen, so I just take, you know.

461 00:41:54.730 ⇒ 00:41:59.859 Rico Rejoso: Take a look at everything and see what can we edit.

462 00:41:59.990 ⇒ 00:42:07.969 Rico Rejoso: or organized that will not affect a lot of stuff that they’re working on, because I don’t want them to get into Slack and complain that, hey, I was.

463 00:42:07.970 ⇒ 00:42:08.460 Elizah Joy: You know.

464 00:42:08.460 ⇒ 00:42:11.770 Rico Rejoso: Documenting, just got removed and everything such. Yeah.

465 00:42:11.770 ⇒ 00:42:12.360 Elizah Joy: Mmm…

466 00:42:12.360 ⇒ 00:42:12.919 Rico Rejoso: I don’t want that.

467 00:42:12.920 ⇒ 00:42:13.700 Elizah Joy: Yeah.

468 00:42:13.910 ⇒ 00:42:27.629 Rico Rejoso: So yeah, that’s just giving an overview of what we can, you know, plan on afterwards, after your two weeks. But let’s take it off your list for now, and maybe just focus on what we can… on what you can produce results with ASAP.

469 00:42:28.450 ⇒ 00:42:29.120 Elizah Joy: Yeah.

470 00:42:29.120 ⇒ 00:42:29.530 Rico Rejoso: Okay.

471 00:42:29.950 ⇒ 00:42:37.119 Rico Rejoso: Onboarding, yeah, I discussed it to you. It’s the same thing, you just can take a look at it. Right now, I think…

472 00:42:37.240 ⇒ 00:42:51.169 Rico Rejoso: One thing that I always notice is that when I do client onboarding… the team onboarding for me is… I mean, we can… we can have it as it is for now. It’s just the client onboarding, because what I do is just… I don’t really do the kickoff and stuff.

473 00:42:51.350 ⇒ 00:42:56.100 Rico Rejoso: It’s Tom and Robert who’s scheduling the kickoff with our stakeholders or the clients.

474 00:42:56.100 ⇒ 00:42:56.710 Elizah Joy: Mmm.

475 00:42:56.710 ⇒ 00:43:14.410 Rico Rejoso: What I just do is set up their workspace and their tools, and make sure that everyone that should be on that client or project are within those Slack channels or communications, and are in the vaults. They have their own password vaults, and the tools that they… the general tools that they’ll be needing to get everything set up.

476 00:43:15.540 ⇒ 00:43:25.940 Rico Rejoso: Basically, that’s what I do. I just work in the background, but I don’t do client-facing stuff on the client onboarding, and I don’t know if we should be doing that, or if it’s okay to have our

477 00:43:26.120 ⇒ 00:43:31.959 Rico Rejoso: Project managers or our executives handle that kind of work.

478 00:43:33.150 ⇒ 00:43:44.890 Elizah Joy: Yeah, I think, with the kickoff, especially calls the executives, or even, or maybe the, project managers should

479 00:43:45.070 ⇒ 00:43:50.329 Elizah Joy: Let’s keep… let’s keep them… The owners of that, because that’s…

480 00:43:50.820 ⇒ 00:43:54.940 Elizah Joy: Important, because they’re… they’re gonna be… essentially, they’re gonna be…

481 00:43:55.740 ⇒ 00:44:00.149 Elizah Joy: The one speaking to clients, especially the project managers that we have.

482 00:44:00.470 ⇒ 00:44:04.240 Elizah Joy: So yeah, kickoff, that’s definitely gonna be…

483 00:44:04.970 ⇒ 00:44:21.959 Elizah Joy: their, responsibility for us operations, I think, since we’re all, we’ll be in the… we’ll be doing the back end of stuff and everything, right? So maybe, just a question on the kickoff prep, right? So…

484 00:44:22.760 ⇒ 00:44:30.050 Elizah Joy: for the client, because, client onboarding, I don’t have an idea yet on how we do that, but,

485 00:44:30.720 ⇒ 00:44:46.849 Elizah Joy: once we send the contract, so the schedule for the kickoff, is Utam the one, or… or whoever’s gonna… whoever’s gonna be doing the kickoff… kickoff call with them? Are they the ones scheduling the…

486 00:44:47.770 ⇒ 00:44:53.040 Elizah Joy: Meetings with them? Or are they,

487 00:44:53.490 ⇒ 00:44:57.239 Elizah Joy: Automated on a scheduling app or something.

488 00:44:57.460 ⇒ 00:45:10.609 Rico Rejoso: Yeah, it’s not automated, so we still have to look for, like, availability or, you know, ask for availability of our stakeholders to schedule those kickoffs, and we just adjust accordingly to it to make sure that we can meet their needs for it.

489 00:45:10.840 ⇒ 00:45:11.690 Elizah Joy: Mmm.

490 00:45:11.870 ⇒ 00:45:17.479 Rico Rejoso: It’s… it’s just Utham doing the scheduling for them and asking for availability.

491 00:45:17.640 ⇒ 00:45:20.059 Rico Rejoso: So, yeah, I don’t get into the picture.

492 00:45:21.040 ⇒ 00:45:32.109 Rico Rejoso: I don’t get into that kind of picture, but I just, you know, work on the background stuff and make sure that they have everything they need before they get… they start doing the kickoff and start working on that client.

493 00:45:32.130 ⇒ 00:45:51.440 Rico Rejoso: From linear teams to 1Password walls, to making sure that they have an email they can present to the client to get access to such tools that they need to get work… to get everything working on. Yeah, I work on that. But it’s, anything client-facing, it’s with, our executives and our engineers.

494 00:45:51.800 ⇒ 00:45:53.469 Rico Rejoso: Awish, Sam.

495 00:45:53.670 ⇒ 00:45:56.470 Rico Rejoso: who’s facing those clients? Yeah, I agree.

496 00:45:56.470 ⇒ 00:45:56.860 Elizah Joy: Ma’am.

497 00:45:56.860 ⇒ 00:46:04.469 Rico Rejoso: They should be the one… we can… we shouldn’t be editing that process. We can have it… we can have them do or stick with the same process. Yeah.

498 00:46:05.440 ⇒ 00:46:08.540 Elizah Joy: Yeah, yeah, I think for us it’s,

499 00:46:08.820 ⇒ 00:46:15.430 Elizah Joy: helping them, how… it’s especially, let’s say, with client calls, right, or the kickoff calls.

500 00:46:15.920 ⇒ 00:46:25.089 Elizah Joy: Because it’s, basically it sets up the tone for the projects that… for the project that we’ll have for that specific client, right? So I think…

501 00:46:25.090 ⇒ 00:46:25.690 Rico Rejoso: Yeah.

502 00:46:26.110 ⇒ 00:46:41.239 Elizah Joy: calls should definitely be, to them. Our job, I think, would be to how we can make that process efficient for both the client and for UTAM, the executives, or the project managers. So…

503 00:46:41.440 ⇒ 00:46:43.680 Elizah Joy: Yeah, just a question on that.

504 00:46:43.850 ⇒ 00:46:53.639 Elizah Joy: Do we use… Like… a scheduling calendar or something, or…

505 00:46:54.570 ⇒ 00:47:01.609 Elizah Joy: Or we just ask when their availability is, and we match that through… we just schedule that manually.

506 00:47:01.610 ⇒ 00:47:03.799 Rico Rejoso: Are you referring to, like, a booking link?

507 00:47:04.630 ⇒ 00:47:08.190 Elizah Joy: Yeah, do we, do that, or…

508 00:47:08.660 ⇒ 00:47:11.079 Rico Rejoso: I mean, if the client provides a booking link.

509 00:47:11.080 ⇒ 00:47:11.899 Elizah Joy: Okay.

510 00:47:11.900 ⇒ 00:47:15.590 Rico Rejoso: do that. I mean, it just so depends to the availability of the class.

511 00:47:15.590 ⇒ 00:47:16.389 Elizah Joy: I think…

512 00:47:16.390 ⇒ 00:47:24.119 Rico Rejoso: they can either provide time, that we can set up a meeting with, or they can provide… I mean, it depends, it depends on them.

513 00:47:24.370 ⇒ 00:47:37.499 Rico Rejoso: But yeah, it’s not our… it’s not in our favor to, like, you know, have them decide, or have us decide what time we should be scheduling the kickoff. We also have to get their consent on when there’s… when they are available, too.

514 00:47:38.160 ⇒ 00:47:39.399 Elizah Joy: Yeah, definitely.

515 00:47:39.820 ⇒ 00:47:41.759 Elizah Joy: Definitely on that.

516 00:47:41.760 ⇒ 00:47:46.709 Rico Rejoso: Yeah, so that’s… that’s it for… if we’re… if you say that we should…

517 00:47:46.760 ⇒ 00:48:03.939 Rico Rejoso: leave the process as it is right now. I think we’re good with this one, and I don’t think you have to spend too much time, you know, working on this. Maybe you could just take a look at the, documents that we have for client and T1 boarding, and maybe just point out a few issues that we can try to improve on, right? So that’s maybe one thing.

518 00:48:03.940 ⇒ 00:48:04.740 Elizah Joy: Hmm…

519 00:48:04.740 ⇒ 00:48:07.890 Rico Rejoso: just, you know, comment on the page or the documents that I created.

520 00:48:07.890 ⇒ 00:48:08.270 Elizah Joy: Yeah.

521 00:48:08.270 ⇒ 00:48:10.449 Rico Rejoso: Maybe we can take a look at it afterwards.

522 00:48:11.090 ⇒ 00:48:22.150 Elizah Joy: Yeah, I think, yeah, just, that, I think just the kickoff prep or call, but for the process that we… other process that we have for client onboarding is…

523 00:48:22.330 ⇒ 00:48:27.169 Elizah Joy: I haven’t looked into that documentation yet, so…

524 00:48:27.380 ⇒ 00:48:35.109 Elizah Joy: But yeah, I’ll definitely look and see where… I think we still can improve on something that we have.

525 00:48:35.470 ⇒ 00:48:38.290 Rico Rejoso: And the client onboarding stuff, right?

526 00:48:38.690 ⇒ 00:48:49.190 Rico Rejoso: Yeah, no worries, everything’s here. You just take a look at it, and maybe comment through it, and I can definitely answer it, because all of the documents here, I think I created it, yeah.

527 00:48:49.420 ⇒ 00:48:50.260 Elizah Joy: Yeah, yeah.

528 00:48:50.860 ⇒ 00:48:51.790 Rico Rejoso: So, yeah.

529 00:48:52.260 ⇒ 00:48:58.579 Rico Rejoso: Yes, comment in there, I can take a look at it, or ping me if you did a comment, so we can both take a look at it and jump on a call.

530 00:48:59.720 ⇒ 00:49:00.830 Elizah Joy: I’ll finish it. Alright.

531 00:49:00.880 ⇒ 00:49:03.330 Rico Rejoso: B9. Oh. Yeah.

532 00:49:03.330 ⇒ 00:49:04.130 Elizah Joy: Go ahead.

533 00:49:05.130 ⇒ 00:49:07.220 Elizah Joy: Yes,

534 00:49:08.630 ⇒ 00:49:16.650 Elizah Joy: Yeah, because I did saw this… I did recheck this earlier. For team onboarding, I did have a few notes. I’ll just add that maybe to the

535 00:49:17.270 ⇒ 00:49:20.150 Elizah Joy: the Notion documentation that we have.

536 00:49:20.640 ⇒ 00:49:24.229 Rico Rejoso: Yeah. But yeah, that includes the team handbook, but yeah.

537 00:49:24.370 ⇒ 00:49:29.600 Rico Rejoso: Yeah, I mean, if you don’t have, like, you know, if it’s not, what do you call this?

538 00:49:30.020 ⇒ 00:49:39.049 Rico Rejoso: If it’s just a few tweaks, and it’s not just a full, you know, revision of the document, maybe you could just put in a comment to what we currently have.

539 00:49:39.050 ⇒ 00:49:39.470 Elizah Joy: Yeah.

540 00:49:39.470 ⇒ 00:49:52.810 Rico Rejoso: So we don’t have, like, a lot of documents created. I don’t want you, like, to, you know, create a lot of these documents and not getting everything finalized, and we’re just sticking with the same process. Just… if it’s just a few tweaks and a few improvements that you can.

541 00:49:52.810 ⇒ 00:49:53.280 Elizah Joy: Yeah.

542 00:49:53.490 ⇒ 00:49:57.889 Rico Rejoso: Maybe just comment it on the document, and maybe we can discuss it afterwards.

543 00:49:58.310 ⇒ 00:49:59.500 Elizah Joy: Okay.

544 00:50:00.050 ⇒ 00:50:03.900 Rico Rejoso: Great. Day 9, project management workflow.

545 00:50:04.270 ⇒ 00:50:14.459 Rico Rejoso: It’s just linear cleanup and ticketing process. I don’t know if you’re on the engineering channel, but I do post the action items there. Let me add you to it.

546 00:50:15.360 ⇒ 00:50:20.669 Elizah Joy: Yeah, I don’t… I’m not in that yet. The only, channels that I do have is…

547 00:50:21.040 ⇒ 00:50:26.700 Elizah Joy: In Slack, right? So, Brainforge, Coffee Buddies, Fun and Random.

548 00:50:27.020 ⇒ 00:50:36.589 Elizah Joy: operations, and then the recruiting. So yeah, UTAM just added me to recruiting earlier. Okay, yeah, I can see the engineering channel now.

549 00:50:36.920 ⇒ 00:50:50.520 Rico Rejoso: So if you see the engineering, I put in there, like, a DEAI discussion thread, so that’s where I put in their action items after every stand-ups, for that, and I also tried to link the tickets related to it.

550 00:50:50.670 ⇒ 00:50:52.099 Rico Rejoso: As mentioned before, we don’t have.

551 00:50:52.100 ⇒ 00:50:52.570 Elizah Joy: the process.

552 00:50:52.570 ⇒ 00:50:57.190 Rico Rejoso: yet on how we can, from the platform itself.

553 00:50:59.350 ⇒ 00:51:04.489 Rico Rejoso: Yeah, from the platform itself, looking through the meeting, for example, the DEA,

554 00:51:04.990 ⇒ 00:51:22.570 Rico Rejoso: although we have this, like, create the linear tickets tab, the problem here is that not everything… if you try to compare it from the action items I listed in the engineering channel, there’s a lot there, but just a few here. So, it’s not really matching what should be

555 00:51:22.570 ⇒ 00:51:29.279 Rico Rejoso: on, what should be here and what should… what is derived from the transcript or the action items that I have.

556 00:51:29.570 ⇒ 00:51:31.939 Rico Rejoso: Using GPT. So.

557 00:51:31.940 ⇒ 00:51:32.310 Elizah Joy: That’s…

558 00:51:32.310 ⇒ 00:51:50.019 Rico Rejoso: one thing that the AI team are still looking into it. As I mentioned, they’re still focused on delivery, so they don’t have much time to look at this at the moment, but we’re gonna work on this soon, maybe, as we go through the holidays. But yeah, the process is just, I copy the transcript.

559 00:51:50.610 ⇒ 00:51:52.770 Rico Rejoso: I copy this transcript and just…

560 00:51:53.170 ⇒ 00:52:01.170 Rico Rejoso: put in the GPT. After putting in the GPT, I manually check on All of the clients

561 00:52:01.290 ⇒ 00:52:02.790 Rico Rejoso: Linear team here.

562 00:52:02.940 ⇒ 00:52:05.880 Rico Rejoso: And then I tried to look for the tickets related to it, so…

563 00:52:06.510 ⇒ 00:52:09.270 Rico Rejoso: It’s gonna take a lot of time, to be honest. It took me, like, around.

564 00:52:09.270 ⇒ 00:52:10.250 Elizah Joy: Hmm, yeah.

565 00:52:10.400 ⇒ 00:52:13.829 Rico Rejoso: 30, 45 minutes to just make sure that all the tickets

566 00:52:14.000 ⇒ 00:52:18.660 Rico Rejoso: That, or from the action items are here, and if not, create a new ticket for it.

567 00:52:18.880 ⇒ 00:52:28.160 Rico Rejoso: Because I don’t have the technical expertise, nor I… I mean, I… I… the lang… the engineering language is, you know, very different.

568 00:52:28.520 ⇒ 00:52:28.999 Rico Rejoso: what we know.

569 00:52:29.710 ⇒ 00:52:31.910 Rico Rejoso: I’m still trying to cope with it.

570 00:52:32.370 ⇒ 00:52:39.380 Rico Rejoso: So that’s why it’s taking a lot of time, which is very inefficient at the moment. But yeah, we have to stick with it as…

571 00:52:39.620 ⇒ 00:52:43.620 Rico Rejoso: we have right now, and just make space for the process. So, it…

572 00:52:43.620 ⇒ 00:52:43.939 Elizah Joy: You can…

573 00:52:43.940 ⇒ 00:53:00.079 Rico Rejoso: come up with a different process aside from the one I’m doing. It’s… you can freely, you know, create a policy again, or maybe a process, an SOB, that we can, take a look at. You, me, and Utham, and try to implement and test it out if it will work.

574 00:53:00.250 ⇒ 00:53:05.370 Rico Rejoso: Compared to what I’m doing right now, and maybe try to stick with it moving forward, okay?

575 00:53:05.510 ⇒ 00:53:06.000 Rico Rejoso: Right now.

576 00:53:06.430 ⇒ 00:53:09.859 Rico Rejoso: giving you the outline of the process that I’m doing, so you can have a quick idea of how.

577 00:53:09.860 ⇒ 00:53:10.330 Elizah Joy: Yeah.

578 00:53:10.330 ⇒ 00:53:12.170 Rico Rejoso: Things are being done at the moment.

579 00:53:12.300 ⇒ 00:53:17.810 Rico Rejoso: But if you have a better way of, we can, you know, suggestions, make sure that you have it documented, okay?

580 00:53:18.760 ⇒ 00:53:27.769 Elizah Joy: Yeah, I will, and just a quick question on the… you said GBD, so that’s ChatGPT, or do we use another GPT?

581 00:53:27.770 ⇒ 00:53:28.540 Rico Rejoso: GPT.

582 00:53:28.950 ⇒ 00:53:29.620 Elizah Joy: Okay.

583 00:53:30.470 ⇒ 00:53:31.590 Rico Rejoso: Yeah,

584 00:53:32.340 ⇒ 00:53:45.640 Rico Rejoso: I just have a bunch of projects in ChatGPT, and I just dump all the transcripts there. And I just have a different prompts for it. Yeah, and you can also check the prompts, by the way, on the prompt library. I don’t know if you’ve navigated through it yet.

585 00:53:46.060 ⇒ 00:53:51.360 Rico Rejoso: But we… I mean, we have every prompts that we’re using.

586 00:53:52.050 ⇒ 00:53:52.450 Elizah Joy: Bronx.

587 00:53:52.450 ⇒ 00:53:54.600 Rico Rejoso: Library, so you can take a look at it.

588 00:53:55.380 ⇒ 00:53:58.880 Rico Rejoso: So we make sure that everything’s centralized here, from the sales.

589 00:53:58.880 ⇒ 00:53:59.420 Elizah Joy: Yeah.

590 00:53:59.420 ⇒ 00:54:04.569 Rico Rejoso: marketing, Business, engineering, we have everything here, project management.

591 00:54:04.880 ⇒ 00:54:11.140 Rico Rejoso: Make sure that we’re using the same prompt if we’re working on recurring Projects or tasks.

592 00:54:13.530 ⇒ 00:54:16.640 Rico Rejoso: Yeah, this… just so… I’m just letting you know about it.

593 00:54:17.880 ⇒ 00:54:21.799 Rico Rejoso: Okay, questions so far for the project management workflow?

594 00:54:26.690 ⇒ 00:54:29.330 Rico Rejoso: Okay, if no questions, I’ll ask…

595 00:54:29.330 ⇒ 00:54:30.520 Elizah Joy: Sorry, I do have…

596 00:54:30.520 ⇒ 00:54:34.940 Rico Rejoso: I do have, like, one question. So, the Brainforge platform, is that…

597 00:54:35.190 ⇒ 00:54:36.780 Elizah Joy: It’s up.

598 00:54:39.090 ⇒ 00:54:42.340 Rico Rejoso: I mean, did our engineers set it up?

599 00:54:42.340 ⇒ 00:54:53.020 Elizah Joy: On a specific… like, the interface of Brainforge, right, or the backend of the Brainforge platform. How did we…

600 00:54:53.860 ⇒ 00:55:00.720 Elizah Joy: set this up. Is this… a website, or we’ve created it from scratch, just so I know how…

601 00:55:01.010 ⇒ 00:55:02.889 Elizah Joy: We created it from scratch.

602 00:55:03.070 ⇒ 00:55:04.320 Rico Rejoso: Yep, we built it from scratch.

603 00:55:04.320 ⇒ 00:55:05.159 Elizah Joy: They come in.

604 00:55:05.160 ⇒ 00:55:05.900 Rico Rejoso: up with it.

605 00:55:06.080 ⇒ 00:55:12.350 Rico Rejoso: So, I mean, I think the sole purpose of this initially is just to have a platform where we can all view our…

606 00:55:12.760 ⇒ 00:55:24.349 Rico Rejoso: recordings, instead of us going to Zoom, since the only one that has access to Zoom is the admin or the owner of the account, unless you’re given access, or given admin access to it, so…

607 00:55:24.350 ⇒ 00:55:24.889 Elizah Joy: It’s just me.

608 00:55:24.890 ⇒ 00:55:26.870 Rico Rejoso: Basically, for everyone to have.

609 00:55:26.870 ⇒ 00:55:28.890 Elizah Joy: Or to have a chance to, you know.

610 00:55:29.480 ⇒ 00:55:47.089 Rico Rejoso: view the recordings of any meetings that we had, and get a transcript of it. Eventually, they develop it, they put in different tools, that would be beneficial for the delivery side of it, for the marketing side of it. All our assets are here.

611 00:55:47.360 ⇒ 00:55:54.620 Rico Rejoso: And they’re still further developing it into an all-in-one tools where we can get everything from.

612 00:55:55.320 ⇒ 00:56:14.230 Elizah Joy: Yeah, yeah, because, yeah, I was going through it, it was really good, and I was thinking of, ways, or maybe somehow helping it, like this, challenge that you’ve mentioned, right? So, the action items from calls, and making sure that it matches in Linger, because I was thinking about it, but…

613 00:56:14.570 ⇒ 00:56:23.670 Elizah Joy: If, yeah, since this is our own platform, I’ll let the, are AI experts and engineers.

614 00:56:24.180 ⇒ 00:56:24.660 Rico Rejoso: Yeah, maybe…

615 00:56:24.660 ⇒ 00:56:26.529 Elizah Joy: Because they know more about it.

616 00:56:26.530 ⇒ 00:56:31.090 Rico Rejoso: I mean, maybe you can just, you know, idea, create an idea.

617 00:56:31.480 ⇒ 00:56:32.510 Elizah Joy: Sweet. Yeah.

618 00:56:32.510 ⇒ 00:56:45.750 Rico Rejoso: to them, and they can get feedback on working for it as well. What’s important is that provide you… you can provide the feedback, because ideally, we just want someone that can come up with ideas on further improvements, right?

619 00:56:45.750 ⇒ 00:56:46.370 Elizah Joy: Yep.

620 00:56:46.370 ⇒ 00:56:55.959 Rico Rejoso: So if you can come up with new ideas on how we could improve this one, you could let the AI team know, just so that, FYI, the head of AI is Sam.

621 00:56:56.120 ⇒ 00:56:56.750 Rico Rejoso: And…

622 00:56:57.440 ⇒ 00:57:07.860 Rico Rejoso: Gabe is the product manager of AI, so he’s the one coming up with different or new products for the AI teams to work on with.

623 00:57:08.280 ⇒ 00:57:09.530 Rico Rejoso: Right now.

624 00:57:09.860 ⇒ 00:57:17.220 Rico Rejoso: So I’ll introduce you, and maybe you can… maybe you can… you’re… you notice them already, during our stand-ups, when it comes to…

625 00:57:17.220 ⇒ 00:57:17.750 Elizah Joy: I…

626 00:57:17.750 ⇒ 00:57:20.590 Rico Rejoso: they try to confront Kate, and, you know.

627 00:57:20.590 ⇒ 00:57:21.100 Elizah Joy: That’s sweet.

628 00:57:21.100 ⇒ 00:57:22.149 Rico Rejoso: For any updates.

629 00:57:22.730 ⇒ 00:57:23.240 Elizah Joy: Yeah.

630 00:57:25.130 ⇒ 00:57:25.780 Rico Rejoso: Okay.

631 00:57:25.940 ⇒ 00:57:29.530 Rico Rejoso: If we’re good with this one, lastly.

632 00:57:30.170 ⇒ 00:57:33.270 Rico Rejoso: As mentioned, it’s just a final presentation, the deck.

633 00:57:33.480 ⇒ 00:57:37.239 Rico Rejoso: To demonstrate your understanding on the current

634 00:57:37.590 ⇒ 00:57:49.849 Rico Rejoso: I mean, on your two weeks with Brainforge, and maybe, include there some of the proposals that you have, that you have identifying the problems that we currently have on our operations process.

635 00:57:50.010 ⇒ 00:57:54.510 Rico Rejoso: And just present it on Friday, so maybe you can set up a meeting by next week?

636 00:57:54.510 ⇒ 00:57:55.639 Elizah Joy: Yeah, definitely.

637 00:57:55.640 ⇒ 00:58:00.589 Rico Rejoso: Friday. Just, if you need, like, any feedback or, you know.

638 00:58:00.950 ⇒ 00:58:05.019 Rico Rejoso: Because it’s not for me to see, but for Utam to see.

639 00:58:05.020 ⇒ 00:58:05.719 Elizah Joy: I can definitely…

640 00:58:05.720 ⇒ 00:58:12.999 Rico Rejoso: help you out if you have any, you know, if you need any help in finalizing the deck, or if you need a template for it, I can share it to you.

641 00:58:13.890 ⇒ 00:58:23.739 Elizah Joy: Yep, yeah, I do… I will need that tech for, the slides. Just a question on my end, right? So, for example, the…

642 00:58:24.280 ⇒ 00:58:27.550 Elizah Joy: The initial recruitment process…

643 00:58:27.770 ⇒ 00:58:38.320 Elizah Joy: the proposed, the proposed recruitment process doc that I’ve had in Notion, right? So, I’ll still…

644 00:58:39.500 ⇒ 00:58:40.670 Elizah Joy: send that…

645 00:58:41.200 ⇒ 00:58:49.039 Elizah Joy: Or let you know about that, so that maybe you could take a look, if that’s fine, because you know the business more than I do.

646 00:58:49.170 ⇒ 00:58:50.470 Rico Rejoso: And…

647 00:58:50.840 ⇒ 00:58:53.900 Elizah Joy: Yeah, but I’ll just send those, updates.

648 00:58:54.690 ⇒ 00:58:58.300 Rico Rejoso: Yeah, you just… I’ll outline the updates from the current.

649 00:58:58.300 ⇒ 00:58:58.660 Elizah Joy: Yeah.

650 00:58:58.660 ⇒ 00:59:02.949 Rico Rejoso: And I’ll take a look at it after this meeting, since I also meet with the marketing team after.

651 00:59:03.700 ⇒ 00:59:04.929 Elizah Joy: Okay.

652 00:59:05.140 ⇒ 00:59:06.979 Elizah Joy: Yep, I think…

653 00:59:08.630 ⇒ 00:59:18.279 Elizah Joy: So far, I don’t have any questions, but yeah, that meeting for, for next Friday, we should definitely schedule that.

654 00:59:18.830 ⇒ 00:59:24.010 Elizah Joy: And… Sunlight.

655 00:59:27.650 ⇒ 00:59:34.810 Rico Rejoso: Yeah, so FYI, if you need the template or for the slides, and I probably won’t be able to share it to you, so I’ll just

656 00:59:35.760 ⇒ 00:59:43.880 Rico Rejoso: I’ll just, or maybe… Where we can get that. It’s in the… platform. Just go to.

657 00:59:43.880 ⇒ 00:59:44.490 Elizah Joy: Mmm.

658 00:59:44.490 ⇒ 00:59:47.210 Rico Rejoso: Other actions, go to Marketing Assets.

659 00:59:47.920 ⇒ 00:59:53.549 Rico Rejoso: Once, any assets that the marketing teams are creating, case studies, it’s…

660 00:59:53.770 ⇒ 01:00:02.480 Rico Rejoso: I’ll put it here. Let’s give it a few moments to do it. Yeah, so it’s a deck, so we have here the Google Slides deck template.

661 01:00:03.070 ⇒ 01:00:09.919 Rico Rejoso: Template anyone on the Brainforge team can repurpose when creating presentation decks, then they just view…

662 01:00:10.300 ⇒ 01:00:14.919 Rico Rejoso: We’ll direct you. Just make sure that you create a copy for it, okay?

663 01:00:15.330 ⇒ 01:00:17.909 Rico Rejoso: You could just download it and upload it into File.

664 01:00:18.840 ⇒ 01:00:20.030 Elizah Joy: Okay.

665 01:00:20.390 ⇒ 01:00:24.079 Rico Rejoso: Alright, just to let you know where you can see that, where you can find that one, okay?

666 01:00:24.500 ⇒ 01:00:25.920 Elizah Joy: Alright.

667 01:00:25.920 ⇒ 01:00:29.289 Rico Rejoso: And if you want to further explore this one, it’s up to you.

668 01:00:32.950 ⇒ 01:00:40.670 Rico Rejoso: Okay, I’m done with us going through the two-week plan that we have. Any questions so far?

669 01:00:49.640 ⇒ 01:00:55.550 Elizah Joy: think… None. None at the moment. I think I was able to ask.

670 01:00:55.660 ⇒ 01:01:01.340 Elizah Joy: the questions that I… have earlier, and…

671 01:01:05.030 ⇒ 01:01:06.640 Elizah Joy: Yeah,

672 01:01:07.940 ⇒ 01:01:16.060 Elizah Joy: Yep, no questions for me so far, but if anything comes up, I’ll just message you on Slack, if that’s okay, and…

673 01:01:16.790 ⇒ 01:01:24.740 Elizah Joy: I think, this two-week plan is… it’s already detailed, so I do have everything that I need, and

674 01:01:24.900 ⇒ 01:01:28.829 Elizah Joy: I’m just a bit behind with the recruiting structure.

675 01:01:29.120 ⇒ 01:01:38.960 Elizah Joy: If that’s fine, because yeah, I still, I’m still currently refining that today, but definitely the time tracking would be…

676 01:01:39.570 ⇒ 01:01:43.049 Elizah Joy: Done today, and then the recruiting structure.

677 01:01:43.390 ⇒ 01:01:50.630 Rico Rejoso: Okay, just remember your deadline is not today, tomorrow, it’s next week, Friday, so if… as long as you come up with everything by

678 01:01:51.300 ⇒ 01:01:53.950 Rico Rejoso: Friday, that’s fine, okay?

679 01:01:53.950 ⇒ 01:01:59.380 Elizah Joy: Okay, got it. I thought everything was… Okay, I will.

680 01:01:59.690 ⇒ 01:02:03.439 Rico Rejoso: Yeah, just provide updates every day, end of day, just so…

681 01:02:03.440 ⇒ 01:02:07.320 Elizah Joy: Thumb has, like, a view of what you’re working on every day. Yeah.

682 01:02:07.320 ⇒ 01:02:15.139 Rico Rejoso: And, but it… but, yeah, I’ll let him know that you’re gonna be presenting by end of week next week, okay?

683 01:02:15.330 ⇒ 01:02:31.639 Elizah Joy: Yep, and then if it… would it be fine if, let’s, okay, okay, it’s already here. But yeah, the 30, 60, 90 day, because it’s a working document that I have, so it has the, things that I think we can improve beyond this two-week trial, so…

684 01:02:31.640 ⇒ 01:02:32.330 Rico Rejoso: Sure.

685 01:02:32.330 ⇒ 01:02:39.639 Elizah Joy: Yeah, I’ll have that as well for Friday, and if I do need anything, let’s say.

686 01:02:42.710 ⇒ 01:02:46.840 Elizah Joy: from you, Tom, to review, would that be fine if I just add that to…

687 01:02:47.270 ⇒ 01:02:53.090 Elizah Joy: Yeah, definitely. The, Slack daily, stand-up that I send, or…

688 01:02:53.210 ⇒ 01:02:57.659 Elizah Joy: Instead of waiting on Friday, so just an overview, maybe, of…

689 01:02:58.130 ⇒ 01:02:59.790 Elizah Joy: the things that I’ve worked on.

690 01:03:00.220 ⇒ 01:03:03.710 Rico Rejoso: Yeah, and if you need anything for me to review or take a look at.

691 01:03:03.710 ⇒ 01:03:04.190 Elizah Joy: Yeah.

692 01:03:04.190 ⇒ 01:03:10.239 Rico Rejoso: Everything’s aligned. Just bring me up on Slack, okay? We can definitely hop on a call and maybe take a look at it.

693 01:03:11.080 ⇒ 01:03:18.770 Elizah Joy: All right, yeah. Just a question, this is the last question. For Friday, I…

694 01:03:19.760 ⇒ 01:03:23.259 Elizah Joy: I won’t be hosting that, right? So just to be…

695 01:03:23.600 ⇒ 01:03:28.509 Elizah Joy: But I will be joining and observing, is that right? For Friday? Yeah, Friday…

696 01:03:28.510 ⇒ 01:03:29.490 Rico Rejoso: I mean, do you want to host it?

697 01:03:29.490 ⇒ 01:03:32.350 Elizah Joy: Thanks. Oh, I’m not prepared, I don’t…

698 01:03:32.740 ⇒ 01:03:33.370 Rico Rejoso: Okay.

699 01:03:33.370 ⇒ 01:03:34.930 Elizah Joy: I’m not prepared.

700 01:03:35.180 ⇒ 01:03:38.900 Elizah Joy: But yeah, we have someone who’s gonna be hosting that on Friday, right?

701 01:03:38.900 ⇒ 01:03:45.309 Rico Rejoso: Actually, I’m gonna do the… I’m gonna do… I’m gonna choose it right now, after this meeting, probably, and to

702 01:03:46.030 ⇒ 01:03:47.130 Rico Rejoso: I’ll be presenting it.

703 01:03:48.030 ⇒ 01:03:51.550 Elizah Joy: Oh, okay, I see. I will take a note of that.

704 01:03:52.370 ⇒ 01:03:55.500 Rico Rejoso: Okay. anything else?

705 01:03:56.100 ⇒ 01:04:00.130 Elizah Joy: None on my end. I think I’ve gotten clarity.

706 01:04:00.350 ⇒ 01:04:04.149 Elizah Joy: For the SUI trial, document.

707 01:04:04.370 ⇒ 01:04:11.689 Elizah Joy: And yeah, I’ll just send you a message on Slack if I do have any questions. And yeah, again, thank you for your time.

708 01:04:12.120 ⇒ 01:04:21.880 Rico Rejoso: No worries, yeah. Hit me up if ever you need anything, or if you need anything for me to review, just let me know, okay? I’m available through Slack. I may not reply to your message ASAP, but I’ll get to it.

709 01:04:21.900 ⇒ 01:04:24.290 Elizah Joy: As soon as possi- as soon as I can, okay?

710 01:04:25.450 ⇒ 01:04:28.529 Elizah Joy: Alright, thank you so much. Thank you so much.

711 01:04:28.530 ⇒ 01:04:29.929 Rico Rejoso: Guys, I’ll talk to you later.

712 01:04:30.310 ⇒ 01:04:31.970 Elizah Joy: Thank you, bye!