Meeting Title: Operations Team Planning Date: 2025-06-30 Meeting participants: Rico Rejoso, Uttam Kumaran
WEBVTT
1 00:01:26.020 ⇒ 00:01:27.469 Uttam Kumaran: Here, here we go!
2 00:01:28.580 ⇒ 00:01:29.920 Rico Rejoso: Good morning, madam!
3 00:01:29.920 ⇒ 00:01:31.010 Uttam Kumaran: Hey! How are you?
4 00:01:31.300 ⇒ 00:01:32.589 Rico Rejoso: Doing good. How are you.
5 00:01:32.820 ⇒ 00:01:33.460 Uttam Kumaran: Good.
6 00:01:33.660 ⇒ 00:01:34.839 Uttam Kumaran: How’s the weekend.
7 00:01:36.357 ⇒ 00:01:37.312 Rico Rejoso: Everything’s good.
8 00:01:38.690 ⇒ 00:01:42.840 Rico Rejoso: We have like a few birthdays coming in, I mean, all of us.
9 00:01:42.840 ⇒ 00:01:43.789 Uttam Kumaran: Your family.
10 00:01:44.100 ⇒ 00:01:47.399 Rico Rejoso: Yes, 4 out of 6 siblings.
11 00:01:47.950 ⇒ 00:01:49.220 Uttam Kumaran: No way.
12 00:01:49.370 ⇒ 00:01:50.030 Rico Rejoso: 26.
13 00:01:50.030 ⇒ 00:01:51.479 Uttam Kumaran: That’s crazy.
14 00:01:51.800 ⇒ 00:01:52.525 Rico Rejoso: Yeah.
15 00:01:55.150 ⇒ 00:01:59.129 Uttam Kumaran: Nice? What? What like? What number are you in the order.
16 00:01:59.560 ⇒ 00:02:01.759 Rico Rejoso: I’m the second oldest.
17 00:02:02.340 ⇒ 00:02:03.420 Uttam Kumaran: Wow!
18 00:02:05.210 ⇒ 00:02:06.380 Uttam Kumaran: Nice!
19 00:02:06.710 ⇒ 00:02:09.589 Uttam Kumaran: They all live like you all live like near each other.
20 00:02:10.405 ⇒ 00:02:14.979 Rico Rejoso: We all live in the same house. Yeah, I still have. I mean 3 we
21 00:02:15.790 ⇒ 00:02:21.630 Rico Rejoso: 3 out of 6 already finished school finished college. We still have to, you know, support the other 3.
22 00:02:24.080 ⇒ 00:02:25.380 Uttam Kumaran: Oh, that’s awesome!
23 00:02:26.570 ⇒ 00:02:27.290 Rico Rejoso: Yeah.
24 00:02:27.550 ⇒ 00:02:28.970 Rico Rejoso: Typical Asian household.
25 00:02:31.830 ⇒ 00:02:35.080 Uttam Kumaran: Nice how was how was last week?
26 00:02:36.211 ⇒ 00:02:58.820 Rico Rejoso: Last week was, you know, as I mentioned, I was a bit overwhelmed with the all the files and everything as I go through the week I was able to like, go through into everything and set up with my own. Still. I still find some files that I still not, like, you know, to compile into one location so that we don’t. We can get everything in one place and everything.
27 00:02:58.870 ⇒ 00:03:07.386 Rico Rejoso: and was looking forward to like, you know. With the payroll and stuff, since I know that’s a bit of a long process for me to, you know.
28 00:03:07.800 ⇒ 00:03:08.920 Rico Rejoso: adapt to.
29 00:03:10.440 ⇒ 00:03:16.559 Uttam Kumaran: Yeah, I guess I was gonna ask, like, was there anything from last week that you want to start that I can clarify?
30 00:03:16.960 ⇒ 00:03:19.189 Uttam Kumaran: I have a couple of things for this week.
31 00:03:20.055 ⇒ 00:03:24.349 Uttam Kumaran: But you know, I just wanted to see if there’s anything also, just like
32 00:03:24.780 ⇒ 00:03:29.809 Uttam Kumaran: I if you’re getting a sense of sort of like what we do, and and everything like that.
33 00:03:30.640 ⇒ 00:03:31.200 Rico Rejoso: Yeah,
34 00:03:32.440 ⇒ 00:03:58.339 Rico Rejoso: actually, I was with the operation said, since I was drafting the Operations Manual what I was re, I was looking. I mean creating a outline for it. But since I haven’t got everything yet like for the payroll stuff, I I created the draft for the sop, and I wanted to get to know how the payroll stuff is done since you mentioned. It’s done like by weekly for some and monthly, for most.
35 00:03:58.880 ⇒ 00:04:04.179 Rico Rejoso: I wanted to get a hold of that one so that I can further, you know, improve the sop, for it.
36 00:04:04.430 ⇒ 00:04:07.710 Uttam Kumaran: Okay, yeah, so we can go that through that today.
37 00:04:08.436 ⇒ 00:04:16.270 Uttam Kumaran: Yeah. So maybe I, yeah, maybe I can. You can walk me through what you have currently for the entire like sort of operations.
38 00:04:18.260 ⇒ 00:04:19.930 Uttam Kumaran: Sop, and we can.
39 00:04:20.329 ⇒ 00:04:24.380 Uttam Kumaran: Just so I can get a sense of where everything’s at. And then I can focus this meeting.
40 00:04:24.680 ⇒ 00:04:34.899 Rico Rejoso: Yes, so I gathered all the sop. I created a handbook for client onboarding and off boarding, and for employee on boarding and off boarding as well.
41 00:04:35.300 ⇒ 00:04:42.620 Rico Rejoso: I created 2 separate handbooks for that one along with the sops for all the tools I’m still, I know these are not
42 00:04:42.750 ⇒ 00:05:09.398 Rico Rejoso: fully the tools that we have been using. These are like more the general tools that we will be using. And I need. This is the checklist as well for you know, on boarding some employees. So I I was trying to figure out last week, if we have to like, provide like the specific tools for each employee that we were on boarding, and since there were like difference for each department, I figured that we can come up with a general list of tools that we can provide for.
43 00:05:09.960 ⇒ 00:05:12.479 Uttam Kumaran: Can you? Can you share your screen? I don’t think you’re sharing.
44 00:05:12.830 ⇒ 00:05:13.870 Rico Rejoso: Yes, I’m sorry.
45 00:05:19.710 ⇒ 00:05:22.040 Rico Rejoso: Let me share my screen real quick.
46 00:05:33.652 ⇒ 00:05:35.350 Rico Rejoso: Can you see my screen now?
47 00:05:35.760 ⇒ 00:05:36.044 Uttam Kumaran: Yes.
48 00:05:36.860 ⇒ 00:05:37.470 Rico Rejoso: All right.
49 00:05:37.970 ⇒ 00:05:45.105 Rico Rejoso: So this is the 1st I drafted for the Operations Manual. Still, this can be edited, or we can, you know.
50 00:05:46.073 ⇒ 00:05:53.410 Rico Rejoso: this is, for, like my reference persons, we have like a lot of files that was created before I joined the team.
51 00:05:53.900 ⇒ 00:06:18.739 Rico Rejoso: So 1st we have, I created a a different you know, for the client and for employees, since we have on board and off board each. So for the client on boarding. I found this files that we have for onboarding processes as well, and off boarding for the allocation. I still haven’t, you know, got the idea, and how we allocate it for each project manager, or who will be allocating it?
52 00:06:18.940 ⇒ 00:06:22.869 Rico Rejoso: Who is assigned for allocating it? I still have okay process in that one. Yet.
53 00:06:23.180 ⇒ 00:06:29.789 Uttam Kumaran: Okay, okay, I can talk about that. Yeah. So that what? So if you click into the onboarding process.
54 00:06:36.000 ⇒ 00:06:36.930 Uttam Kumaran: okay, cool.
55 00:06:40.240 ⇒ 00:06:43.740 Rico Rejoso: I think I got this one as well from the sales department.
56 00:06:43.740 ⇒ 00:06:47.740 Uttam Kumaran: Okay, okay, makes sense.
57 00:06:49.870 ⇒ 00:07:07.529 Rico Rejoso: So this is what I use as well. If there were, if there will be changes, we can update this one. But for now I think this is the previous process that the team had been using. So I still have to clarify. This is still updated or not, but if it is, or if we do have to update some things or some parts, I can take note of that and put in some changes.
58 00:07:07.530 ⇒ 00:07:08.130 Uttam Kumaran: Okay.
59 00:07:12.120 ⇒ 00:07:13.819 Uttam Kumaran: yeah. Nothing. Immediate. Right? Now.
60 00:07:14.510 ⇒ 00:07:15.830 Rico Rejoso: Okay, got it.
61 00:07:19.620 ⇒ 00:07:22.610 Rico Rejoso: And this is for the offboarding process.
62 00:07:23.100 ⇒ 00:07:29.120 Rico Rejoso: Same got it with the sales department as well. And just, you know, come up with a few tweaks.
63 00:07:29.120 ⇒ 00:07:29.740 Uttam Kumaran: Okay.
64 00:07:30.200 ⇒ 00:07:34.769 Rico Rejoso: You can take a look at it and comment any changes needed. So you know.
65 00:07:35.270 ⇒ 00:07:40.299 Rico Rejoso: and for the allocation if I don’t know if yes, I mean I should have.
66 00:07:40.300 ⇒ 00:07:49.110 Uttam Kumaran: Yeah. So for the allocation, like, Aish and amber are gonna be owning that but they do need some help. So I think that’s also a clear area where?
67 00:07:49.605 ⇒ 00:07:52.639 Uttam Kumaran: I think you could be really helpful. Basically, once a month.
68 00:07:53.499 ⇒ 00:07:59.949 Uttam Kumaran: So basically, allocation is like, who’s tasked on what project right and what percentage of their time is tasked.
69 00:08:00.120 ⇒ 00:08:03.170 Uttam Kumaran: We use this tool called operating. To do this.
70 00:08:03.840 ⇒ 00:08:06.479 Uttam Kumaran: Let me just share it with you. Now
71 00:08:06.970 ⇒ 00:08:08.749 Uttam Kumaran: you can log in and check it out.
72 00:08:09.852 ⇒ 00:08:16.829 Uttam Kumaran: But basically like as like, kind of the user stories like for me, I need to know
73 00:08:17.857 ⇒ 00:08:23.669 Uttam Kumaran: where every like out of the 80 to 100% of time that everybody has
74 00:08:24.080 ⇒ 00:08:27.809 Uttam Kumaran: right that each engineer has like, where are they allocated?
75 00:08:28.833 ⇒ 00:08:30.019 Uttam Kumaran: And then
76 00:08:30.250 ⇒ 00:08:40.829 Uttam Kumaran: also based on that. I can then say, cool, what is our capacity for new work? Right? So if, like one engineer is like cool, they have 50% of their time across 2 2 clients, and then.
77 00:08:41.049 ⇒ 00:08:43.680 Rico Rejoso: I know that when we go sell the next deal.
78 00:08:43.860 ⇒ 00:08:48.159 Uttam Kumaran: That we have that person available, you know, to to go and assist
79 00:08:48.708 ⇒ 00:08:55.410 Uttam Kumaran: so. But those 2 are in charge of this, but I do think that they need some help sort of making sure that this matches
80 00:08:55.780 ⇒ 00:08:58.479 Uttam Kumaran: our latest clients. This has everybody in it.
81 00:08:59.990 ⇒ 00:09:05.010 Uttam Kumaran: So maybe I can share this one with U.
82 00:09:05.370 ⇒ 00:09:06.150 Rico Rejoso: Okay.
83 00:09:09.800 ⇒ 00:09:22.019 Rico Rejoso: So for like with all the engineers, we I just need to figure out, how many times are they handling? And what percentage of their time are they going through with one client to another? So we can, you know,
84 00:09:22.630 ⇒ 00:09:28.789 Rico Rejoso: identify who to assign if we come up with new clients, or if we onboard new clients right.
85 00:09:28.940 ⇒ 00:09:32.979 Uttam Kumaran: That is correct. Yeah. So if I could just share my screen for a sec.
86 00:09:33.480 ⇒ 00:09:36.470 Rico Rejoso: Go! Let me just stop sharing.
87 00:09:37.682 ⇒ 00:09:41.617 Uttam Kumaran: So this is operating basically what you’ll see.
88 00:09:43.940 ⇒ 00:09:48.959 Uttam Kumaran: What you’ll see here on the left side is these are all the confirmed projects right now.
89 00:09:51.350 ⇒ 00:09:56.170 Uttam Kumaran: And you can see like who’s tasked on what like, for matter, more
90 00:09:56.470 ⇒ 00:10:08.680 Uttam Kumaran: amber Annie and Luke are tasked here off the record. You can see who’s tasked here, but some of these are out of date. Like. For example, we don’t have a couple of new clients in here.
91 00:10:10.030 ⇒ 00:10:16.900 Uttam Kumaran: and then on the right. Here, you see everybody’s time. So this is also slightly out of date, like some people are no longer here. So we need to
92 00:10:17.620 ⇒ 00:10:24.780 Uttam Kumaran: update this. But basically, for example, you can see that cool. Casey looks like he’s fully occupied.
93 00:10:24.890 ⇒ 00:10:28.951 Uttam Kumaran: And basically the way this works is like you could say, cool, I want to look at
94 00:10:29.940 ⇒ 00:10:34.020 Uttam Kumaran: I wanna look at ABC, for example, you can see who on the team is there.
95 00:10:34.410 ⇒ 00:10:38.540 Uttam Kumaran: and you can see what percentage of their time, right?
96 00:10:38.750 ⇒ 00:10:43.319 Uttam Kumaran: So everybody basically has like, let’s say, 40, let’s say 40 h. Right?
97 00:10:43.680 ⇒ 00:10:49.070 Uttam Kumaran: So we roughly want to make sure that people are between 80 to 100% occupied.
98 00:10:49.796 ⇒ 00:10:52.839 Uttam Kumaran: And so you can. This is basically setting like an assignment.
99 00:10:52.990 ⇒ 00:10:58.000 Uttam Kumaran: You’d say cool 5% of their time between this these days, and it gets confirmed.
100 00:10:59.710 ⇒ 00:11:10.610 Uttam Kumaran: and so this is something, I think, between you a wish and amber can own, and I I think it’d be up to them. I think honestly, they’re really short on time. So it may be helpful
101 00:11:10.850 ⇒ 00:11:14.449 Uttam Kumaran: for you to assist and own and owning this
102 00:11:16.190 ⇒ 00:11:16.970 Uttam Kumaran: But
103 00:11:17.980 ⇒ 00:11:23.610 Uttam Kumaran: basically, the 1st couple of tasks are one. All the clients that are active now should be in here.
104 00:11:24.110 ⇒ 00:11:28.260 Uttam Kumaran: The team members should reflect accurately of like who is on the team.
105 00:11:28.490 ⇒ 00:11:33.119 Uttam Kumaran: And then, 3, rd our goal is really to make sure that when we look at this
106 00:11:33.520 ⇒ 00:11:37.810 Uttam Kumaran: sort of page, that everybody that is available
107 00:11:38.100 ⇒ 00:11:41.079 Uttam Kumaran: is between 80 to a hundred percent occupied.
108 00:11:41.571 ⇒ 00:11:45.800 Uttam Kumaran: So you can see right now, there are a couple of people here that are that we we have to remove
109 00:11:46.461 ⇒ 00:11:56.780 Uttam Kumaran: but for good examples, like Kyle, he only he’s only on. He’s now on on one client, but we decide to bring him on a second recently. So we just want to see that sort of reflected here.
110 00:11:57.020 ⇒ 00:12:00.840 Uttam Kumaran: What this allows us to do is sort of look at our like.
111 00:12:01.280 ⇒ 00:12:06.809 Uttam Kumaran: just basically start to look at our our total results of like.
112 00:12:06.960 ⇒ 00:12:14.409 Uttam Kumaran: okay, is that where is that? Is? Everybody occupied? Like, where do we have slack? You know, things like that?
113 00:12:18.480 ⇒ 00:12:25.721 Uttam Kumaran: so you can see, like, okay, who’s been utilized for what? And then what the other thing that we do is we actually go and upload
114 00:12:26.380 ⇒ 00:12:29.260 Uttam Kumaran: the actuals, the actual hours here.
115 00:12:30.780 ⇒ 00:12:35.739 Uttam Kumaran: And so there is a process to do that to do this manual data import.
116 00:12:37.230 ⇒ 00:12:39.619 Uttam Kumaran: This uploads it as a
117 00:12:39.970 ⇒ 00:12:47.100 Uttam Kumaran: like, it’s so basically, you can say, cool. This person was occupied. This person was supposed to be spent 30% on this client and said, they spent 50% of their time
118 00:12:47.440 ⇒ 00:12:50.089 Uttam Kumaran: right? And we want to start to see those differences.
119 00:12:50.350 ⇒ 00:12:57.260 Uttam Kumaran: So in loom you should see a operating.
120 00:12:58.570 ⇒ 00:13:02.280 Uttam Kumaran: Yeah, like, upload clockify data into operating.
121 00:13:04.030 ⇒ 00:13:05.169 Uttam Kumaran: This one.
122 00:13:06.635 ⇒ 00:13:09.190 Uttam Kumaran: I will share this with you.
123 00:13:09.450 ⇒ 00:13:11.639 Uttam Kumaran: Or here, let me just copy this link.
124 00:13:17.670 ⇒ 00:13:18.370 Rico Rejoso: Got it.
125 00:13:30.730 ⇒ 00:13:32.639 Uttam Kumaran: Yeah. So that’s probably a
126 00:13:34.070 ⇒ 00:13:39.050 Uttam Kumaran: a good one to take a look at. But I’m also gonna add you to this channel planning and allocation.
127 00:13:41.540 ⇒ 00:13:45.140 Uttam Kumaran: and this is the channel in which they they work. They work on this.
128 00:13:47.600 ⇒ 00:13:50.729 Uttam Kumaran: but I think Amber could definitely use some. Some help.
129 00:13:51.410 ⇒ 00:13:52.640 Rico Rejoso: Got it. Thank you.
130 00:13:54.380 ⇒ 00:13:59.619 Uttam Kumaran: So that’s on. That’s what with with planning and allocation. And so yeah, it’d be great if we can close out
131 00:14:00.050 ⇒ 00:14:05.070 Uttam Kumaran: sort of the work on onboarding off boarding. So just like labeling all the tools that people use.
132 00:14:06.255 ⇒ 00:14:06.910 Uttam Kumaran: Yes.
133 00:14:08.510 ⇒ 00:14:14.839 Uttam Kumaran: And then, yeah, we’re gonna be running payroll. What is the 30.th
134 00:14:15.310 ⇒ 00:14:17.219 Uttam Kumaran: Yeah. So tomorrow, right?
135 00:14:17.380 ⇒ 00:14:21.649 Uttam Kumaran: Or like, yeah, basically, basically, all next week we’ll be running payroll.
136 00:14:21.790 ⇒ 00:14:25.870 Uttam Kumaran: So I’ll bring you. I’ll bring you with me through that process of how we do it.
137 00:14:25.870 ⇒ 00:14:26.460 Rico Rejoso: Thank you.
138 00:14:27.218 ⇒ 00:14:33.049 Uttam Kumaran: It’s a mix of us. And then the finance team is this company? Leo? Luna?
139 00:14:33.710 ⇒ 00:14:34.320 Uttam Kumaran: Yeah.
140 00:14:34.320 ⇒ 00:14:34.870 Rico Rejoso: Yeah.
141 00:14:34.870 ⇒ 00:14:46.150 Uttam Kumaran: So they they sort of assist in getting bills out and things like that. So today, I’m gonna be doing 2 things. One, I’m gonna be setting up the invoices that they need to send for next month.
142 00:14:48.540 ⇒ 00:14:50.939 Uttam Kumaran: So that’s in the finance sheet.
143 00:14:51.110 ⇒ 00:14:57.679 Uttam Kumaran: So I’ll be working through that today. So I can sort of record my screen and and walk through that.
144 00:14:58.410 ⇒ 00:14:59.110 Rico Rejoso: You got it?
145 00:14:59.380 ⇒ 00:15:05.189 Uttam Kumaran: So if you go to these like financial, let me see.