Meeting Title: Operations Team Linear Setup Sync Date: 2025-07-09 Meeting participants: Rico Rejoso, Uttam Kumaran
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1 00:02:33.060 ⇒ 00:02:33.950 Uttam Kumaran: Freak us.
2 00:02:34.370 ⇒ 00:02:36.080 Rico Rejoso: Hi! Yutam! How are you?
3 00:02:36.370 ⇒ 00:02:38.600 Uttam Kumaran: Hey? Good! How are you? How’s the flooding.
4 00:02:40.360 ⇒ 00:02:43.520 Rico Rejoso: We’re used to it. Fortunately.
5 00:02:43.520 ⇒ 00:02:51.100 Uttam Kumaran: Tell me about it. Yeah, I Ryan showed me his place, and I was. He told me that you may have been affected, so just wanted to make sure you’re okay.
6 00:02:51.350 ⇒ 00:02:58.358 Rico Rejoso: Yes, no worries. I’ve been, I mean, we’ve been used it for like for the for the past 5 years it’s been happening.
7 00:02:59.130 ⇒ 00:03:00.569 Uttam Kumaran: Oh, really. Okay.
8 00:03:01.190 ⇒ 00:03:01.820 Rico Rejoso: Yeah.
9 00:03:03.590 ⇒ 00:03:06.180 Uttam Kumaran: But everyone’s safe like at your place.
10 00:03:06.180 ⇒ 00:03:14.470 Rico Rejoso: Oh, yeah. So we kinda like, you know, customize our place and and like everything around us to at least
11 00:03:14.820 ⇒ 00:03:16.310 Rico Rejoso: lessen the flood.
12 00:03:17.995 ⇒ 00:03:23.889 Uttam Kumaran: Okay, okay, amazing. How’s how’s this week? Going.
13 00:03:26.070 ⇒ 00:03:32.369 Rico Rejoso: It was fun for me, actually, though, there were a lot of you know, new information.
14 00:03:32.970 ⇒ 00:03:44.879 Rico Rejoso: that was coming in. Amber was showing me stuff from the Pm side like how to use or optimize linear has been bringing me with some meetings so that I can, you know.
15 00:03:45.380 ⇒ 00:03:50.350 Rico Rejoso: get to know more of the stuff in the process and everything. It’s been overwhelming. But it was fun.
16 00:03:51.140 ⇒ 00:04:08.270 Uttam Kumaran: Good. Yeah, I think it’ll take another month, probably to figure everything out. But you picked it up really quickly, I mean, as you can see where a lot of the work is sort of getting contracts and stuff prepared. But I think you’ve sort of picked picked up. I I think the biggest thing that we’ll need to sort of figure out is just like.
17 00:04:08.510 ⇒ 00:04:19.089 Uttam Kumaran: How do we keep track of like? Where does every can, every contract? Is every contract getting logged somewhere? And where is it getting logged and things like that? So
18 00:04:19.809 ⇒ 00:04:25.560 Uttam Kumaran: we can work on that together? But how are the How are sort of the sops coming for
19 00:04:25.690 ⇒ 00:04:32.080 Uttam Kumaran: new new client, new employee or employee, renewal or client renewal like, how how are you feeling about those.
20 00:04:32.310 ⇒ 00:04:59.570 Rico Rejoso: Yes, so since you were like introducing me to those I mean to the process of putting in new clients, and with the new hires every time. Every time. There’s like a new process which I haven’t put into the sop. I make changes and adjustments to it, although I haven’t uploaded yet to notion. I keep track of it on my notes first, st since there were like some part which I have to insert those beforehand and everything, so I can fully edit them.
21 00:04:59.974 ⇒ 00:05:05.890 Uttam Kumaran: Okay, to be honest, right now, I haven’t finalized yet, especially on the client side.
22 00:05:07.040 ⇒ 00:05:19.080 Rico Rejoso: Since. Robert was also like putting on some ad hoc stuff. But actually, it’s beneficial since I was able to outline everything 1st before I finalize it on the notion page.
23 00:05:19.800 ⇒ 00:05:20.480 Uttam Kumaran: Okay.
24 00:05:20.660 ⇒ 00:05:45.610 Uttam Kumaran: yeah, I think the 4 core functions, which is like, you know, new client, new employee. But then I think the last thing I want to try to work on is just like an end of week procedure. Right? Because we wanna make sure that everybody’s logging their hours. That any. Everything is sort of closed out or move to the next week, so we can work on that. So end of week and end of month procedures is probably the next thing
25 00:05:46.335 ⇒ 00:05:47.610 Uttam Kumaran: to work on.
26 00:05:48.251 ⇒ 00:06:09.368 Uttam Kumaran: The other thing is like, I think it’d be great we can start using linear more heavily like, I think, between us. I put some things in there to start to track and work on but I would encourage you to take a look. Maybe in this meeting also we can take a look and just make sure everything is sort of set up there.
27 00:06:10.150 ⇒ 00:06:12.730 Uttam Kumaran: How do you feel about the project management stuff.
28 00:06:13.894 ⇒ 00:06:29.770 Rico Rejoso: I feel like I’ve been doing that one when I was working in the Bpo. But we’re just not labeling what we’re doing. Unlike what Amber was, was teaching me. Oh, oh, I know that stuff! It’s just that. I don’t know how what I call doing that one.
29 00:06:29.770 ⇒ 00:06:31.399 Uttam Kumaran: You don’t know the words. Yeah, you don’t know the words.
30 00:06:31.400 ⇒ 00:06:32.320 Uttam Kumaran: Yeah.
31 00:06:32.460 ⇒ 00:06:42.640 Rico Rejoso: It’s just I mean it was. That’s why it’s been fun for me, because I’ve been trying to identify what I was doing before, which I didn’t know was a pro. There was a process for it, and amber was
32 00:06:42.640 ⇒ 00:06:47.539 Rico Rejoso: that’s great, that to me, and it was like Whoa! It brings back more, you know.
33 00:06:47.760 ⇒ 00:07:00.569 Rico Rejoso: memories when I was working in the Bpo. So I was like, yes, I think I can manage. I just need to label stuff and get used to it, and make sure I’ve been following the correct process before I start to experiment, or do my stuff on my own.
34 00:07:01.290 ⇒ 00:07:04.080 Uttam Kumaran: That’s great. That’s great. No, I appreciate that.
35 00:07:05.880 ⇒ 00:07:10.660 Uttam Kumaran: Cool, I think. Let me just pull up
36 00:07:11.430 ⇒ 00:07:14.440 Uttam Kumaran: notion. Linear on my side. One second.
37 00:08:02.500 ⇒ 00:08:03.170 Uttam Kumaran: yeah.
38 00:08:07.670 ⇒ 00:08:09.480 Uttam Kumaran: okay, so
39 00:08:21.426 ⇒ 00:08:24.469 Uttam Kumaran: great. So did you get a walkthrough of linear at all?
40 00:08:25.380 ⇒ 00:08:30.749 Rico Rejoso: Oh, yes, and how to use project issues and how to organize them.
41 00:08:31.520 ⇒ 00:08:32.270 Rico Rejoso: Cool.
42 00:08:32.760 ⇒ 00:08:42.250 Uttam Kumaran: I think that like we can start to use linear. I think we need to maybe work on like what the statuses are, because we have sort of several types of tickets, right? We have like
43 00:08:42.520 ⇒ 00:08:45.940 Uttam Kumaran: sort of new client onboarding new
44 00:08:47.130 ⇒ 00:08:52.329 Uttam Kumaran: like new client onboarding new team onboarding. We have ad hoc stuff.
45 00:08:53.940 ⇒ 00:09:19.950 Uttam Kumaran: so I think we may need to think a little bit about how we handle but roughly, I think this is, these are sort of some of the tickets that exist right now. Right? So you’re working on the new contract for Henry, so we can assign that to you. The new partnership agreement for talisma. I’m working on that. But also, you know, my question is like new partnership agreement. But we have both the components of like
46 00:09:20.060 ⇒ 00:09:22.970 Uttam Kumaran: writing the agreement and then sending it to them
47 00:09:23.160 ⇒ 00:09:31.170 Uttam Kumaran: right? And so I’m gonna write it. And then you’ll handle sending it. So I feel like we may need to create like a
48 00:09:32.250 ⇒ 00:09:35.790 Uttam Kumaran: related ticket. That is like sending that agreement.
49 00:09:36.810 ⇒ 00:09:37.550 Rico Rejoso: Okay.
50 00:09:38.220 ⇒ 00:09:43.329 Uttam Kumaran: Or I don’t know. I’ll have to sort of think about how how we do this.
51 00:09:43.952 ⇒ 00:09:47.280 Uttam Kumaran: But that’s fine. The other thing is like sending, invite
52 00:09:47.440 ⇒ 00:09:51.009 Uttam Kumaran: email to applicants. I see that you created this issue.
53 00:09:51.577 ⇒ 00:09:55.750 Uttam Kumaran: I put this like, ensure. The new agreements are in Google drive.
54 00:09:58.010 ⇒ 00:10:05.419 Uttam Kumaran: you know. And there’s some existing ones here that we can also work on like ensuring all team members have 2 factor authentication.
55 00:10:07.400 ⇒ 00:10:10.374 Uttam Kumaran: And so I think, like, probably.
56 00:10:11.410 ⇒ 00:10:18.000 Uttam Kumaran: What I want to try to do is maybe we work like for a lot of other clients we work on sort of a 1 week, sprint
57 00:10:18.759 ⇒ 00:10:25.740 Uttam Kumaran: where we just like. Okay, here are all the things that we plan on bringing into the sprint for us. It’s sort of tough, because
58 00:10:26.150 ⇒ 00:10:44.272 Uttam Kumaran: new things sort of always come up. But I wonder if it’s helpful to try the sprint process out. I would also additionally love for sort of you to to act as like pm, for this team. I mean right now, it’s just me and you but that way you can sort of have ownership over linear and
59 00:10:44.820 ⇒ 00:10:49.589 Uttam Kumaran: pickets, and just sort of have an overall understanding of like when things are getting done.
60 00:10:50.520 ⇒ 00:10:51.320 Rico Rejoso: Yes.
61 00:10:53.910 ⇒ 00:11:00.030 Uttam Kumaran: One thing that we’ve we also worked on is there’s this thing called linear? Asks, have you checked that out?
62 00:11:00.220 ⇒ 00:11:01.280 Rico Rejoso: Not yet.
63 00:11:02.533 ⇒ 00:11:08.199 Uttam Kumaran: So if you go to asks here, we actually have a couple of like things you could ask in slack.
64 00:11:08.380 ⇒ 00:11:16.100 Uttam Kumaran: So for example for the operations team, you can actually go into slack and
65 00:11:16.430 ⇒ 00:11:21.219 Uttam Kumaran: you can actually hit slash, ask? So maybe I can even show you what this looks like
66 00:11:30.300 ⇒ 00:11:35.970 Uttam Kumaran: So if I go into like team.
67 00:11:37.580 ⇒ 00:11:41.359 Uttam Kumaran: Alright, let’s just go somewhere else. Okay, here. If I go to like Slash, ask.
68 00:11:42.010 ⇒ 00:11:43.620 Uttam Kumaran: I can hit linear. Ask?
69 00:11:44.710 ⇒ 00:11:52.210 Uttam Kumaran: And then, oh, sorry. It’s not even in this team. Let’s find another one. It’s data team.
70 00:11:54.440 ⇒ 00:11:57.590 Uttam Kumaran: So I can. I can submit a request from here.
71 00:12:01.030 ⇒ 00:12:03.340 Uttam Kumaran: So if I hear new client contract.
72 00:12:04.020 ⇒ 00:12:06.439 Uttam Kumaran: I could literally write the ticket here.
73 00:12:08.420 ⇒ 00:12:16.020 Uttam Kumaran: and then easily, anybody can submit a ticket. Once you submit a ticket. It goes into triage for the for the team.
74 00:12:16.210 ⇒ 00:12:19.443 Uttam Kumaran: So it goes into.
75 00:12:20.760 ⇒ 00:12:28.020 Uttam Kumaran: Let me find it right here, so you can see that these are 2 requests that came in.
76 00:12:29.200 ⇒ 00:12:37.880 Uttam Kumaran: and then it goes into triage, meaning, we can go in here and and say, Are we gonna prove this? Or should we move it into the should we move it into
77 00:12:38.140 ⇒ 00:12:39.300 Uttam Kumaran: the sprint?
78 00:12:39.410 ⇒ 00:12:42.940 Uttam Kumaran: So it’s an easy way for anybody to say. Instead of just slacking you.
79 00:12:42.940 ⇒ 00:12:43.690 Rico Rejoso: Yeah, like.
80 00:12:43.690 ⇒ 00:12:49.040 Uttam Kumaran: Hey? Let’s put a new client, or we need this. You could say, Submit it, submit an ask, and it’ll get synced here.
81 00:12:49.390 ⇒ 00:12:51.580 Uttam Kumaran: That’s 1 easy thing you can work on.
82 00:12:52.258 ⇒ 00:12:56.740 Uttam Kumaran: So, for example, again, if you go to settings
83 00:12:56.930 ⇒ 00:13:01.339 Uttam Kumaran: and you go to asks, you’ll see all the asks here, and you can modify them.
84 00:13:01.480 ⇒ 00:13:04.389 Uttam Kumaran: So here’s like, when you ask for a new tool request
85 00:13:06.850 ⇒ 00:13:09.579 Uttam Kumaran: it’ll be here so you could add fields like,
86 00:13:11.320 ⇒ 00:13:17.390 Uttam Kumaran: so everybody just needs to fill this out in in the slack little ui, and then it gets created in operations.
87 00:13:20.240 ⇒ 00:13:22.920 Rico Rejoso: I think that will work instead of me, like
88 00:13:23.030 ⇒ 00:13:24.560 Rico Rejoso: going through all the channels and.
89 00:13:24.560 ⇒ 00:13:29.010 Uttam Kumaran: Yes, yes, yes, I wanted you to see how hard it is first.st
90 00:13:29.010 ⇒ 00:13:30.720 Rico Rejoso: So, but guys.
91 00:13:30.720 ⇒ 00:13:39.309 Uttam Kumaran: Then you’ll get a sense of the pace. But but now I think let’s maybe spend some time, and like let’s do like a confirming
92 00:13:40.500 ⇒ 00:13:49.319 Uttam Kumaran: all linear asks are set up and inform the team to start using them
93 00:13:55.190 ⇒ 00:13:56.100 Uttam Kumaran: perfect.
94 00:14:00.060 ⇒ 00:14:04.879 Rico Rejoso: So in confirming all those linear assets, I just have to check them out and inform the team that before.
95 00:14:06.089 ⇒ 00:14:11.279 Uttam Kumaran: Yeah, just check it. Check it out. Make sure that you’re you’re happy with sort of what the format is.
96 00:14:11.837 ⇒ 00:14:20.000 Uttam Kumaran: Like. What’s what’s in each sort of request format. And then, yeah, we can just let the team know. Hey, you can now use linear asks to ask these 4 types of things.
97 00:14:20.130 ⇒ 00:14:24.209 Uttam Kumaran: And then anytime someone asks you can remind them, hey, please try to use linear. Ask.
98 00:14:24.440 ⇒ 00:14:28.720 Rico Rejoso: Yeah, I guess I think they’ve been sending me some on direct messages.
99 00:14:29.010 ⇒ 00:14:32.449 Uttam Kumaran: Yes, yeah. So we want that all to happen channels or be logged.
100 00:14:36.250 ⇒ 00:14:39.731 Rico Rejoso: Great. I’m trying to think if there’s anything else. So
101 00:14:41.240 ⇒ 00:14:46.610 Uttam Kumaran: Yeah, another thing we can do is we can actually go ahead. And you can even create like templates.
102 00:14:47.320 ⇒ 00:14:51.189 Uttam Kumaran: So right now, we have these sort of ticket templates.
103 00:14:51.730 ⇒ 00:14:53.979 Uttam Kumaran: and you can see here that they
104 00:14:54.430 ⇒ 00:14:56.490 Uttam Kumaran: this is just one issue template.
105 00:14:56.690 ⇒ 00:15:01.200 Uttam Kumaran: But you can also have, like a project template.
106 00:15:01.320 ⇒ 00:15:05.210 Uttam Kumaran: So if a project is like on board
107 00:15:06.100 ⇒ 00:15:14.379 Uttam Kumaran: like new new user, you can have several tickets for that for this project.
108 00:15:14.770 ⇒ 00:15:20.420 Uttam Kumaran: Right? So we can either we can either do things couple of ways. We can
109 00:15:23.390 ⇒ 00:15:29.090 Uttam Kumaran: sort of have a project for every like set of work.
110 00:15:29.870 ⇒ 00:15:34.480 Uttam Kumaran: Or we can use sub issues. I I don’t, really.
111 00:15:34.810 ⇒ 00:15:37.410 Uttam Kumaran: I’m not a huge fan of the sub issues.
112 00:15:37.580 ⇒ 00:15:44.860 Rico Rejoso: Yeah, we can use the project to segregate them. So it’d be easier to to look at things.
113 00:15:45.400 ⇒ 00:15:50.074 Uttam Kumaran: Yeah. So I think what would be helpful is, for example, if you create a project like
114 00:15:51.875 ⇒ 00:15:55.809 Uttam Kumaran: new client project right?
115 00:15:56.110 ⇒ 00:16:03.099 Uttam Kumaran: And then, right here in the issues you could put in like the create slack channel
116 00:16:04.080 ⇒ 00:16:11.069 Uttam Kumaran: right? And then you could add another one like create one pass fault.
117 00:16:12.440 ⇒ 00:16:14.990 Uttam Kumaran: So basically, this should match your sop.
118 00:16:15.950 ⇒ 00:16:16.710 Rico Rejoso: Yes.
119 00:16:17.490 ⇒ 00:16:19.429 Uttam Kumaran: And then if you click, create.
120 00:16:20.410 ⇒ 00:16:26.290 Uttam Kumaran: and this is like new client project template.
121 00:16:28.920 ⇒ 00:16:40.260 Uttam Kumaran: if you click, create, then now you have it here, and then what you can do is when you go back to operations. You can go to projects here and you can click on add project.
122 00:16:40.480 ⇒ 00:16:44.660 Uttam Kumaran: and then you can use a template and it’ll automatically create it.
123 00:16:45.100 ⇒ 00:16:47.509 Rico Rejoso: Yeah, I think I’ll edit those stuff.
124 00:16:49.400 ⇒ 00:16:54.316 Uttam Kumaran: Yeah. So I think that’s 1 thing also is, maybe I’ll put a ticket for you to also
125 00:16:55.110 ⇒ 00:17:02.010 Uttam Kumaran: create those like create projects that match sops
126 00:17:04.746 ⇒ 00:17:24.310 Uttam Kumaran: and then also like, when when do you want to do? I would love to do like a sop review either end of this week or next week, just you doesn’t have to be finalized. I think it’d just be helpful for other folks to sort of see everything you you’ve you’ve worked on and give feedback. When do you think you’d be ready for that?
127 00:17:25.909 ⇒ 00:17:28.419 Rico Rejoso: Just to be sure, like next week is
128 00:17:29.409 ⇒ 00:17:31.879 Rico Rejoso: beginning of next week. If that’s fine.
129 00:17:32.550 ⇒ 00:17:41.090 Uttam Kumaran: Okay, that’s fine. So maybe I’m gonna just put like book and conduct sop review with
130 00:17:56.630 ⇒ 00:18:00.650 Uttam Kumaran: cool, great.
131 00:18:01.720 ⇒ 00:18:08.339 Uttam Kumaran: okay, cool. So I’m gonna make sure all my stuff is tracked here. Any questions I can answer about linear
132 00:18:08.840 ⇒ 00:18:14.940 Uttam Kumaran: one thing that we will start to do is once we start to use this, we can then start to measure.
133 00:18:15.317 ⇒ 00:18:19.589 Uttam Kumaran: Okay, like, what is our throughput like? How many tickets do we have things like that?
134 00:18:19.690 ⇒ 00:18:21.550 Uttam Kumaran: That’ll be helpful to see.
135 00:18:25.160 ⇒ 00:18:28.180 Uttam Kumaran: But any questions so far on any of this.
136 00:18:28.860 ⇒ 00:18:32.050 Rico Rejoso: None. So far I think I can work things out with linear now.
137 00:18:32.778 ⇒ 00:18:34.090 Uttam Kumaran: Okay, okay, that’s okay.
138 00:18:34.560 ⇒ 00:18:40.930 Uttam Kumaran: Okay. Great. Anything else I can answer about for any of your work or anything. Let me know.
139 00:18:41.330 ⇒ 00:18:47.010 Rico Rejoso: Yes, so I if, whenever I will be sending or creating an issue and assigning it to you.
140 00:18:47.720 ⇒ 00:18:49.449 Uttam Kumaran: Okay. Okay. Perfect. Awesome.
141 00:18:49.810 ⇒ 00:18:51.280 Rico Rejoso: Thank you so much.
142 00:18:51.700 ⇒ 00:18:54.149 Uttam Kumaran: Okay, thank you, Rico. Stay safe. I’ll talk to you.
143 00:18:54.150 ⇒ 00:18:57.560 Uttam Kumaran: Alright. Have a good winter time, bye.