Meeting Title: Time Allocations Prep Date: 2025-08-05 Meeting participants: Amber Lin, Rico Rejoso
WEBVTT
1 00:00:05.080 ⇒ 00:00:07.220 Amber Lin: There we go. Sorry I’m a bit late.
2 00:00:10.350 ⇒ 00:00:12.869 Rico Rejoso: No worries, hey? Amber.
3 00:00:13.160 ⇒ 00:00:14.110 Amber Lin: Hello!
4 00:00:15.946 ⇒ 00:00:24.050 Amber Lin: I think for the agenda I had 2 things. So one is a time allocation sops.
5 00:00:24.290 ⇒ 00:00:27.529 Amber Lin: and then the other is
6 00:00:28.070 ⇒ 00:00:34.920 Amber Lin: to combine like the onboarding checklist. I know you have one. And now we have one for
7 00:00:35.090 ⇒ 00:00:42.659 Amber Lin: essentially, with their 30, 60 90 day goals. I just want to combine them so that we have a template that we can use.
8 00:00:43.750 ⇒ 00:00:44.440 Amber Lin: There.
9 00:00:44.440 ⇒ 00:00:52.900 Rico Rejoso: Okay, I think what you created was more of pm, focused on boarding right?
10 00:00:53.090 ⇒ 00:01:00.399 Amber Lin: Yeah, yeah. So let me share with you what I have.
11 00:01:01.110 ⇒ 00:01:02.410 Amber Lin: Oh, see?
12 00:01:03.360 ⇒ 00:01:05.960 Amber Lin: So usually.
13 00:01:06.090 ⇒ 00:01:33.690 Amber Lin: Yeah. So I know for you. There’s like access that needs to be granted. And then, I think, in the same onboarding, Doc, we can have their responsibilities of what they should do. And then the 1st 30 days, what they should do, and then a checkpoint of like decisions we need to make, and then 60 and 90 days. So just a template, I think we can combine together. What do you think.
14 00:01:38.200 ⇒ 00:01:41.131 Rico Rejoso: I think this is more of department
15 00:01:42.731 ⇒ 00:01:52.068 Rico Rejoso: per department. We can. We can create that like a general template, for that. We can share for department for each new new team members per Department.
16 00:01:52.390 ⇒ 00:01:53.939 Amber Lin: We can do that. We can do that.
17 00:01:54.380 ⇒ 00:02:04.950 Rico Rejoso: We? We need a wish as well, since they’re like more of AI and data team members that were added
18 00:02:05.790 ⇒ 00:02:07.419 Rico Rejoso: go through the same process.
19 00:02:07.420 ⇒ 00:02:16.696 Amber Lin: Okay? So we can create a template and then send it to a wish and utam to suggest anything.
20 00:02:19.570 ⇒ 00:02:30.459 Rico Rejoso: I can. I can have that done. I think we can put it under profile on the recruitment, or talent database instead.
21 00:02:30.640 ⇒ 00:02:31.800 Amber Lin: What do you think?
22 00:02:32.140 ⇒ 00:02:34.090 Amber Lin: Yeah, that works.
23 00:02:34.740 ⇒ 00:02:40.700 Rico Rejoso: Yeah, I can. I give me like, midday tomorrow I can have that done.
24 00:02:41.136 ⇒ 00:02:42.880 Amber Lin: No rush on it.
25 00:02:45.170 ⇒ 00:02:51.349 Amber Lin: We actually give people a a plan when they on board. I didn’t get one. I don’t think you got one.
26 00:02:51.570 ⇒ 00:02:52.230 Rico Rejoso: No, I don’t.
27 00:02:52.230 ⇒ 00:02:55.220 Amber Lin: People usually are like, huh! What am I supposed to do?
28 00:02:55.430 ⇒ 00:02:56.150 Amber Lin: So hopefully.
29 00:02:56.150 ⇒ 00:02:56.570 Rico Rejoso: Yes.
30 00:02:56.570 ⇒ 00:03:05.280 Amber Lin: Help them get a sense of what they have, and then we can also add a section like, oh, here’s your onboarding, buddy. You can ask them any questions.
31 00:03:05.870 ⇒ 00:03:09.690 Rico Rejoso: Yeah. But I think the bigger problem was on the data. And AI team.
32 00:03:09.860 ⇒ 00:03:12.349 Amber Lin: Hmm Hong, Kong.
33 00:03:12.350 ⇒ 00:03:17.190 Rico Rejoso: So cause we have on boarded like 5,
34 00:03:17.410 ⇒ 00:03:31.530 Rico Rejoso: 6 member on the data and AI team. But they all went. They all have to go through Utam every now and then, so Utam can give them instructions on what to do. Usually I wish didn’t take doesn’t take the lead on that
35 00:03:32.080 ⇒ 00:03:34.760 Rico Rejoso: that means that’s what I just noticed.
36 00:03:34.760 ⇒ 00:03:42.869 Amber Lin: Hmm, okay, so I think in a document, we should also assign responsibilities to who’s gonna
37 00:03:43.470 ⇒ 00:03:47.770 Amber Lin: onboard, this new person hmm, samples, yeah.
38 00:03:48.020 ⇒ 00:04:07.250 Rico Rejoso: And that person should also can come up with like on the 30, 60, 90 timeframe. I think they can also, you know, personalize that. I mean, you know, per their task. If they were AI or data related related task. So we can come up with the metrics, or let’s say you know, for us to judge, or let’s say.
39 00:04:09.340 ⇒ 00:04:13.460 Rico Rejoso: grade their performance for the whole 30, 60, 90 days.
40 00:04:13.460 ⇒ 00:04:15.226 Amber Lin: Okay, yeah,
41 00:04:16.360 ⇒ 00:04:25.610 Amber Lin: do you need? Do you think it’s good? If we type down the main sections we just thought of in a template. So it’s easier for you later.
42 00:04:27.260 ⇒ 00:04:31.349 Rico Rejoso: Sure I’m also looking at the one you created for G cell right now.
43 00:04:34.510 ⇒ 00:04:40.940 Amber Lin: Can you share? A doc? A notion, Doc, that I can push stuff in?
44 00:04:42.810 ⇒ 00:04:48.439 Amber Lin: Yeah. One second. Yeah. Let me see where I can put it oops. I didn’t say it.
45 00:04:49.400 ⇒ 00:04:54.100 Rico Rejoso: This one for Giselle. It’s on the project management, right document.
46 00:04:54.403 ⇒ 00:04:55.920 Amber Lin: But it doesn’t have to.
47 00:04:56.480 ⇒ 00:05:02.790 Amber Lin: We can just put it, maybe in our talent. We’re just brain forge team or hire Hr. Maybe.
48 00:05:03.770 ⇒ 00:05:13.090 Rico Rejoso: Yeah, that’s where I plan to put them. Because, like, you know, every personal I mean per employee. Details should be on that under under their profile.
49 00:05:13.550 ⇒ 00:05:21.740 Amber Lin: Okay, let me move it there, too. So let me move this to set of side.
50 00:05:22.930 ⇒ 00:05:27.980 Amber Lin: Okay, I moved this to be under Chaiselle’s page.
51 00:05:28.600 ⇒ 00:05:32.170 Rico Rejoso: I think we can jot it down, for now what needs to be on?
52 00:05:32.430 ⇒ 00:05:33.000 Rico Rejoso: Oh, no!
53 00:05:33.000 ⇒ 00:05:37.929 Rico Rejoso: Under on those pages, like what you have here operations
54 00:05:38.130 ⇒ 00:05:44.619 Rico Rejoso: a setting up one one on one meeting with it with all team members, department team members.
55 00:05:45.400 ⇒ 00:05:48.979 Amber Lin: Okay, I can type it in.
56 00:05:49.340 ⇒ 00:05:52.670 Rico Rejoso: Under. I’m in the Hr. Page.
57 00:05:53.462 ⇒ 00:05:59.437 Amber Lin: Sorry I’m gonna make a mess because it’s not in. I’m just in here. I’m not in anywhere.
58 00:05:59.770 ⇒ 00:06:01.990 Rico Rejoso: No worries. I can clean that down later.
59 00:06:01.990 ⇒ 00:06:09.610 Amber Lin: Okay? On boarding templates, I guess.
60 00:06:09.830 ⇒ 00:06:16.130 Amber Lin: Responsibilities overview bullet points. Area one.
61 00:06:19.270 ⇒ 00:06:28.570 Amber Lin: Here we got 2, etcetera, and then on board anybody?
62 00:06:29.100 ⇒ 00:06:31.730 Amber Lin: Oh, my God!
63 00:06:32.050 ⇒ 00:06:43.240 Amber Lin: Checkpoints, and I guess yes, goal for each goal metric.
64 00:06:47.960 ⇒ 00:06:52.010 Amber Lin: And then 30 30 days.
65 00:06:53.895 ⇒ 00:07:14.317 Amber Lin: Ops checklist. Boston man, one on ones with team members alright. Oh, what else was there?
66 00:07:15.270 ⇒ 00:07:19.539 Amber Lin: So 5 min on the 10 min got it? But
67 00:07:21.560 ⇒ 00:07:36.210 Amber Lin: very good. So now we also see all 6 entities. Right all the objectives.
68 00:07:36.680 ⇒ 00:07:51.459 Amber Lin: and then 60 days, 90 days.
69 00:07:52.450 ⇒ 00:07:54.337 Amber Lin: We’re gonna have bullet.
70 00:07:57.384 ⇒ 00:08:03.630 Amber Lin: Probably should ask AI and then ask ask Tom.
71 00:08:04.120 ⇒ 00:08:06.499 Rico Rejoso: Yeah, I can do that later.
72 00:08:06.500 ⇒ 00:08:08.130 Amber Lin: Yeah, okay.
73 00:08:08.800 ⇒ 00:08:15.280 Rico Rejoso: We could just like a general 60 days goal and responsibility, goal responsibilities.
74 00:08:15.820 ⇒ 00:08:16.526 Amber Lin: Yeah. Okay.
75 00:08:17.020 ⇒ 00:08:17.630 Amber Lin: Sounds, good.
76 00:08:17.630 ⇒ 00:08:18.340 Rico Rejoso: No.
77 00:08:18.340 ⇒ 00:08:23.800 Amber Lin: Yeah, that’s and then we can link everyone’s Ops checklist here as well.
78 00:08:24.560 ⇒ 00:08:29.199 Amber Lin: Alright, yeah, that is, that’s it. So yes.
79 00:08:29.560 ⇒ 00:08:39.499 Amber Lin: okay, that’s number one I know I the second item I had on my list was last time. You know, we did our August time. Allocations.
80 00:08:39.500 ⇒ 00:08:39.940 Rico Rejoso: Yeah.
81 00:08:39.940 ⇒ 00:08:46.140 Amber Lin: While. Do you think if there’s anything we can improve on our sop for that.
82 00:08:47.520 ⇒ 00:08:52.460 Rico Rejoso: I think one thing that we can add is during the monthly preparation we
83 00:08:53.030 ⇒ 00:08:56.069 Rico Rejoso: should have added all the hours already prior to the meeting.
84 00:08:56.290 ⇒ 00:08:59.910 Rico Rejoso: Hmm, so during the meeting, we can just.
85 00:09:01.190 ⇒ 00:09:06.279 Rico Rejoso: you know, we can just thought about if there’s any necessary changes on the hours that needs to be implemented
86 00:09:06.490 ⇒ 00:09:08.010 Rico Rejoso: for the following month.
87 00:09:08.600 ⇒ 00:09:09.460 Amber Lin: Okay.
88 00:09:14.630 ⇒ 00:09:15.570 Rico Rejoso: Let me check.
89 00:09:15.570 ⇒ 00:09:22.999 Amber Lin: Can we? Do you think we should combine the pre time, allocation and time? Time? Allocation? S. Would be, or is it fine?
90 00:09:27.860 ⇒ 00:09:31.110 Rico Rejoso: I mean, do we have to come up with an sop for the
91 00:09:31.630 ⇒ 00:09:32.340 Amber Lin: And.
92 00:09:33.140 ⇒ 00:09:34.770 Rico Rejoso: Monthly, Allocation.
93 00:09:35.570 ⇒ 00:09:35.900 Amber Lin: Oh, I.
94 00:09:35.900 ⇒ 00:09:36.530 Rico Rejoso: Or.
95 00:09:36.530 ⇒ 00:09:37.140 Amber Lin: One.
96 00:09:37.380 ⇒ 00:09:46.710 Rico Rejoso: I mean, we have one. If if not needed, we could just combine the other one. And instead, for the monthly allocation, we just come. We just need to come up with a general agenda.
97 00:09:48.750 ⇒ 00:09:53.629 Amber Lin: Yeah, let’s let’s do that. I think if we have multiple ones, I think we just.
98 00:09:54.100 ⇒ 00:09:58.956 Amber Lin: we just don’t create like we don’t pull it up when we’re in the meeting.
99 00:09:59.910 ⇒ 00:10:06.700 Amber Lin: let’s see how we can combine it purpose.
100 00:10:07.597 ⇒ 00:10:12.430 Amber Lin: The yellow name you can just push out blue.
101 00:10:23.250 ⇒ 00:10:26.529 Amber Lin: How should we do this?
102 00:10:32.760 ⇒ 00:10:35.160 Rico Rejoso: After checking all the hours.
103 00:10:38.250 ⇒ 00:10:41.649 Rico Rejoso: We can. Yeah, on that part.
104 00:10:42.620 ⇒ 00:10:45.079 Rico Rejoso: Just write in that input the hours.
105 00:11:03.450 ⇒ 00:11:10.109 Amber Lin: Verify each person’s allocation.
106 00:11:11.930 ⇒ 00:11:13.650 Amber Lin: Our flag.
107 00:11:14.210 ⇒ 00:11:16.429 Amber Lin: Note down.
108 00:11:16.890 ⇒ 00:11:34.780 Amber Lin: If anyone is under or over allocate, it says it’s research but to be discussed during allocations, meetings
109 00:11:35.700 ⇒ 00:11:39.760 Amber Lin: without being bad pretty, it would have been.
110 00:11:39.760 ⇒ 00:11:44.789 Rico Rejoso: Yeah, I think that’s the only one that took a lot of hours during our monthly allocation.
111 00:11:44.790 ⇒ 00:11:49.627 Amber Lin: So I think it was the 1st one, and we had a lot of different projects.
112 00:11:51.070 ⇒ 00:11:56.300 Amber Lin: I think with this, yeah.
113 00:11:56.570 ⇒ 00:12:12.340 Amber Lin: we’ll do this a day before the actual meeting. Let’s put. Let’s put down in the during time. Allocations sop a few checkpoints before we start the meeting. To make sure we have everything in place.
114 00:12:13.780 ⇒ 00:12:19.640 Rico Rejoso: At the same time. During the pre-time allocation sop, we we can also add that
115 00:12:20.439 ⇒ 00:12:27.579 Rico Rejoso: check for new projects or new clients, then add new projects and clients to both clockify and.
116 00:12:28.050 ⇒ 00:12:28.520 Amber Lin: Hmm.
117 00:12:28.520 ⇒ 00:12:29.610 Rico Rejoso: Operating.
118 00:12:29.930 ⇒ 00:12:30.770 Rico Rejoso: I agree.
119 00:12:30.770 ⇒ 00:12:32.740 Amber Lin: Covered in number one and 2 right.
120 00:12:35.280 ⇒ 00:12:36.149 Rico Rejoso: Okay. Let me check.
121 00:12:36.150 ⇒ 00:12:36.970 Amber Lin: Virtually.
122 00:12:41.690 ⇒ 00:12:43.329 Amber Lin: I’ll add a bullet point.
123 00:12:43.550 ⇒ 00:12:44.140 Amber Lin: No.
124 00:12:44.140 ⇒ 00:12:44.740 Rico Rejoso: Sure.
125 00:12:45.220 ⇒ 00:12:46.640 Amber Lin: Any new plan.
126 00:12:46.640 ⇒ 00:12:49.810 Rico Rejoso: Oh, yeah, I I already edited that part.
127 00:12:50.100 ⇒ 00:12:59.710 Amber Lin: Oh, okay, added, and clients or archive.
128 00:13:01.450 ⇒ 00:13:04.740 Amber Lin: Same with team members.
129 00:13:09.480 ⇒ 00:13:11.239 Amber Lin: I want that not expired
130 00:13:29.170 ⇒ 00:13:31.690 Amber Lin: move duplicates.
131 00:13:32.130 ⇒ 00:13:32.940 Amber Lin: Okay?
132 00:13:33.300 ⇒ 00:13:43.060 Amber Lin: Oh, I am not sharing my screen. I just realized, I added, 3 checks for clockify. So
133 00:13:43.180 ⇒ 00:13:57.540 Amber Lin: check for completeness. Remove any duplicates, new clients, new team members. Oh, I guess we’re operating.
134 00:13:59.350 ⇒ 00:14:02.509 Amber Lin: do we? What’s the 1st checkpoint.
135 00:14:05.218 ⇒ 00:14:10.510 Rico Rejoso: You could just copy the 3 checkpoints from clock if I to operating.
136 00:14:11.118 ⇒ 00:14:13.929 Rico Rejoso: they have the same process. Yeah.
137 00:14:13.930 ⇒ 00:14:15.930 Amber Lin: Do we need it to match, clockify.
138 00:14:16.550 ⇒ 00:14:24.289 Rico Rejoso: Yes, for to be automated. They have to have a matched projects, client teams.
139 00:14:24.693 ⇒ 00:14:25.499 Amber Lin: I see.
140 00:14:26.300 ⇒ 00:14:26.850 Amber Lin: Okay.
141 00:14:26.850 ⇒ 00:14:32.359 Rico Rejoso: So what must what done on clock, if I must be done on operating at the same time.
142 00:14:34.095 ⇒ 00:14:46.340 Amber Lin: Gotcha, right? And then check generate reports.
143 00:14:48.860 ⇒ 00:14:50.180 Amber Lin: M. Push.
144 00:14:54.130 ⇒ 00:14:58.199 Amber Lin: I think what we can do is to copy
145 00:14:58.590 ⇒ 00:15:07.570 Amber Lin: each person’s allocations from the previous month, unless specified.
146 00:15:09.145 ⇒ 00:15:10.280 Amber Lin: Requests
147 00:15:13.700 ⇒ 00:15:21.069 Amber Lin: new out allocations for new projects, if any.
148 00:15:22.510 ⇒ 00:15:35.160 Amber Lin: I think this could be a fairly quick task as long as we allocate it. When Uta looks at it he’ll say, Oh, oh, that’s wrong, that’s wrong. We need to change this, and then we’ll do that. I think that we can do during the meeting.
149 00:15:35.360 ⇒ 00:15:36.030 Rico Rejoso: Yeah.
150 00:15:36.370 ⇒ 00:15:37.120 Amber Lin: Okay?
151 00:15:39.160 ⇒ 00:15:40.470 Amber Lin: Hmm.
152 00:15:45.210 ⇒ 00:15:46.320 Amber Lin: I think.
153 00:15:50.880 ⇒ 00:15:52.160 Amber Lin: probably.
154 00:15:58.330 ⇒ 00:15:59.140 Amber Lin: Oh.
155 00:16:03.940 ⇒ 00:16:09.780 Amber Lin: ping and message, anyone with missing hours.
156 00:16:12.990 ⇒ 00:16:14.970 Amber Lin: 2 tables.
157 00:16:25.000 ⇒ 00:16:26.989 Amber Lin: Yeah. Yes, yeah.
158 00:16:28.360 ⇒ 00:16:29.740 Amber Lin: And almost like.
159 00:16:32.770 ⇒ 00:16:42.990 Amber Lin: now, Hi, I think here we can highlight any overtime like anything.
160 00:16:45.150 ⇒ 00:16:46.849 Rico Rejoso: Over their allocated hours.
161 00:16:46.850 ⇒ 00:16:50.910 Amber Lin: Yeah, over the allocated hours.
162 00:16:52.360 ⇒ 00:16:58.140 Amber Lin: Person. Highlight.
163 00:16:58.800 ⇒ 00:17:03.050 Amber Lin: Anyone with low hours.
164 00:17:04.609 ⇒ 00:17:07.889 Amber Lin: How is this been allocated?
165 00:17:11.369 ⇒ 00:17:22.409 Amber Lin: Or too much? Then allocated? That is not good wording. I will. I will leave that to you.
166 00:17:38.150 ⇒ 00:17:39.590 Amber Lin: Let’s see. Summary.
167 00:17:39.590 ⇒ 00:17:45.700 Rico Rejoso: Also there were there were some team members that were requesting, like.
168 00:17:46.010 ⇒ 00:17:47.729 Amber Lin: Overtime, I think.
169 00:17:48.100 ⇒ 00:17:49.030 Amber Lin: Hmm.
170 00:17:50.110 ⇒ 00:18:03.710 Rico Rejoso: So I think we don’t have any protocol for that one, but for now, what I advise them is that they have to put it on the description whenever they ask for overtime, or like who they ask for overtime with.
171 00:18:04.750 ⇒ 00:18:10.020 Amber Lin: I see. Okay, so check but.
172 00:18:10.020 ⇒ 00:18:13.290 Rico Rejoso: Specifically, Ryan. I think I thought I thought I talked to him.
173 00:18:13.290 ⇒ 00:18:25.255 Amber Lin: I see notes down any overtime in the next month. Maybe we can show operating question mark.
174 00:18:25.920 ⇒ 00:18:26.520 Rico Rejoso: Problem.
175 00:18:27.235 ⇒ 00:18:27.660 Amber Lin: Oh!
176 00:18:27.660 ⇒ 00:18:39.539 Rico Rejoso: What I mean right now. What I advise them is that we need to see the we need to see like, you know, footprints. And why you guys will be doing overtime like, for example, if you have like, a lot of task
177 00:18:40.003 ⇒ 00:18:48.789 Rico Rejoso: that needs to be done. It should also reflect a linear like. If you go way 40 estimates, it shows that you have, like a lot of tasks, right.
178 00:18:49.263 ⇒ 00:18:54.939 Amber Lin: Check over time requests and make sure people have a coverage plan.
179 00:18:56.250 ⇒ 00:18:57.140 Rico Rejoso: I’m sorry.
180 00:18:57.944 ⇒ 00:19:15.290 Amber Lin: I’m just thinking of what you said. If if a person has a lot of tickets they need to do, and they request an overtime with no coverage plan. I think we should request that. They get confirmation, maybe from their Pm. Or at least from their team, that hey? Even if you have overtime, this is gonna be covered.
181 00:19:16.120 ⇒ 00:19:22.169 Rico Rejoso: Yeah, because, yeah, we wanna avoid any dispute
182 00:19:22.580 ⇒ 00:19:24.780 Rico Rejoso: from Witham regarding that as well.
183 00:19:24.780 ⇒ 00:19:34.550 Amber Lin: Yeah. Totally confirmation from Project Manager that this at the
184 00:19:35.650 ⇒ 00:19:39.934 Amber Lin: oh, no. Wait overtime or out of office. Sorry.
185 00:19:40.690 ⇒ 00:19:41.590 Rico Rejoso: Overtime.
186 00:19:43.120 ⇒ 00:19:48.039 Amber Lin: Okay, over time. What do you mean by over time?
187 00:19:48.440 ⇒ 00:20:02.010 Rico Rejoso: Well, I mean like for most there they have, like 40 h scheduled every week right? And Ryan mentioned to me like yesterday that he may need to go or to work throughout the weekend.
188 00:20:02.880 ⇒ 00:20:14.269 Rico Rejoso: and may go beyond 40 40 HI told him that you are allocated 40 h each week. If you need to go beyond 40 h, you have to inform
189 00:20:14.686 ⇒ 00:20:22.439 Rico Rejoso: with Tom as well, which I am not yet familiar. If there’s like a process, and how we do that one whenever there’s, you know, work 40 h.
190 00:20:23.020 ⇒ 00:20:25.669 Amber Lin: We haven’t really had that problem.
191 00:20:27.190 ⇒ 00:20:42.680 Rico Rejoso: I mean right now, since we’re really basing it and clockify so they might go beyond 183 HA month, and if they do, we go beyond that one? Do we straightly pay them, because it may affect their budgeting or forecast
192 00:20:42.870 ⇒ 00:20:44.100 Rico Rejoso: for.
193 00:20:44.100 ⇒ 00:20:58.419 Amber Lin: And so if they are salary, they don’t really affect our budgeting per se. But it affects the employees health, and we really need to look at that. So they don’t burn out. I think whenever we spot sometime.
194 00:20:58.870 ⇒ 00:21:06.159 Amber Lin: let’s write it down. Yeah, we can have a case where they have too little time, and when they have too much time
195 00:21:06.600 ⇒ 00:21:14.879 Amber Lin: lower than aloe hated protocol overtime protocol.
196 00:21:15.330 ⇒ 00:21:17.120 Amber Lin: What should we do?
197 00:21:17.320 ⇒ 00:21:18.040 Amber Lin: Nice.
198 00:21:19.080 ⇒ 00:21:21.263 Rico Rejoso: For overtime. We can just
199 00:21:26.080 ⇒ 00:21:29.539 Rico Rejoso: I think. 1st thing is that we we have to announce it on all Channel.
200 00:21:30.980 ⇒ 00:21:54.639 Rico Rejoso: because I don’t know. I don’t know what you guys do when it comes to, because you mentioned I’m strict with the content team since most of the work is on Ryan’s side, and he have, like 60 estimated points already, and it’s working on and on with the sales and content team. So I was thinking, and he was suggesting that he may need to go work
201 00:21:54.670 ⇒ 00:22:11.420 Rico Rejoso: through a Saturday and Sunday to have those tasks done. So what I told him is that 1st thing you have to check linear. Are you over? Over your estimated point? Or you have like a lot of tasks, then we may consider you doing overtime during the weekends? If not.
202 00:22:12.370 ⇒ 00:22:14.410 Rico Rejoso: we may not agree on that one.
203 00:22:15.260 ⇒ 00:22:16.360 Amber Lin: Yeah, good to see you.
204 00:22:16.620 ⇒ 00:22:19.550 Amber Lin: I think the decision is gonna be Utam’s is.
205 00:22:19.790 ⇒ 00:22:28.040 Amber Lin: is he? Gonna let Ryan work and pay him overtime, or needs to take some tickets out, so Ryan doesn’t have to.
206 00:22:28.040 ⇒ 00:22:28.660 Rico Rejoso: Yeah.
207 00:22:28.660 ⇒ 00:22:37.110 Amber Lin: I’m so I think decision is to and pay for overtime.
208 00:22:37.260 ⇒ 00:22:45.860 Amber Lin: Reduce or reduce tickets. This cycle?
209 00:22:46.665 ⇒ 00:22:52.250 Amber Lin: So we need to escalate late
210 00:22:53.586 ⇒ 00:23:03.340 Amber Lin: for decision, meaning that decision can be made during the time allocations. But we for for us what we need to prepare is
211 00:23:03.890 ⇒ 00:23:07.299 Amber Lin: a view of all of Ryan’s tickets.
212 00:23:13.650 ⇒ 00:23:14.300 Rico Rejoso: Yeah.
213 00:23:14.300 ⇒ 00:23:14.860 Amber Lin: Yeah.
214 00:23:15.970 ⇒ 00:23:20.880 Amber Lin: Hearing time allocations meeting.
215 00:23:22.170 ⇒ 00:23:22.940 Amber Lin: Okay?
216 00:23:24.829 ⇒ 00:23:33.210 Amber Lin: What do we do? If you’re okay with the overtime protocol, what should we do when it’s lower than allocated?
217 00:23:33.870 ⇒ 00:23:34.660 Amber Lin: Oh.
218 00:23:36.550 ⇒ 00:23:38.320 Rico Rejoso: What do you mean by lower than allocated.
219 00:23:38.832 ⇒ 00:23:45.490 Amber Lin: Let’s say this person should. We are. It’s budgeted for 40 h, but
220 00:23:46.130 ⇒ 00:23:48.329 Amber Lin: they will only log like 20.
221 00:23:50.920 ⇒ 00:23:57.730 Rico Rejoso: Hmm, yeah. So we reduce their hours
222 00:23:58.330 ⇒ 00:24:03.830 Rico Rejoso: 1st thing flag them or discuss it during the.
223 00:24:05.240 ⇒ 00:24:07.349 Rico Rejoso: During time allocation meeting
224 00:24:09.152 ⇒ 00:24:12.870 Rico Rejoso: for the next or the next month, because we only do that once a month. So.
225 00:24:15.010 ⇒ 00:24:23.820 Amber Lin: Yeah, I think sometimes if we during our meetings weekly, if we see a person that’s really really low.
226 00:24:24.220 ⇒ 00:24:26.439 Amber Lin: we can also escalate it.
227 00:24:30.660 ⇒ 00:24:32.330 Rico Rejoso: Have one like for Ray.
228 00:24:32.550 ⇒ 00:24:33.170 Amber Lin: Hmm!
229 00:24:34.160 ⇒ 00:24:39.270 Amber Lin: I think Ray should be buying does raise on hourly.
230 00:24:43.210 ⇒ 00:24:44.429 Rico Rejoso: How much? Let me see!
231 00:24:45.270 ⇒ 00:24:45.920 Amber Lin: It.
232 00:24:46.170 ⇒ 00:24:55.299 Rico Rejoso: Because I’m not seeing a lot of tickets or tasks under race work, but it’s averaging like around 1 60 to a hundred, 70 h per month.
233 00:24:57.090 ⇒ 00:25:01.390 Rico Rejoso: On this cycle. He he only have, like 10 estimate points.
234 00:25:02.850 ⇒ 00:25:24.550 Amber Lin: I see? Yeah, let’s differentiate it. If on salary, or if on hourly send an I think if on hourly, it’s okay. If we don’t have that much work for them, because I think, especially for video editing sometime, it’s just there’s just not much work. We’ll just send a note in channel.
235 00:25:25.197 ⇒ 00:25:35.329 Amber Lin: But if they’re on salary, which usually they’re budgeted for 40, and we’re paying them, regardless of how much they work, and I think it’s worthy to flag it and
236 00:25:36.980 ⇒ 00:25:40.680 Amber Lin: show the the responsibilities of
237 00:25:40.950 ⇒ 00:25:50.530 Amber Lin: that person and say, Hey, this person’s on these projects. They’re spending this much time. But we’re budgeted for it. This amount.
238 00:25:53.500 ⇒ 00:26:00.530 Rico Rejoso: Yeah, okay, I think we only have, like, how many? 1, 2, 3, 4, 5 on salary. Right now.
239 00:26:00.530 ⇒ 00:26:08.960 Amber Lin: Yeah, we don’t have that much, so it wouldn’t be too much of a task. It’s usually like, Oh, Annie’s under allocated or done lot is under allocated.
240 00:26:09.708 ⇒ 00:26:12.220 Amber Lin: Yeah, we really don’t have that much.
241 00:26:13.850 ⇒ 00:26:15.440 Rico Rejoso: Yeah, I think it won’t be an issue.
242 00:26:16.380 ⇒ 00:26:19.230 Amber Lin: Okay, and.
243 00:26:26.070 ⇒ 00:26:31.502 Rico Rejoso: Also. I think Hannah would be out of office by mid August.
244 00:26:32.340 ⇒ 00:26:34.611 Amber Lin: Yeah, I, I recall
245 00:26:35.180 ⇒ 00:26:35.840 Rico Rejoso: Cool.
246 00:26:35.840 ⇒ 00:26:40.230 Amber Lin: Did she make a plan to cover for her.
247 00:26:40.230 ⇒ 00:26:51.290 Rico Rejoso: I asked her to either hand off some tasks to any member, or if there’s like any tasks that he cannot handle. But please make a document for it on what to do.
248 00:26:51.480 ⇒ 00:26:53.639 Amber Lin: Okay, yeah, sounds good.
249 00:26:55.800 ⇒ 00:27:02.080 Amber Lin: So let’s go over this. We have clock of our operating actual hours.
250 00:27:02.896 ⇒ 00:27:13.500 Amber Lin: Out of office. Make sure that they have a coverage plan and then put in allocations.
251 00:27:13.870 ⇒ 00:27:18.459 Amber Lin: Oh, this is number 4, class number 5.
252 00:27:22.910 ⇒ 00:27:29.739 Amber Lin: Check this before time, and allocations meeting.
253 00:27:32.320 ⇒ 00:27:35.922 Rico Rejoso: And I think that will also be the agenda for the meeting after
254 00:27:38.160 ⇒ 00:27:41.769 Rico Rejoso: list down the agenda for during time allocation.
255 00:27:41.920 ⇒ 00:27:44.299 Rico Rejoso: or for for the time, allocation.
256 00:27:44.960 ⇒ 00:27:46.460 Amber Lin: Ours are.
257 00:27:48.590 ⇒ 00:27:59.350 Amber Lin: Oh, allocations are in place for all projects occupy current hours.
258 00:28:00.090 ⇒ 00:28:03.480 Amber Lin: Reports are present.
259 00:28:11.780 ⇒ 00:28:17.360 Amber Lin: Any items for discussion are flagged.
260 00:28:22.440 ⇒ 00:28:28.179 Amber Lin: Missing hours. Utilization, reallocation, suggestion. Your office?
261 00:28:29.020 ⇒ 00:28:32.120 Amber Lin: Yeah, I think this is good.
262 00:28:32.610 ⇒ 00:28:36.890 Amber Lin: This pretty much informs our this one.
263 00:28:37.840 ⇒ 00:28:39.499 Amber Lin: Oh, so we do need to do this.
264 00:28:39.500 ⇒ 00:28:41.180 Rico Rejoso: Have to take off the 1st party.
265 00:28:41.180 ⇒ 00:28:49.620 Amber Lin: Yeah, adjust, but just operating hours if needed.
266 00:28:57.510 ⇒ 00:29:09.590 Amber Lin: I think for this one, we can title it, review, current outlook, current lot, actual hours, and this
267 00:29:09.820 ⇒ 00:29:15.970 Amber Lin: discuss any over under allocations.
268 00:29:16.510 ⇒ 00:29:19.410 Amber Lin: Oh, we already have that, my bad.
269 00:29:27.220 ⇒ 00:29:32.009 Rico Rejoso: Number 2 is for project hours, and number 3 is for team member hours.
270 00:29:32.230 ⇒ 00:29:36.420 Amber Lin: Oh, actual project, hours.
271 00:29:38.460 ⇒ 00:29:39.470 Amber Lin: Okay?
272 00:29:41.360 ⇒ 00:29:42.659 Rico Rejoso: Yep, I think that’s good.
273 00:29:45.250 ⇒ 00:29:48.640 Amber Lin: Note down out of office.
274 00:29:52.900 ⇒ 00:29:55.380 Rico Rejoso: So right now we have that automated as well right.
275 00:29:56.210 ⇒ 00:29:56.830 Amber Lin: Which one.
276 00:29:57.520 ⇒ 00:29:59.309 Rico Rejoso: The out of office hours.
277 00:29:59.780 ⇒ 00:30:02.380 Rico Rejoso: It’s automated on operating.
278 00:30:02.380 ⇒ 00:30:04.029 Amber Lin: Oh, okay, that’s good.
279 00:30:04.500 ⇒ 00:30:08.259 Rico Rejoso: Okay. But I think we’re implementing a accept and deny
280 00:30:09.242 ⇒ 00:30:11.719 Rico Rejoso: action for the out of hours.
281 00:30:11.940 ⇒ 00:30:12.320 Amber Lin: So.
282 00:30:12.320 ⇒ 00:30:16.780 Rico Rejoso: We’ll have to go to 3 edge 1st before it goes to operating.
283 00:30:17.583 ⇒ 00:30:22.040 Amber Lin: Okay, new potential.
284 00:30:22.550 ⇒ 00:30:23.690 Amber Lin: Okay?
285 00:30:32.020 ⇒ 00:30:38.450 Amber Lin: Oh, one other thing, I think when we do the actual for
286 00:30:39.300 ⇒ 00:30:45.980 Amber Lin: hours by project, we probably have to do its margins.
287 00:30:47.700 ⇒ 00:30:53.330 Amber Lin: Okay, I’ll cool late projects costs
288 00:30:53.680 ⇒ 00:30:57.600 Amber Lin: orange, and I don’t know how we’re gonna do that.
289 00:30:57.600 ⇒ 00:30:59.550 Rico Rejoso: Calculate project costs.
290 00:31:00.404 ⇒ 00:31:05.495 Amber Lin: Project costs will be, for if Utram gets his financial model working
291 00:31:06.370 ⇒ 00:31:21.740 Amber Lin: I think we’ll just calculate project actual margins. So revenue divided by actual hours, and then.
292 00:31:21.740 ⇒ 00:31:28.810 Rico Rejoso: That’s the point. We cannot. We cannot really identify the actual hours due to some not posting it on.
293 00:31:30.690 ⇒ 00:31:38.439 Rico Rejoso: Yeah, if usually after, I mean by end of month, it took them like around 2 to 3 days before they finalize it, and still haven’t gained for information.
294 00:31:38.440 ⇒ 00:31:39.110 Rico Rejoso: Nice.
295 00:31:40.810 ⇒ 00:31:51.120 Amber Lin: Hours in the future need financial model to add costs. Okay.
296 00:31:51.380 ⇒ 00:31:55.090 Amber Lin: if we can’t do that, we’ll skip it. I’ll just put it there. So we don’t forget.
297 00:31:55.090 ⇒ 00:31:55.610 Rico Rejoso: Yep.
298 00:31:55.830 ⇒ 00:32:02.570 Amber Lin: Alright. I think that’s all. I wanted to look at people’s actual time, but didn’t have time. Today. We’ll do that next week.
299 00:32:03.390 ⇒ 00:32:08.120 Rico Rejoso: Okay. By the way, I just wanna confirm for the recruitment side.
300 00:32:09.160 ⇒ 00:32:09.540 Amber Lin: Hmm.
301 00:32:09.943 ⇒ 00:32:13.980 Rico Rejoso: I mean initially, what I discussed with Utah is that
302 00:32:14.489 ⇒ 00:32:21.959 Rico Rejoso: there’s like 2 set of interviews right now. We’re doing 3 set of interviews. So I’m trying to create an sop for.
303 00:32:21.960 ⇒ 00:32:22.410 Amber Lin: Oh!
304 00:32:22.410 ⇒ 00:32:32.920 Rico Rejoso: On how we do interview, or how we do recruitment so that we can follow cause. Right now you created a template for the interview session right? But a wish has a different one
305 00:32:33.170 ⇒ 00:32:34.339 Rico Rejoso: as well with.
306 00:32:34.340 ⇒ 00:32:38.959 Amber Lin: Oh, can I see his? Can I see his template.
307 00:32:39.610 ⇒ 00:32:48.629 Rico Rejoso: Actually doesn’t have a template. He just post his notes. I don’t know what’s the questions that were asked during the interview. I think it.
308 00:32:48.630 ⇒ 00:32:49.260 Amber Lin: Yeah.
309 00:32:49.260 ⇒ 00:32:49.970 Rico Rejoso: That’s my.
310 00:32:49.970 ⇒ 00:33:03.538 Amber Lin: Concerned, too, we need to standardize. So we don’t always ask the exact same questions. So I would like him to use the process that you create after we have this discussion.
311 00:33:05.660 ⇒ 00:33:16.480 Amber Lin: well, I’m currently following a book that Utam shared with me. Usually there’s 20 min screening to determine if we want to proceed or not. And then we have
312 00:33:17.514 ⇒ 00:33:20.959 Amber Lin: a more focused interview to talk about their past jobs.
313 00:33:21.110 ⇒ 00:33:28.470 Amber Lin: And then last interview is to talk about areas of competencies.
314 00:33:28.900 ⇒ 00:33:35.179 Amber Lin: So that’s the 3 interviews. What’s your current progress per current process.
315 00:33:37.950 ⇒ 00:33:54.569 Rico Rejoso: I don’t have like a specific on what to do. But our I have the 1st round, second round, and the final round of interview. So it depends on the position. Like, if it’s a AI or data role or position, 1st interview should be a waste for technical.
316 00:33:54.810 ⇒ 00:34:02.140 Rico Rejoso: but because I think what you’re doing was more like of us. What do you call that psychological
317 00:34:02.818 ⇒ 00:34:11.151 Rico Rejoso: type of interview? Because I wishes I wishes doing like a technical stuff interview. So he had. He had.
318 00:34:11.699 ⇒ 00:34:17.309 Rico Rejoso: he said that we discuss their previous work and how they do stuff like engineering related stuff.
319 00:34:17.469 ⇒ 00:34:24.769 Amber Lin: Gotcha. I think my point. I want that type of interview to be the second, so that I know
320 00:34:24.770 ⇒ 00:34:41.459 Amber Lin: doesn’t waste an hour of a time. If a candidate is not going to be a match, like everybody can talk about their past work. But the 1st round screening is so that we spend 20 min or 15 even instead of an hour. If a candidate is not a fit
321 00:34:42.179 ⇒ 00:34:52.589 Amber Lin: like, he doesn’t have to go through all of that if we don’t want to proceed with a candidate. I I can talk with him about what I think.
322 00:34:52.850 ⇒ 00:35:04.519 Amber Lin: Why, I want to enforce this way. Do you think it’s worth talking with Utam, and a wish to consolidate our hiring manager?
323 00:35:04.520 ⇒ 00:35:05.760 Rico Rejoso: Hiring process. Yeah.
324 00:35:05.760 ⇒ 00:35:06.620 Amber Lin: Yeah.
325 00:35:07.490 ⇒ 00:35:18.719 Rico Rejoso: Yeah, if we if I mean, if I wish, can do the same thing as you’re doing during the 1st round, there will be no problem. I mean, if it’s technical stuff, I wish you can do the 1st and second interview.
326 00:35:19.110 ⇒ 00:35:23.823 Rico Rejoso: which the 1st will be the your way, and the second will be a technical way of doing
327 00:35:24.320 ⇒ 00:35:24.680 Amber Lin: Yeah.
328 00:35:24.680 ⇒ 00:35:36.990 Rico Rejoso: The interview, and the 3rd will be with Top, or the negotiation part, which could be done through, even if we could standardize that kind of process. I think that’d be better instead of.
329 00:35:36.990 ⇒ 00:35:47.023 Amber Lin: And that allows for someone else to do the screening, too, because we don’t need a wastes time to do non-technical interviews.
330 00:35:47.650 ⇒ 00:35:58.940 Amber Lin: so someone can do the screening because it gives us at least information about this candidate that we will need. And anyone really can do the 1st screening round.
331 00:36:00.460 ⇒ 00:36:01.880 Rico Rejoso: Yeah, I agree.
332 00:36:02.410 ⇒ 00:36:03.140 Amber Lin: Okay.
333 00:36:03.700 ⇒ 00:36:17.400 Amber Lin: I can put down a task to consolidate my current one. I know it’s a it’s a bit of a mess, and then, if you want to have a meeting like maybe even just 1015 min
334 00:36:17.840 ⇒ 00:36:23.560 Amber Lin: with a wave and with Utam, so that everybody who does interviews know how to do interviews.
335 00:36:24.800 ⇒ 00:36:46.259 Rico Rejoso: Okay, I’ll be creating a template for each for each page, for the new hires. Using your interview format. And I’ll also include a wish. So I’ll be. I’ll talk to him regarding that one, and come up with a template for his kind of interview as well, so we can try to, you know.
336 00:36:48.055 ⇒ 00:36:49.679 Rico Rejoso: Create a format for it.
337 00:36:50.496 ⇒ 00:37:01.749 Amber Lin: For the technical ones probably is best. If we get some get input from and a wish before you create that, because I don’t think you and I have a clue of how they do. Those.
338 00:37:02.110 ⇒ 00:37:04.260 Rico Rejoso: Yeah, I mean, after I discuss it with them.
339 00:37:04.480 ⇒ 00:37:09.670 Amber Lin: Okay in the meeting. When would that be.
340 00:37:11.370 ⇒ 00:37:14.249 Rico Rejoso: Not sure. I think I have to look at your calendar first.st
341 00:37:14.634 ⇒ 00:37:17.709 Amber Lin: I know. I think you were meeting with.
342 00:37:18.140 ⇒ 00:37:23.400 Amber Lin: I know you guys have like a hiring meeting on Monday.
343 00:37:25.080 ⇒ 00:37:29.100 Amber Lin: Is that the Ops lead weekly. That’s what Udem said.
344 00:37:29.772 ⇒ 00:37:32.516 Rico Rejoso: The Ops lead action is just a weekly
345 00:37:33.310 ⇒ 00:37:35.830 Rico Rejoso: discussion of the tasks that I need to do for the week.
346 00:37:36.254 ⇒ 00:37:40.075 Amber Lin: I see. Yeah, if you wanna put a meeting
347 00:37:40.620 ⇒ 00:37:46.515 Amber Lin: for if ask Utam if he wants to join, as always, just put it on my calendar. I’ll join.
348 00:37:46.810 ⇒ 00:37:48.610 Rico Rejoso: Yeah, I’ll check your calendar.
349 00:37:48.610 ⇒ 00:37:52.149 Amber Lin: Okay, sounds good, and I’ll make my best doing my best to consolidate.
350 00:37:52.942 ⇒ 00:37:53.849 Rico Rejoso: Alright, no worries.
351 00:37:54.060 ⇒ 00:37:55.919 Amber Lin: Alright. Thank you so much.
352 00:37:56.300 ⇒ 00:37:58.670 Rico Rejoso: Alright! Thank you so much. Amber have a good one.
353 00:37:58.670 ⇒ 00:38:00.090 Amber Lin: You, too. Bye-bye.