Since not all of your work is client-related, building non-client-facing Workflows will allow you to:
Plan recurring practice management activities that you need to stay on top of on a weekly, monthly, and quarterly basis
Capture outstanding to-do's facing you and your firm
Develop and document Standard Operating Procedures (SOPs) for the less-common processes (such as staff on-boarding, off-boarding, strategic planning, and more)
Make it easier to iterate and improve your operations as your Firm grows in size and complexity
Configuring
In Hubly, you will need to start by creating (or adding) a contact record named after your own firm — this will allow you to capture these outstanding items:
Tip: If a Workflow is team-member specific (for example compliance or registration-related Tasks), you can always add specific team members.
Next, we recommend breaking down your ongoing cadence of activities on a weekly, monthly, or quarterly basis:
Tip: If your Firm is larger and your operations more complex, consider breaking apart Sales & Marketing, Finance, and Business Management related areas, as shown above.
For small Firms, your internal Workflows could be:
Weekly Cadence
Monthly Cadence
Quarterly Cadence
Annual Cadence
For larger Firms where team members may become responsible for specific areas, we recommend:
Weekly Cadence
Monthly: Sales & Marketing
Monthly: Finance
Monthly: Management
Quarterly: Sales & Marketing
Quarterly: Finance
Quarterly: Management
Annual: Sales & Marketing
Annual: Finance
Annual: Management
Tip: Start simple and manageable — you want to stay on top of your list of tasks, and iterate upon it as your Firm grows.
Automating The Cadence
Now that you have created a framework, it's time to configure Workflow Rules to find and add your Practice's client card to each of these Workflows on an ongoing basis. First, add your Practice to a new #ops tag:
Next, edit each Workflows and create a Repeating Rule to add #ops tagged clients on a corresponding (monthly, quarterly, or annual) frequency:
Remember: You need to stay on top of your Tasks, checking them off and completing the Workflow in a timely manner — otherwise, these Rules will not be able to add the same record back into the Workflow when the time comes.