Often times our work can get cluttered with things that need to be approached at different times, seasons, or by different crew members.
This can also get confusing for contractors and crew members to log in and see many incomplete work records.
To help with this, we can use work priority, scheduled dates, and crew values to help clear these up.
Once everything is set up and the crews have been informed to start this new workflow, we can check on its progress through searching and reporting.
Instructions to Crews
When managing work records, we can instruct crews to focus on work with a scheduled status, and the crew value is assigned to them. Then start performing work on a first in/first out basis by the scheduled date, unless otherwise trumped by a higher Priority. If the work record is still Requested or is not assigned to that crew, they should not perform the work.
Reports and Quick filters should be set up to help highlight when and what work is to be performed each day or week.
Setup
When creating work records in advance, we can set up the work type, but leave the status as Requested and/or the Crew as TBD until the work is to be performed. That way the crews won’t see the work in reports/filters but then you have a way to find work to schedule.
Crew: Work can be pre-planned without triggering any crew or contractor action by using a "TBD" crew. Once the work is ready to be done, you can isolate and edit or batch edit the work to assign the crew and change the status to "Scheduled", with a date, if other than that today (which is the default).
Status: Requested, Scheduled, Completed. When work is first initiated the status of Requested can be used. The Crew can be set to TBD, or the actual Crew can be used. Internal Crews and Contractors can be instructed to ignore "Requested" work... Only "Scheduled" work that is assigned to them should be addressed as actionable.
Priority: This can be used to notify a crew or contractor to address certain work records that this work needs to be addressed before others.
Group Quick Filter
A group can be created that has all the users of a particular crew. Once the group is created, a quick filter can be created that returns work records assigned to their crew with a scheduled date of ‘today’.
When crews/contractors log in, if this filter is the first thing they run, they’ll have a quick list of all the work needed to be performed that day - and no other work.
Group Management: Group Management
Quick Filters: Quick Filters