⚙️ Operations Efficiency
Purpose
Automate and optimize operational tasks and conversations management, ensuring enhanced efficiency and streamlined workflows.
Scope
- Extract minutes of meetings from Google Meet meetings
- Create email draft of minutes of meetings using Zapier
- Create list of tasks from recordings
- Track time spent on tasks using Clockify
Responsibilities
- Chief Operation Officer (COO): Monitor operational efficiency.
- Sales Teams: Enhance response time to potential customers.
- Customer Success: Increase response speed to existing customers.
- Data Analysts: Analyze data to provide insights for improving operations efficiency.
Metrics
- On-Time Meeting Starts: This metric is crucial to ensure punctuality and respect for everyone's time. It can be measured by the percentage of meetings that start exactly at their scheduled time.
- Task Operational Efficiency: This measures the accuracy of task time estimates against the actual time taken to complete them. A higher percentage indicates better estimation skills and operational efficiency.
- Conversation Management Efficiency: This could be measured by the average response time to emails or messages (staled conversations), the number of resolved issues, or customer satisfaction scores from communication.
- Asset Utilization: This metric shows how well assets are being used. It can be calculated as the number of hits on the asset links.
- Time Entry Accuracy: This measures the correctness of time entries in the timesheet. It can be improved by regular audits and employee training.
Inputs
- File management: Google Drive (default)
- Meeting recording: Saved recordings to Google Drive from Google Meet (default)
- Timesheet Management: Clockify (default)
Outputs
- CONVERSATIONS: Aggregates all kind of conversations (Emails, Social media messages, meeting recordings)
- TASKS: Organizes operational tasks for execution, sourced from the conversations.
- TIMESHEETS: Records all the time entry by tasks
- ASSETS: Collect all the assets created by humans or generated by assistants.
- Operations Assistant Report: Use the tables to calculate metrics and generate assets like charts and files for ad-hoc analytics (csv, png, html).
- Operations Assistant Plugin: Use the report assets and integrate them into the chat and the search engine for end-user consumption.
Workflows
Conversation Management
- Aggregation: Collect all conversations, including emails, social media messages, and meeting recordings. Store and organize them in the CONVERSATIONS table.
- Response: Ensure timely response to all conversations to maintain Conversation Management Efficiency. This includes follow-ups on meeting action items.
Task Distribution
- Task Assignment: Assign tasks based on conversations, detailing them in the TASKS table with deadlines and responsible parties. Estimate task completion time to measure Task Operational Efficiency.
- Follow-ups: Monitor task completion and conduct regular follow-ups to ensure timely execution.
Timesheet Management
- Time Entry: Record all time entries by tasks in Clockify.
- Accuracy Check: Conduct regular audits and provide employee training to ensure Time Entry Accuracy.
Asset Management
- Collection: Gather all assets created by humans or generated by assistants from tasks. Store them in the ASSETS table.
- Utilization: Regularly update and check the usage of assets to maintain the Asset Utilization metric.
Data Analysis and Optimization
- Performance Tracking: Review the bar chart data to track the number of meetings and tasks completed weekly. Compare with past data to identify any significant changes or trends.
- Efficiency Assessment: Calculate key efficiency ratios such as tasks per meeting and average task completion time. Use these ratios to gauge productivity and identify areas for improvement.
- Insight Integration: Apply insights from the data to refine operational processes. If more conversations do not lead to an increase in task completion, consider restructuring meeting schedules to prioritize task execution.
Customization
- Connect to GitHub
- Connect to Notion
Roadmap
- (Future plans and enhancements to be added here)