In this series, we’re sharing MojoTech’s experiences around creating and using Allocate. We’ve learned a lot about resource scheduling along the way, and hope to help agencies like us with these lessons, too. We've explained why we created Allocate and what made that a great experience, and now we'd like to share how we make the most of the app as a team.
One of Allocate’s strongest features is its seamless real-time updating. You’ve seen it keep your team in the loop on availability throughout the week. But if, like Mojotech, you run a weekly scheduling meeting, you can also offer your managers a real-time visual of your upcoming weeks as you schedule just by updating Allocate along the way.
Why is this great?
No one has to take notes or struggle with a spreadsheet during the meeting.
If someone missed mention of a change, it’s likely already updated on their screen.
You can use Allocate to illustrate a scheduling suggestion to your group.
How does MojoTech do it?
On a call every Friday afternoon, the MojoTech managers run down our list of current and upcoming projects to confirm staffing for the next four weeks. (You can, of course, plan out as little or as far out as suits your agency.) Project statuses are discussed and allocation bubbles are added, extended or changed during the call. Adjustments needed to make room for new business are made along the way, and unallocated resources are often assigned to internal projects (like Allocate and mojotech.com).
We do this all on a call together so that resources and projects can be negotiated, and side details can be shared that may not have been otherwise.
Finally, we click the “Email Team” button to send everyone a copy of their upcoming schedules.
Make an effort to get all the managers on the call. If everyone knows who’s working on what, and why, you’ll have an easier time negotiating any bumps in the the week ahead when clients’ needs change (or bugs crop up).
Update Allocate as you discuss the schedule, and your shared tool is up to date at the end of your meeting.
Remember that while Allocate doesn’t replace a weekly team scheduling meeting, real-time updates certainly help when you can’t get everyone together. Just remember to discuss conflicts well ahead of any resource confusion.
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