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Tutorial: Agencies, freelancers and consultancies

Three test projects to run in your office. Each shows what you give your staff, what comes back and where you stay in control.

Today staff write the drafts and you approve them. Connections to email, chat, calendars and shops are being added one at a time, so early customers copy or send approved text themselves.

Your office map

You sit at the top. The director sums up the week, managers oversee their teams and each staff member does one job.

YouDirectorYou approve everything firstOperationsManagerAdmin assistantCustomer & SalesManagerSales follow-upFinance & LegalManagerInvoicingContracts & deadlines

Staff on this map are the ones suggested for this type of business. You can hire fewer or more.

How one task travels

Every task follows the same path, whatever the business.

1A message arrivesEmail, chat, an order,a request2Staff draftsA reply, post, entryor invoice3Waiting for youIt sits in theapproval queue4You decideApprove, editor reject5It is recordedActivity log andweekly reportIf you edit or reject, the draft goes back to your staff.
1

Your first task

Run one real message through your office from start to finish.

It arrivesClient asks for a status update on the website project.
Admin assistant draftsA clear update on what is done, what is next and what you need from them this week.
You decideApprove
It is recordedActivity log and weekly report

What to do

  1. Join Colleo and choose this type of business. Your office is set up with the staff on this page.

  2. Open your office and go to the staff member below.

    Admin assistant

  3. Give them this message.

    Client asks for a status update on the website project.

  4. Wait for the draft to appear in your approval queue. It is a draft only, nothing is sent yet.

    A clear update on what is done, what is next and what you need from them this week.

  5. Read it, then approve, edit or reject it.

    Approve

What you should see

  • The draft is waiting in the approval queue, not sent
  • The activity log shows what was done and when
  • One task is counted in your usage
2

A normal week

Feed your staff a few days of normal work and see the weekly report.

What comes inProject updates and meeting notes
Sales follow-up draftsOne draft for each item
You approveInvoices before they go out
What you getInvoices go out on time

What to do

  1. Add three or four items of this kind over a few days.

    Project updates and meeting notes

  2. Let Sales follow-up draft a reply for each one.

  3. Approve the ones that are right, edit the rest, and keep the approval list short each day.

    Invoices before they go out

  4. At the end of the week open the Overview and read the manager report for each team.

  5. Read the director's weekly summary: what was done and what needs you.

What you should see

  • Invoices go out on time
  • The manager report counts every approved draft
  • The director's summary lists what still needs you
3

A tricky case you keep for yourself

See how your office holds sensitive work for you, and how trust is earned.

What comes inHours worked each week
Invoicing flags itIt is held, not sent
You decideFollow-ups on open proposals
Your next stepKeep Draft only for this type

What to do

  1. Send something sensitive or unusual to your staff.

    Hours worked each week

  2. Check that the draft is held for you and marked as needing your decision.

  3. Edit the wording yourself and approve only when you are happy.

    Follow-ups on open proposals

  4. After a few good weeks, you may move routine staff to Auto low-risk. Keep sensitive work on Draft only.

What you should see

  • Sensitive wording is held for you every time
  • Nothing about refunds, complaints or money leaves without you
  • You can step staff back to Draft only at any time

Ready to try it for your business?

Colleo is in private pilot. Tell us about your business and we will set up the staff above.

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