Create an Efficient Invoice Structure for Teams

Invoice structure for teams

okay so in this video we want to cover the Baseline structure for Microsoft teams for small organizations when I say small I'm think thinking of organizations with one to 50 employees and the issue that we ran into when initially when we first cracked open teams and tried to organize our organization within teams we had so many containers and it was the sprawl was more teams than there were employees information that was over the place over a period of time it felt like the same information could fit into three or four different containers and everyone was just not on the same page when it came to retrieving and storing information creating a mess in Microsoft teams what we came up with and this is actually a response to a new security feature that was released in teams probably about a year year and a half ago that allows us the right flexibility to start very condensed very compact that should be your Baseline when it comes to your team and channel structure but with an opportunity or with a strategy to scale out as you get more clients as you get more employees actually get more business in general so what we're going to walk in this video is a baseline structure on how you can organize now it's a different conversation of how you get to the ideal state which I'm going to show you and where you are now because there's going to be some condensing some consolidation and there's going to be some friction point and you know obviously you don't want to impede productivity but sometimes you have to rip the Band-Aid in order to grow at the pace you want to grow so let's get started so here are some Microsoft team the first thing you want to do you will notice that I do not have a create team option at the bottom that's the first thing you want to do you want to kill that you don't want different people in the organization creating these teams you want dedicated admins and some type of vetting process that says do you really need this team and how are you going to use it and why can't you use what we already have in place so that's number one so the other one is that once we have that all of our team creation goes through our admin so I'm going to pause this video create the three teams we need and then come back and explain to you how we use those three okay so now we have our three teams and those three teams are back office and that's going to be for all your various departments within your organization this is going to be the core Foundation one single team to represent all the departments in your organization and we'll talk about the security concerns and issues that we had previously but those have been rectified with the new feature at Channel level security we're going to get into that the second one is clients this is your pretty much your representation of all the clients that you work with now if you work with hundreds of clients we probably want to condense this to a certain set or maybe come up with a differentiator to put those hundreds in different buckets but if you're you know then that's why I think this this works best for one through fifty because you know usually you're dealing with a handful of Kinds 10 20 30 40 50 clients Max in this structure will support that because at any given time you're not working with all 50 clients you have your top active ones right so you know we talk about archiving and things along those lines and then the last one is projects and projects is going to be what you're building for your client like the reason why the client hire you to produce that product or to produce that service and this is where you track all that information inside the projects right so let's go ahead and blow these out to the various channels that are needed so let's just look in our back office we're going to create channels for human resources and again when it comes to privacy um instead of using the standard Channel with private and standard where on the only previous options we had this new shared Channel option is the game changer this is the one that allow you to create a channel give access to users and members who are not part who are not members of the parent team which was a very big sticking point and that way they can allow and that's the only reason why this structure works right so here we're going to do a shared channel for human resources and then we're going to add in the Key Human Resource individuals so in this scenario it's going to be Madison right so once we create them we're going to go ahead and make those uh make them owners of this channel and that way they can control you know membership of the channel and so on and so forth they have unrestricted access to the channel because their department has if you will so what I'm gonna do is go ahead and create the other ones so the process is the same for the other ones and I'll pause this video then we'll come back into discuss it okay so here is an example of back office with the various channels again these channels are going to represent your key departments within your organization and as you can see if I click on digital I can click on files you will notice that we have a folder structure set up just for digital to work in you can standardize these where you say every department will have this structure so if I go into Human Resources click on files and then it will have a very similar folder structure now it also gives you that flexibility to where if you click on the executive Executives and click on files you will notice that this is empty allowing them to create the structure that makes sense for the executives so each one of these channels will have their own security structure their own membership and now everything is condensed and Consolidated under one team within Microsoft teams uh very distinct distinguished from the other two teams within an organization if you're dealing with your department you're here if you're working on uh if you're looking at information for a client the relationship with a client you're going here if you're doing Project work for a particular client you're going here we only give you three options in this very clear of where you should be depending on the document that you're working with or where you should start looking depending on the document that you're searching for so the get the big picture let's go ahead and blow out clients and projects so let me pause the video and then get back once I have some sample data for us to review okay so now we're back so what the client is built out you will notice that you know we're just dealing with two main clients right now and this is gonna be Pepsi and Starbucks and you can see here uh for Starbucks we have two projects that are ongoing there's AI minis for Starbucks which is a project initiative and then there's the social media management for Starbucks which is a project initiative and this is where you can organize your clientele and then if you do a deep dive into one of these if you look at Pepsi for example this is an example of a folder structure and you will see that you know when dealing with clients sometimes they're important to make sure that we're on brand when working with them especially in the public facing our social media way representing them so we have all their branding artifacts in this folder any contract or agreement that we signed this will hold both the master agreement as well as the statement of work for individual projects and then in the intake so any additional information that they want to provide that will be there and then of course the most important of them all invoices so this is going to be where we store the invoices and then we would track which ones are paid which ones are pending now if you go to Starbucks uh it gives you that same feeling right so you have that same structure and again you can standardize around these structures uh if you reach out if you need help with any of this you know this is something that we've done for many clients and we can definitely help you out as well and to get you organized and get you set up and with that you know we have scripts in place to where when you're creating a client channel for an example we can make sure that this is the default structure when you're creating a project for a particular client we can make sure that one your naming convention is is hold true and then for each project for example if you have a standard folder structure that each project must adhere to we can ensure that that's scripted in your you know is predictable in this exact and as you expect you know very consistent going away that's where I was looking for very consistent for all your members in the organization taking all of the guesswork and if something missing someone's going to be raising their hand to say why doesn't this have X because we use it the same way over here so and again this is something that you can grow into there's a couple things that I'm not going to make this video extremely long but there's a couple things that you also should consider one whether it's your archiving process so when you're done with this project how do you archive it what is the process of archiving and whether those documents need to be stored so archiving is one it works uh there's two main goals for archiving one you take it out of the view and access from the general organization and to make sure the documents are searchable for those who need to have access to it because sometimes we need to go into the archive to look at a contract or to look at a project or to look at a past budget to kind to get a sense of when we're doing a proposal for something new that's similar we can leverage a lot of that work that's all being done so archive your archiving process is key for that archiving also helps keep this clean right so if I'm switching over to Keelan for an example and looking at his Persona he should only be seeing the things that one he has access to into our active uh projects or even active clients because sometimes clients go doormat because you finish your project there's nothing else that's coming out of that relationship as of yet and you know they just part they're not part of the current cycle so having active clients uh very accessible easy you know ing you know I'm sorry um easy at the fingertips and then also having the active projects easy and uh at the Finger in at the fingertips sorry again tongue twisted here at the fingertips and keep making sure that people only have access to what they should be seeing and the only things that are active that they really need to be concerned with and that will keep this Microsoft team structure organize crisp and ready for productivity hopefully this was helpful if you have any questions feel free to reach out if you need to get in contact with us I'm going to link in the it's in the description on how to get in contact with us to schedule a free consultation meeting you'll see what your need help with and how can we help until the end I'll see you tomorrow