Designing Our Firm's Engine Room: Operations Overview
Designing Our Firm's Engine Room: Operations Overview
Hey guys,
This section is where we design the core internal systems that power V L Decruz & Co. Think of it as building the efficient 'engine room' that supports our client work and makes our daily lives easier. These systems cover everything from how a client file moves through the firm to how we manage finances and technology.
Purpose of This Section:
- To collaboratively design standardized, efficient internal processes.
- To define how we manage information, finances, administration, and technology.
- To create systems that reduce errors, save time, and support our team.
- To ensure our internal operations effectively deliver the Ideal Client Journey.
How We'll Use This Section:
- Define Ideal Systems: Use the notes below (
40.1to40.6) to brainstorm and outline the ideal structure and workflow for each operational area. - Discuss & Refine: Share ideas, challenge assumptions, and agree on the best approach for us in the linked Discord channels.
- Document Designs: Finalize the agreed system designs and processes within each note. These become our internal SOPs.
Navigating Our Operations Design
Use this table to jump to the design area for each core system:
| Note # | Focus Area | What We're Designing Here | Key Contributors |
|---|---|---|---|
| 40.1 | Client Intake System | The process from initial contact qualifying to formally opening a file. | All |
| 40.2 | Knowledge & File Mgmt | How we organize digital/physical files, emails, notes; naming conventions. | Yi Xie, Leon, All |
| 40.3 | Financial Workflows | Time recording, billing, collections, client account management procedures. | All |
| 40.4 | Office Admin System | Procedures for mail, supplies, scheduling, vendor management, office upkeep. | Leon, All |
| 40.5 | Technology Use Guide | How we use core software/hardware; security protocols; data backup; IT support process. | Yi Xie, All |
| 40.6 | People & Culture | Framework for hiring, onboarding, training, reviews (Future Focus). | All |
➡️ General discussion about Operations Design or cross-system issues can happen in Discord: #[Link to Channel #40-Q-operations-design-discussions]
Building robust, efficient internal systems is key to reducing stress and scaling effectively. Let's design systems that truly support us!