Objectives - FV_OC Training (1) PDF

4-Week Training Plan: Process Mapping and CRM Optimization Week 1: Foundations of Filevine and CRM Basics Introduction: Understanding CRM as a Solution Scenario: Departments often face challenges such as inconsistent documentation, missing deadlines, and unclear workflows. This week starts by ide...

4-Week Training Plan: Process Mapping and CRM Optimization Week 1: Foundations of Filevine and CRM Basics Introduction: Understanding CRM as a Solution Scenario: Departments often face challenges such as inconsistent documentation, missing deadlines, and unclear workflows. This week starts by identifying inefficiencies and demonstrating how Filevine can streamline processes through triggers, trackers, and centralized data storage. Objective: Learn Filevine basics, including navigation and setup. Identify key process components: triggers, trackers, storage, and reporting. Begin applying Filevine to departmental needs. Topics Covered: 1. What is Filevine? ○ Overview of Filevine as a CRM tool. ○ Benefits for process management across departments. 2. Main Process Components: ○ Triggers: Events that initiate workflows (e.g., client onboarding, task creation). ○ Trackers: Monitoring progress and completion (e.g., lead status, expense tracking). ○ Data Storage: Organizing and retrieving documents, financial data, or campaign details. ○ Reporting: Analyzing performance to identify efficiencies and bottlenecks. 3. Example Scenario: ○ Walkthrough of a process (e.g., medical record requests) broken into components. Assignments: 1. Navigate the Filevine interface, exploring Projects, Tasks, and Reports. 2. Identify a department-specific process and break it down into its components. 3. Create a basic project in Filevine (e.g., "Marketing Campaign Setup," "Client Intake," or "Budget Tracker"). Week 2: Advanced Filevine Utilization and Hands-On Testing Introduction: Practice and Experimentation This week focuses on applying knowledge from Week 1, testing workflows, and refining processes through trial and error. Objective: Build, test, and refine workflows in Filevine. Collaborate to simulate real-world scenarios. Learn to use advanced features, including notifications, automations, and custom reports. Topics Covered: 1. Workflow Building and Testing: ○ Creating workflows tailored to departmental needs. ○ Adding custom fields, triggers, and trackers. ○ Simulating real-world scenarios and adjusting workflows. 2. Advanced Reporting and Metrics: ○ Generating and analyzing performance data. ○ Using reports to improve task delegation and process efficiency. 3. Filevine Features in Depth: ○ Automations: Notifications, task assignments, and follow-ups. ○ Integrations: Document management, financial tools, and client communication platforms. Assignments: 1. Build a detailed workflow for a specific process in your department. 2. Test the workflow with teammates, simulating real scenarios. 3. Refine the process based on test results and create a report analyzing workflow efficiency. Week 3: Data Management, Analysis, and Office Matrix Distribution Introduction: Leveraging Data for Decision-Making Understanding data and collaboration is key to improving workflows. This week emphasizes centralized data management, performance analysis, and how a matrix distribution system can enhance collaboration. Objective: Learn how to store, manage, and analyze data in Filevine.  Understand matrix distribution for task and resource allocation. Utilize reporting tools to measure and improve performance. Topics Covered: 1. Data Management in Filevine: ○ Centralized data storage for documents, financial records, and task logs. ○ Best practices for organizing and retrieving data. 2. Matrix Distribution: ○ How tasks and responsibilities are distributed across departments. ○ Benefits: resource sharing, cross-functional collaboration, and accountability. 3. Advanced Reporting: ○ Generating reports to analyze workflows. ○ Identifying inefficiencies and measuring performance. Assignments: 1. Create and analyze a report for a specific process (e.g., campaign success, financial accuracy, or document requests). 2. Design an example matrix structure for cross-departmental collaboration. 3. Discuss how data management and matrix distribution can improve team efficiency. Week 4: Value Stream Mapping and Process Optimization Introduction: Streamlining Processes for Maximum Efficiency This week focuses on using value stream mapping to identify inefficiencies and optimize workflows. Trainees will integrate their learning into a comprehensive process design. Objective: Apply value stream mapping to optimize workflows. Combine triggers, trackers, data, and reporting for end-to-end process improvement. Explore Filevine’s automation and integration capabilities. Topics Covered: 1. Value Stream Mapping: ○ Identifying value-adding vs. non-value-adding activities. ○ Visualizing workflows to highlight inefficiencies. 2. Process Optimization: ○ Streamlining workflows based on mapping results. ○ Incorporating automations and integrations to enhance productivity. 3. Comprehensive Process Design:  ○ Bringing all elements together: triggers, trackers, data management, and reporting. Assignments: 1. Develop a value stream map for a department-specific workflow. 2. Optimize the workflow by incorporating automations and triggers. 3. Present a process improvement proposal for a chosen department, supported by value stream mapping and Filevine features. Key Takeaways After 4 Weeks: 1. Filevine Proficiency: ○ Confident navigation of Filevine and its features. 2. Process Design Expertise: ○ Ability to identify and create workflows tailored to various departments. 3. Performance Analysis: ○ Using data and reports to measure success and address inefficiencies. 4. Collaboration and Optimization: ○ Enhancing team efficiency through matrix distribution and value stream mapping.