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Overview: Training for In-House Teams

Welcome to Workamajig!

Below is a brief review of each of the main structured training sessions for your Workamajig implementation. Each section contains additional content to help train your Staff. In the guides, you will see a notation of the Homework that will be assigned in each area. Embedded in the information, there will be links to more in-depth instructions, videos, practice tutorials, and sample import files; highlighted in blue text. Depending on your implementation, some of the individual sessions may not be appropriate. In this case, your session list will be adjusted.

For each session, we require that your entire Core Implementation Team be present. You are always welcome to bring in additional members of your staff, when appropriate to the training session. Your Core Implementation Team should consist of a person from each area of your business: Account Management, Project Management, and Group Management. We realize that many will wear multiple hats, and that is fine. Because Workamajig is an integrated system, the needs of each area will need to be taken into account for a successful implementation.

In order to ensure the effective use of your Implementation Team's time, prior to the call with your Workamajig Account Manager, your team should go through the Training Points contained in the Training guide being covered. This will include videos and written material to assist your team through a typical setup of the specific area of the Workamajig system.

Finally, remember the Workamajig Support Team is always here to help you all the way through your implementation, and beyond.

Contents

What To Expect

Typical Training Implementation

Elective Sessions

Extra Hours and Continuing Training

What To Expect

Recommended implementation time for Workamajig is 2-3 months. This allows you to complete the 5 basic training sessions, input your information, customize the system, test your workflow, deploy training, and Go Live.

Workamajig Training Sessions

These sessions are conducted over the phone using a browser based session. They are divided into 5 one-hour sessions typically spaced at least 3-4 days apart. The remainder of your training time is used as you would like. Those remaining training hours do not expire. Most will use them as Q&A sessions or to review specific parts of the system that you will be heavily utilizing.

Homework

After each training session, there will be "Homework" required to complete in order to proceed onto the next training session.

Since each client we train has unique requirements, please use our Implementation Checklists as the basis from which to create your own Internal Procedure Documentation.

As you complete homework and create internal documentation, feel free to pass along the information you have created to you account manager via support@workamajig.com for review.

Webinar

We use zoom.us as our webinar screen sharing tool for training and support needs. Feel free to download their desktop app from Zoom. However, there is no need to install the app if you are only going to view. In most cases, you will be given a direct link (i.e. https://zoom.us/my/"PresentersCode") to the meeting in your training confirmation email.

Consultants

Consultants are available for onsite training at an additional expense. They provide you with industry experience on how to set the system specifically to your needs. This option is useful for companies who prefer their training in a condensed time-frame and are able to learn at an accelerated rate.

For more info on our preferred list of Consultants, please visit: workamajig.com/getting-started

Preparation Overview

Proper preparation for your first training session and completion of your homework assignments thereafter is highly recommended. This will enable you and your core team to get the most out of each training session. Every Workamajig account includes unlimited email support. To contact your Account Manager, send an email to support@workamajig.com.

Phone support plans are also available at an additional expense.

Workamajig Administrators

Choose two or more people who will be the Workamajig experts within your organization, and who will act as the system’s Administrators. The role of the Administrator is to oversee the setup of your Workamajig database and to monitor its use. They are often the go-to person for initial troubleshooting, and the person(s) your staff will go through to contact Workamajig’s Technical Support.

Keep in mind that the Administrators are able to view the entire system including any financial and employee data that you enter.

During the setup period, we recommend that you setup each member of the Workamajig Implementation team as an Administrator. Once you are ready to Go Live, you can remove this setting and access will revert back to their designated security group settings.

Core Team

Choose your internal Implementation Team. This team consists of department heads, or key leaders from the various areas within your organization. Each contributes important perspectives to their area’s needs, and share in the initial data input or setting-up of the database. We recommended the following as your core team:

  • Account Executive/Account Manager
  • Traffic/Production Manager
  • Senior Manager

Each member of the Implementation Team should be in every training session. The Implementation Team will have a basic knowledge of all areas of Workamajig, with a higher expertise in their particular area. The training plan is geared towards providing your organization with the tools to create internal training guides and a knowledgeable core team of users that will be able to train current and new staff for their position in your organization.

Browsers

Make sure that you are running the latest version of the operating system and browser updates for the following supported browsers:

  • Chrome
  • Firefox
  • Safari
  • Edge

Typical Training Implementation

Print Homework Assignments

Discovery

During this 30-60 minute call we want to get to know you. We will discuss your needs, expectations, and goals for implementing Workamajig. Based on the information you provide, we will establish your training plan. We will also find out who will be on your Workamajig Implementation Team, and discuss what that means with our 'Train the Trainer' concept. Prior to the session, the team will want to review the Project Intake Guide for a better understanding of how Workamajig is designed to assist your company's project management needs.

Prior to this call, we ask that you send us any relevant files for review, such as schedules or timelines of your current projects. Any forms or reports you are used to having, such as project status reports, or project request forms, etc.

Why is this important? This session is designed as a “get to know you” meeting. It is a time to define the goals and expectations of your teams implementation of Workamajig. Your Account Manager will be asking you questions related to your current workflows and your wants and needs for Workamajig. This also helps to set the path that will be taken for future trainings.

Attendees: Core Workamajig Implementation Team: This usually means at least one person from each area of expertise. Accounting, Sales, Project Management, and Production.

Homework: Provide a Client Invoice, a Project Estimate, and a typical project schedule for each project type your agency performs.

Est Homework Time: 1 hr

Initial Setup

In this session we will talk about how to navigate in the system, add Meetings to the Calendar, sync with other calendars, and enter or import your Companies (Clients and Vendors), Contacts, and Employees.

Why is this Important? Defining default settings to be used in each area of the system allow your agency to create a consistent flow of information into the system. Entering project information, client, vendors, billing, purchasing, and other system items in a predetermined way allows for better tracking and reporting of your client and agency health.

Attendees: Core Implementation Team.

Homework: Setup employee records, setup Client/Vendor Company records, setup Contacts, and setup Calendar: add company holidays. Have IT setup a new mailbox to be used for project collaboration.

Est Homework Time: Administrator=2 hrs; Senior Manager=2 hrs

Total Homework Time: 4 hrs

Homework Assignments Checklist:

  • Add Employee Information
    • First name/Last name
    • E-mail address
    • Timezone
    • Security Group
    • Time Approver
    • Expense Approver
  • Import or enter Clients, Vendor,s and Contacts
  • Input All Company holidays in the calendar

Create Project Templates

This should be attended by everyone on the implementation team. Templates allows you to speed up project creation, standardize across project types, and increase reporting efficiency. In this session, we will talk about the use of Templates and how to create them. This includes a project schedule and the estimation of labor and expense items.

Why is this important? Setting up templates will allow your agency to define a major portion of your workflow for the services you provide to your clients. By defining the roles to be used, timing and connection between each milestone will decrease time spent in getting the project setup and going.

Note: Please make sure you have sent project schedules of your typical project types to your Workamajig Account Manger prior to the session.

Attendees: Core Implementation Team, Project/Account Managers.

Homework: Setup templates for typical project types.

Est Homework Time: Project/Account Manager=4 hrs

Total Homework Time: 4 hrs

Homework Assignments Checklist:

  • Define Project Type
    • Confirm GL Tracking Options
  • Create Template Schedules
    • Major Milestones >>Detail Milestones
    • Set Task Duration and Predecessors
    • Set Preferred Roles
  • Create Template Estimate

Project Requests

This session will included Spec Sheet Creation, Project Request Form Creation, and setting up a Client Portal Setup.

Why is this important? Communication is key to a successful completion of a project. By directing your users where to post these messages, Conversations, Deliverables,To Dos, etc. will then ensure important details are not missed. THis training will help guide you on the features available and determine which ones to use for maximum benefit.

Attendees: Core Implementation Team, Project/Account Manager.

Homework: Create Request Forms and setup client portal.

Est Homework Time: Account Manager: 3 hrs

Total Homework Time: 3 hrs

Homework Assignments Checklist:

  • Create Project Request Form
    • Approval Routing
    • Attach Spec Sheets
    • Set Security Group
  • Create Client Portal
    • Setup Desktop
    • Setup Client Login

Project Intake

We will take what was learned from the Project Template and Project Request trainings to create a New Project. This new project will be based on a template created by your team and then continue the intake process from an approved request. Next, we will create and approve a project estimate/budget, perform initial Traffic duties, such as the assigning of people, and last we will activate the project, and send out the first task assignment notifications.

Why is this important? This session will highlight The Workamajig Way - the way to enter projects, estimates and assignments in to Workamajig with minimum effort, but maximum results. We will walk through the process of creating a project by copying from a template, creating an estimate based on the schedule and assignments, setting up the project team, and assigning users to tasks on the project.

Attendees: Core Implementation Team, Project/Account Managers, Traffic.

Homework: Create new project, follow workflow of project startup, and review traffic screens based upon the project created.

Est Homework Time: Project/Account Manager=1 hr; Traffic=3 hrs

Total Homework Time: 4 hrs

Homework Assignments Checklist:

  • Create Project
    • Confirm Project Setup settings
    • Add Team - Confirm Default Role
    • Confirm Project Schedule
    • Confirm Project Estimate
  • Edit Project Estimate
    • Adjust Hours per Task and Role
    • Adjust known Expenses
    • Push changes to Schedule

Time and Traffic

We will discuss how users can enter time into the system, based on the project task assignments created prior, show users how to customize the interface further for time entry, and how to manage it for all users. From there we will discuss the Traffic functionality within Workamajig, and how it will help you stay in touch with project status, assigned tasks, resource load, and maintaining schedules.

Why is this important? By taking what you have applied up to this point, you can then take full advantage of all the Traffic/Resourcing features that Workamajig has to offer. Such as forecasting your future assigned workload. Now “assigned” doesn't necessarily mean people, it can also mean a Service that has yet to be assigned to a person. And you can assess what everyone is working on at any given time, adjust priorities, assign/reassign work. So regardless of workflow style, there are ways to handle different needs, be it Waterfall, Agile, Due Date Focused, or even a combination of styles. In Workamajig, there is a way to handle it.

Attendees: Core Implementation Team, Project/Account Managers, Traffic.

Homework: Create new project, follow workflow of project startup, and review traffic screens based upon the project created.

Est Homework Time: Project/Account Manager=1 hr; Traffic=3 hrs

Total Homework Time: 4 hrs

Homework Assignments Checklist:

  • Traffic
    • Confirm Person and Role pushed correctly
    • Reassign Staff
    • Change Project Status & Send Notifications
    • Review Staff Schedule, Assignment Review, & Traffic Calendar

Collaboration

In this session, you will look at the various ways to communicate with the project team. Areas covered will be Calendar, Diary, To Dos, Project Files, and Deliverables.

Why is this important? Communication is key to a successful completion of a project. By directing your users where to post these messages, Conversations, Deliverables,To Dos, etc. will then ensure important details are not missed. THis training will help guide you on the features available and determine which ones to use for maximum benefit.

Attendees: Core Implementation Team, Project/Account Managers, Traffic, and Production Team (optional).

Homework: Practice creating and using the various collaboration tools. Ensure "collaboration" mailbox is setup.

Est Homework Time: IT=30 min; Core Team=2 hrs

Total Homework Time: 2.5 hrs

Homework Assignment Checklist:

  • Setup Collaboration Mailbox
    • Create Mailbox
    • Setup via Admin
  • Practice Create and Respond
    • Diary
    • To-Do
    • Project File
    • Deliverable

Go Live

The Go Live meetings are to ensure that you and your team are ready to be fully working in Workamajig.

Why is this important? A pre-flight check to go over any questions or clarifications will ensure a successful deployment of Workamajig. This also includes a Post Go-Live call to catch any issues arising from the go-live and make fine tune adjustments as your entire team moves forward with Workamajig.

Pre-Go Live:  This is a general review to go through your entire Workamajig workflow, from project intake to looking at financial statements. We will also confirm any changes in the "Go-Live" date set by your team during our discovery call. This is scheduled 1-2 weeks prior to your Go-Live date.

Post Go-Live: This is a general check-in and Q&A session to see how the implementation is going and to troubleshoot any hiccups you may have encountered. Scheduled 1-3 weeks after Go-Live date.

Attendees: Core Implementation Team, all Team members.

Print Homework Assignments

Elective Sessions

Expenses

This session revolves around the general staff and projects managers that are entering expenses towards a project. We will look at the various methods for entering expenses against a project. These will include Staff Expense Reports, Misc. Costs, Credit Cards, Orders, and Vendor Invoices.

Chargebacks/Billing

During the Chargebacks/Billing Training, we will want to go through your current process, and provide a workflow that will help you accomplish this goal. Our billing processes are designed to seamlessly handle the billing of time and materials to your clients, and provide reporting or invoicing that can then be handed off to the appropriate department within your company.

Why is this important? In-house creative departments may need to chargeback to various departments’ budgets for the completion of their creative work. By establishing project budgets, tracking actuals, and charging back for the deliverables, it allows more transparent timeline and cost management between the creative department and their associates requesting the deliverable.

Tracking/Reporting

If doing Chargebacks, we will want to schedule an Accounting/Tracking overview call. We will discuss how the system tracks transactions, and how to generate reports on this data.

CRM

Typically this is not needed for MarComs, however, if you want to learn how to enter and manage new leads and/or opportunities in the system, we do offer a CRM training. It will cover Lead tracking for new business Opportunities, Estimating Opportunities, and Converting awarded Opportunities into New Projects. We will also talk about the Email Marketing features.

Media

If you do Media, we will need to know if you are syncing with Strata. If so, we will need to know so that we can help you learn how to setup your Workamajig to Sync your orders for billing. If not, we can show you how to do all your Media orders, billing, and trafficking in Workamajig.

Custom Reports

Once you are through the majority of your training and now you are wanting to pull specific data from the system into a report of your design. We can then have a session to review the custom reporting features available within Workamajig. Typically we will start with a report that you have in mind, and we will go through the steps together of creating a live example to train with. This should give you the skills to create your own reports from then on.

Q&A

During the course of training and through the life of the project, questions may arise. We find it best in this situation to schedule a session and cover a list of pre-defined questions.

Extra Hours and Continuing Training

Most will have remaining training hours. These are for your team to use to review other project functions, dive deeper into traffic and scheduling, or to review other areas of the system.

Workamajig is always striving to better our product. With enhanced features and new updates, we are constantly evolving, and that means change. If we introduce a new feature in the system, we always offer free training to get you up to speed on what it is for, how it is designed to work, and how it can work for you. We introduce all new features via "Labs". This provides your team a chance to evaluate, provide feedback, and train your team on the feature. Try it, give us feedback, and let us know if we can make it better before we incorporate it into a general release. Your feedback and suggestions are what help make Workamajig better each year.

Schedule Training

To setup your training session with Workamajig, please email training@workamajig.com. In general, initial training sessions will be setup about 1 week in advance. We know that things come up and fires need to be put out, however, your success using Workamajig is dependent on your participation.

Training and Product Support Questions

Training, homework, and implementation questions always arise. We want you to be successful, so don't hesitate to contact your Account Manager to help you through those bumps in the road. The best way to contact us is via email at support@workamajig.com. To give you the most efficient support, it is very helpful if you include some details (invoice number, project number, screen shot, or a brief scenario) when you send in an email.

Thank you for choosing Workamajig! We look forward to getting started.

Can't find an answer?

Email us
support@workamajig.com

Product and Technical Support
(800) 203-7684 x4

Customer Satisfaction
(800) 203-7684 x8

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