This document is a lightweight supplement to the . The purpose is to make it easy for team members to know where they might categorize their work using Cantilever’s Harvest setup for some of the more nuanced activities we conduct.Harvest Setup: Common Projects and Tasks
| Activity | Harvest Project + Task | Note | Decision from 12/20 mtg |
|---|---|---|---|
participating in a sprint ritual meeting (PM planning, Dev Review, Kick-off) | "Company and Culture" → "Non-Client Meetings and Communication" | ||
Communication/meetings with a potential client | "Company and Culture" -> Business Development | ||
Internal client update in Asana | ClientX Planned Maintenance > Setup & Coordination | Weekly reports are mostly a review of work that has already been approved, and so falls under Planned Maintenance (not core retainer). | |
Client Weekly Email Update | ClientX Planned Maintenance > Setup & Coordination | I usually put into setup & coordination unless the email is around new/unclarified work in which case I put into Consultation & Triage. Note that some of our SOWs say this is included in Core Retainer; we need to make that consistent. | Weekly reports are mostly a review of work that has already been approved, and so falls under Planned Maintenance (not core retainer). |
Client Weekly Standups | Assuming that this is about work that is already approved (not new/unclarified work), do what the SOW says. The SOW should define the frequency of meetings included in the core retainer, which will depend on the size of the Core Retainer. If your project’s SOW defines the C.R. to include weekly standups, then these meeting are logged under core retainer. If the Core Retainer does not include the meeting that you are doing, it is a Planned Maintenance meeting.
Further question: Are we talking about internal meetings or meetings with the client? | ||
Reviewing notion for new Cantilever procedures/practices | Depends what it is for and why you are reviewing it | did not discuss in meeting on 12/20 | |
Invoicing clients | Core Retainer -> Paperwork & Invoicing | Each client project should now have a “paperwork & invoicing” task within the planned maintenance project. This category is non-billable; clients do not pay for paperwork & invoicing. | |
Writing SOW document | Core Retainer -> Paperwork & Invoicing | Each client project should now have a “paperwork & invoicing” task within the planned maintenance project. This category is non-billable; clients do not pay for paperwork & invoicing. | |
Writing up documentation about Cantilever policies and procedures | Company & Culture > Continuous Improvement | ||
Setup local development environment | Development > Implementation | We’ve made improvements in, and standardized, the process of setting up a new local dev environment. This should ideally not take more than a 30 mins, and definitely not more than an hour, and this would be billable under Development > Implementation. However, if something goes wrong and the local setup takes longer, this is not the client’s problem and we would not bill for this in this case. question remains: how would we bill it when the time spent goes into the excessive range??? It would be non-billable, and the only 2 categories we have in client projects that are non-billable are paperwork/invoicing and pending categorization. | |