When an opportunity is ending, it is important to have a tight grasp on the Work Tickets in the opportunity. This ensures the client is receiving all promised services and it helps manage cash flow. Ideally, this is not an issue if daily work ticket management is engrained in your standards. But things happen! Here are two lists we highly encourage Aspire User companies to utilize.
Opportunity Ending This Month, Work Ticket Scheduled After This Month
This list contains any upcoming work tickets that are scheduled outside of the contract end date. This allows Operations or Account Managers to foresee mis-scheduled work tickets and adjust. Ideally, this would look like rescheduling the tickets within the contractual dates. This list should be managed weekly to ensure consistent verification of these tickets. Although it would appear this could be managed monthly, it is best to have your eyes on it weekly to make sure no surprises pop up.
To create this list, we suggest filtering your WT list following the screenshot to the right. The Schedule Start Date filter is set to as greater than the last day of the current month. (This means the filter settings need to be manually updated at the beginning of every month). In the below example, the agreements ending this month (last day of the month) coincide with the scheduled start date of greater than the same date.
Opportunity Ended, Not Complete
This list contains any work tickets that were not completed within the opportunity contract date, and the opportunity has ended. Unfortunately, there is no solution once tickets hit this list. However, it is a reminder to get the tickets scheduled and work completed as soon as possible. This list should also be managed weekly to maximize its effect. The screenshot here shows how to set up this list’s filter settings.
With these two lists created and managed regularly, the goal is that no work ticket is missed, and opportunities are completed within the contract dates. As mentioned earlier, this will ensure clients are receiving their promised work. While this is important to all clients, it is especially important if the client is canceling services. One way to keep the door open to an exiting client is to do your due diligence through the end.
Another important factor is cash flow. When work is done outside of the contact period, that means you are paying employees in a month that you are not receiving the revenue in. This can cause issues and the best way to avoid it is to complete work within the opportunity contact dates.Once the lists are created, a great way to ensure they are managed regularly is to create dials for these lists. We suggest these and several other dials be made specific to each role. Tasks can be created to review these dials within a role-specific Weekly Checklist. If you are curious about what other dials we suggest and how we can help implement weekly role-specific checklists, feel free to schedule a consultation!
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