—— 00 README/00 Orientation File.md ——§
Solo-Team OS – Operator Orientation (v 0.3 · 2025-05-15)§
Bookmark or print – every link opens the deeper guide.
1 · Why this OS exists – mission & payoff§
Ship client value every day, solo. The stack turns ideas → Trello cards / Ops-Sheet rows → timed work → proof → weekly pay-outs, so managers stay out of your way and you get paid on time.
2 · The 8-Subsystem Map§
Work-Intake & Prioritisation
(Personal board Q1/Q2/Q3 ⇄ Ops board & Sheet)
│
┌───────────────┬────────┴────────┬───────────────┐
│ │ │ │
Time-Tracking Daily Close-out Meeting Sync Knowledge Query
& Proof & Hygiene Report & Action Cap & Self-Learning
│ │ │ │
└───────────────┴───────┬─────────┴───────────────┘
│
Weekly / Monthly Rituals & Invoicing
│
▼
Gap-Fix & Continuous-Improvement (Kaizen loop)
│
▼
IT-Security & Compliance (devices + focus zone)
3 · Your Daily Rhythm (Mon-Fri)§
| Local time | Action | Key SOP |
|---|---|---|
| 09 : 00 | Open Personal board → work cards in Q1 Doing (≤ 3) | SOP-1 Daily Work-Cycle |
| Work blocks | Loop Q1 ⇄ Ops cards & Ops-Sheet rows | SOP-1 |
| Any time | Blocked > 15 min? label 🔴 & /alert |
SOP-5 Blocker Escalation |
| 16 : 45 | Stop timers → export Clockify CSV + Insightful PNG | TT-SOP-2 Evidence Export |
| 17 : 00 | Inbox-Zero triage → set Q1 To Do ≤ 3 for tomorrow | SOP-1 |
| 17 : 05 | Compose Daily Digest (W↑ C↓ T→ M) & send | DC-SOP-2 Digest |
| Evening | Chase ✅ if manager hasn’t reacted | DC-SOP-2 |
4 · Non-negotiables / SLAs§
| Rule | Metric |
|---|---|
| Q1 Doing ≤ 3 at all times | Hard cap |
| Inbox-Zero before clock-out | 100 % weekdays |
| Daily Digest sent by 17 : 30 | No next-day work if missing |
| Manager reacts ✅/❌ ≤ 24 h | Operator pings until done |
| 🔴 Blocker escalated ≤ 15 min | Label + Telegram /alert |
| 100 % minutes logged & linked | Unlinked < 3 % / week |
5 · Where to find things fast§
| Need | Location / Command |
|---|---|
| Live SOPs (Markdown) | Drive 01-SYSTEMS › 01-SOPs-&-Playbooks or GitHub solo-team-sops |
| Ask the bot | GPT chat Solo-Team Coach → /help |
| Weekly metrics & invoice templates | Drive 02-OPERATIONS › Reports_Archive |
6 · Quick-Start Checklist (Day 1)§
- Go to START HERE File to get started!
(Save as PDF → Drive 04-OPERATORS-INDEX › Orientation and pin the link in every Telegram welcome message.)
—— 00 README/00 START HERE.md ——§
Solo-Team OS – Operator “START-HERE” Orientation§
v 0.4 · 2025-05-15 · read me first, follow me step by step
⏳ Flex-pace principle The clock times below are guidelines, not a stopwatch. Finish each milestone in order, communicate delays early, and don’t start paid production work until Day-0 tasks are approved ✅.
1 · Purpose of this mini-boot-camp§
By the end of Day 2 you will have
- a hardened laptop + distraction-free work zone
- your Personal Trello board live and linked to the shared Ops board & Ops-Sheet
- run one full Daily Work-Cycle (timer → proof → digest)
- delivered a Day-2 Orientation Packet that proves you can fly solo
When that packet is approved ✅ you switch to real production work.
2 · Your suggested two-day boot-camp§
| Day & ETA | What you do | Main SOPs you follow | Clockify hint |
|---|---|---|---|
| Day-0 AM (~2 h) |
Lock down your laptop 1. Follow SEC-SOP-1 (Device Provisioning & Hardening). 2. As soon as you create the new work OS account, install Telegram Desktop so we can help if you’re stuck. 3. Take two screenshots: ▪ Encryption ON ▪ Insightful “green” icon. 4. Create Trello card “Day-0 Device Checklist” on the Security board, attach the screenshots, move to Waiting for Approval, ping /manager. |
SEC-SOP-1 | Log each checklist step as its own Clockify entry – description = SEC-SOP-1 · Step X |
| Day-0 PM (~1 h) |
Set up work-zone & phone Focus Mode Follow SEC-SOP-2 (Work-Environment & Communication Compliance): ▪ clear desk, good light, chair at elbow height. ▪ install Gmail, Google Calendar, Drive, Telegram on phone. ▪ create Focus Mode Work allowing only those four apps (manual ON / OFF or auto-schedule 1 h before your usual start). ▪ selfie of desk + phone Focus screen → Trello card “Work-Zone Checklist” ➜ Waiting for Approval. |
SEC-SOP-2 | Clockify project = “SEC-SOP-2” |
| Day-1 (normal 6 h) |
Run your first production loop 1. Copy OP-Board Template → rename OP-<YourName> in Operators workspace.2. Create your first three practice cards: ▪ “Read Daily Work-Cycle SOP” ▪ “Pull sample Ops card” (copy any Ready ⏳ card) ▪ “Edit sample row in Ops-Sheet”. 3. Drag the first card to Q1 Doing and start the Clockify timer (project “Training”). 4. Join 7-min blockers huddle (link in card). 5. Work through the three cards + label one fake 🔴 blocker and clear it. 6. 16 : 45 export Clockify CSV + Insightful PNG → run TT-SOP-2 Evidence Export. 7. 17 : 05 compose and send your first Daily Digest (W↑ C↓ T→ M, attach evidence). |
SOP-1 / TT-SOP-2 / DC-SOP-2 | Each card = one Clockify entry (description holds Trello URL). |
| Day-2 AM (~3 h) |
Self-audit & orientation packet 1. In GPT chat type /checklist daily-digest and score your Digest.2. Fix any ❌ and resend the updated Digest in the same Telegram thread. 3. Use /drill Daily Work-Cycle until you score 100 %.4. Zip: ▪ Approved Digest ▪ DailyReport row link (yesterday) ▪ The two approved Waiting for Approval cards. Attach zip to Trello “Day-2 Orientation Packet” card → Waiting for Approval and ping /manager. |
KQ-SOP-1 / DC-SOP-2 | Clockify: project “Orientation-Audit”, one entry for the packet. |
Pass criteria: manager taps ✅ on Day-0 Device, Work-Zone, and Day-2 Packet cards.
3 · Non-negotiables / SLAs (start following them today)§
| Rule | Metric |
|---|---|
| Q1 Doing ≤ 3 cards | hard cap |
| Inbox-Zero before clock-out | 100 % weekdays |
| Daily Digest sent by 17 : 30 | no next-day work if missing |
| Manager reacts ✅/❌ ≤ 24 h | operator pings until done |
| 🔴 Blocker escalated ≤ 15 min | label + /alert |
| 100 % minutes logged & linked | unlinked < 3 % / week |
4 · Quick link sheet§
| Need | Where / How |
|---|---|
| Markdown SOPs | Drive 01-SYSTEMS › 01-SOPs-&-Playbooks or GitHub solo-team-sops |
| Ask the bot | GPT chat Solo-Team Coach → /help |
| Clockify project list | Trello card “Training – Project IDs” in your OP board |
| Weekly metrics templates | Drive 02-OPERATIONS › Reports_Archive |
| System map graphic | 01-SYSTEMS › 04-Reference-Maps › System_Map.png |
5 · Need help while setting up?§
- Run
/mapor/find <keyword>in the bot. - Check Self-Help Checklist (KQ-SOP-3).
- Still blocked? Tag
🔴Knowledge-Gapin #systems-kitchen Telegram.
(Save this document as START-HERE.pdf, upload to Drive 04-OPERATORS-INDEX › Orientation, and drop the link in the meeting chat.)
—— 00 README/00 System: Personal Management Architecture.md ——§
DraftSOP · System · 2025-05-14-r7§
Target System — Personal Management OS for Freelancers**
(supersedes r6; only deltas explained in the changelog at the end)
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Deliver a self-service operating system that lets every freelancer: • plan & execute work (Q1 → Q2 → Q3 ⇄ Ops board/Sheet) without gates; • log auditable time & screen proof; • ship Daily/Weekly evidence & invoices on time — using Trello, Clockify, Insightful, Google Workspace, Telegram, and a compact GPT-prompt set. |
| Map / Flow | 1️⃣ Work-Intake & Prioritisation (personal board Q1/Q2/Q3, Ops board, Ops Sheet) 2️⃣ Time-Tracking & Proof (Clockify + Insightful) 3️⃣ Daily Close-out & Hygiene Report (17 : 00 triage → Telegram Digest) 4️⃣ Weekly / Monthly Rituals & Invoicing 5️⃣ Meeting Sync & Action Capture 6️⃣ Knowledge Query & Self-Learning 7️⃣ Gap-Fix & Continuous Improvement \${DIAGRAM: System Context – seven subsystems and their data hand-offs} |
| Roles | Freelancer Operator · Ops Manager · Systems-Ops Lead · People-Ops Lead · Finance Admin · GPT Assistant |
| RACI Snapshot | R Operator · A Manager · C Sys-Ops & People-Ops Leads · I Finance Admin & GPT |
| KPIs | 100 % worked minutes linked & approved ≤ 24 h · Q1 Doing ≤ 3 cards 100 % · ≥ 80 % Q1 closed same day · Daily Hygiene approved ≤ 12 h · Meeting action capture 100 % · ≥ 70 % self-resolved knowledge queries |
| Tools | Trello boards (personal & ops) · Clockify · Insightful · Google Drive / Meet / Sheets · Telegram · GPT prompt set |
| Risks (ISO 31000) | SLA miss · Tool outage · Data-privacy breach · Ops tasks left un-copied · Evening triage skipped → chaos · Invoice discrepancy · Burn-out undetected |
| Open Questions | Should missed Daily Hygiene auto-alert the manager bot? |
| Next Action | Finish external SOPs for the other six subsystems; raise maturity to 3 after peer review. |
Subsystem Index (rev-bumped where needed)§
| # | Subsystem | Doc / Status | Key change since r6 |
|---|---|---|---|
| 1 | Work-Intake & Prioritisation | v1.0.1 (gDoc) – DraftSOP r13 | AM execute Q1 ⇄ Ops, PM Inbox-Zero triage; “Row-based task” procedure removed (work rows in Sheet directly). |
| 2 | Time-Tracking & Proof | v1.0.0 – no change | — |
| 3 | Daily Close-out & Hygiene Report | v1.0.0 – no change | — |
| 4 | Weekly / Monthly Rituals & Invoicing | v1.0.0 – no change | — |
| 5 | Meeting Sync & Action Capture | v1.0.0 – no change | — |
| 6 | Knowledge Query & Self-Learning | v1.0.0 – no change | — |
| 7 | Gap-Fix & Continuous Improvement | v1.0.0 – no change | — |
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-14-r7",
"system_level": "System",
"lifecycle_state": "In design",
"target_name": "Personal Management OS for Freelancers",
"parent_name": "ACME Global Operations",
"owner_role": "Systems Operations Lead",
"last_updated": "2025-05-14T18:45:00Z",
"maturity_level": 2,
"overview": {
"purpose": "Enable freelancers to self-manage work execution, time logging, reporting and compliance across the Solo-Team stack.",
"flow": [
"Work Intake & Prioritisation (personal board Q1/Q2/Q3, Ops board/Sheet)",
"Time Tracking & Proof",
"Daily Close-out & Hygiene Report",
"Weekly / Monthly Rituals & Invoicing",
"Meeting Sync & Action Capture",
"Knowledge Query & Self-Learning",
"Gap Fix & Continuous Improvement"
],
"roles": [
"Freelancer Operator",
"Ops Manager",
"Systems-Ops Lead",
"People-Ops Lead",
"Finance Admin",
"GPT Assistant"
],
"kpis": [
"100% worked minutes linked & approved within 24h",
"Q1 Doing ≤3 cards at all times",
"≥80% Q1 cards closed same day",
"Daily Hygiene cards approved by 12:00 next day (100%)",
"Meeting action item capture rate 100%",
"Self-resolved knowledge queries ≥70%"
],
"tools": [
"Trello (personal & ops boards)",
"Clockify",
"Insightful",
"Google Drive & Meet",
"Google Sheets KPI dashboard",
"Telegram channels",
"GPT prompt set"
],
"risks": [
"Process deviation or missed SLA",
"Tool outage or integration failure",
"Data privacy / GDPR breach",
"Ops tasks left un-copied to personal board",
"Evening triage skipped causes morning chaos",
"Invoice discrepancies",
"Burnout & wellbeing decline",
"Device-security non-compliance"
],
"controls": [
"Day-0 Device-Security Checklist",
"Monthly access audit",
"GPT digest prompt masks PII"
]
},
"children": [
{
"version_id": "2025-05-14-r13",
"system_level": "Subsystem",
"target_name": "Work Intake & Prioritisation",
"parent_name": "Personal Management OS for Freelancers",
"overview": {
"purpose": "AM execute Q1 & Ops tasks; 17:00 Inbox-Zero triage and Daily Hygiene evidence."
},
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-01_Work-Intake_v1.0.1.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Time Tracking & Proof",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Capture auditable time logs and screen evidence for every task." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v1.0.0.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Daily Close-out & Hygiene Report",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Generate a daily digest managers can approve within 24 h." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-03_Daily-Hygiene_v1.0.0.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Weekly / Monthly Rituals & Invoicing",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Surface performance trends and create invoice-ready evidence." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Rituals-Invoicing_v1.0.0.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Meeting Sync & Action Capture",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Record daily blockers and create actionable Trello cards from Meet notes." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-05_Meeting-Sync_v1.0.0.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Knowledge Query & Self-Learning",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Let operators resolve information gaps quickly and keep SOPs current." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-06_Knowledge-Query_v1.0.0.gdoc",
"children": []
},
{
"version_id": "2025-05-14-r6",
"system_level": "Subsystem",
"target_name": "Gap Fix & Continuous Improvement",
"parent_name": "Personal Management OS for Freelancers",
"overview": { "purpose": "Embed a loop where operators patch SOP gaps and log fixes for review." },
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-07_Gap-Fix_v1.0.0.gdoc",
"children": []
}
]
}
Changelog (r6 → r7)§
| Area | Change | Reason |
|---|---|---|
| Work-Intake & Prioritisation | Purpose & flow updated; “Row-based task” procedure removed; doc rev bumped to v1.0.1. | Align with new AM-execute / PM-triage model and Sheet-in-place rule. |
| KPIs | Replaced “Inbox-Zero by 09:30” with “Inbox-Zero before clock-out”; added live Q1 WIP cap. | Matches revised daily cadence. |
| Risks | Added “Ops tasks left un-copied”, “Evening triage skipped”. | Reflect updated failure modes. |
| System diagram placeholder left intact | No structural change to 7-subsystem map. | — |
✅ Result: the top-level architecture remains coherent; only the Work-Intake subsystem required realignment.
—— 01 Subsystem: Work Intake & Prio/00 Subsystem: Work Intake And Prio.md ——§
DraftSOP · Subsystem · 2025-05-14-r15§
Target System — Work Intake & Prioritisation**
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Orchestrate the entire daily work-cycle for every solo-operator: AM — execute the 1-3 cards already in Q1 Doing on the Personal Trello board and pull high-priority tasks from the shared Operations board. PM — at 17 : 00 run Inbox-Zero triage then invoke SOP-4 Daily Hygiene (owned by the close-out subsystem) so the next morning starts clean. |
| Map / Flow | 09 : 00 open Personal board → work Q1 Doing → copy ≤ 2 Ready ⏳ cards from Ops board when capacity free → loop Q1 ⇄ Ops until 17 : 00 → Inbox-Zero triage (clarify, set Q1 To Do ≤ 3, backlog Q2, queue Q3, archive noise) → call SOP-4 Daily Hygiene → send Telegram Digest. |
| Roles | Freelancer Operator · Ops Manager · Systems-Ops Lead · GPT Assistant |
| RACI Snapshot | R Operator · A Manager · C Sys-Ops Lead · I GPT |
| KPIs | Inbox-Zero before clock-out (100 %) · Q1 Doing ≤ 3 cards (100 %) · ≥ 80 % Q1 cards closed same day · Daily Hygiene approved ≤ 24 h · Blockers cleared ≤ 24 h |
| Tools | Personal Trello board · Operations Trello board · Ops Google Sheet · Clockify · Insightful · Telegram |
| Risks (ISO 31000) | WIP overflow hides priorities · Evening triage skipped → chaos next morning · Ops tasks left on shared board → lost visibility · Missed Hygiene blocks payroll |
| Open Questions | Should a bot alert the manager if Daily Hygiene isn’t submitted? |
| Next Action | Pilot the revised flow for one day; measure operator load at 17 : 00 triage. |
Detailed SOPs (owned in this subsystem)§
| ID | Procedure | Status / Notes |
|---|---|---|
| SOP-1 | Daily Work-Cycle (AM execute, PM triage & hand-off) | v0.7 ✓ |
| SOP-5 | Blocker Escalation (/alert 🔴, Blocked list, SLA < 24 h) | to draft |
(“Daily Hygiene” lives in the Daily Close-out & Hygiene Report subsystem; this subsystem only invokes it.)
Appendix – Full Specs§
(omitted — ShowAppendix=false)
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-14-r15",
"system_level": "Subsystem",
"lifecycle_state": "DraftSOP",
"target_name": "Work Intake & Prioritisation",
"parent_name": "Personal Management OS for Freelancers",
"last_updated": "2025-05-14T19:18:00Z",
"overview": {
"purpose": "Run the daily work-cycle: AM execution of Q1 & Ops-board tasks; 17:00 Inbox-Zero triage, then trigger Daily Hygiene evidence and Telegram report.",
"flow": [
"09:00 open Personal board and start Clockify on top Q1 Doing card",
"Work Q1 Doing cards (max 3)",
"Copy 1–2 Ready ⏳ cards from Operations board into Personal board and execute",
"Repeat Q1 ⇄ Ops loop until 17:00",
"17:00 Inbox-Zero triage (clarify, set Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
"Invoke SOP-4 Daily Hygiene (close-out subsystem) and send Telegram Digest",
"If Q1 Doing >3 at any time label 🔴 and trigger SOP-5 Escalation"
],
"roles": [
"Freelancer Operator",
"Ops Manager",
"Systems-Ops Lead",
"GPT Assistant"
],
"kpis": [
"Inbox-Zero achieved before clock-out (100%)",
"Q1 Doing ≤3 cards at any time",
"≥80% Q1 cards closed same day",
"Daily Hygiene cards approved within 24 h",
"Blockers cleared within 24 h"
],
"tools": [
"Personal Trello board",
"Operations Trello board",
"Ops Google Sheet",
"Clockify",
"Insightful",
"Telegram"
],
"risks": [
"WIP overflow hides priorities",
"Evening triage skipped causes morning chaos",
"Ops tasks left on shared board, not copied",
"Missed Hygiene ritual blocks payroll"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-01_Work-Intake_v1.0.2.gdoc"
},
"children": [
{ "system_level": "Procedure", "target_name": "Daily Work-Cycle", "version_id": "SOP-1-v0.7" },
{ "system_level": "Procedure", "target_name": "Blocker Escalation", "version_id": "SOP-5-TBD" }
]
}
— End of Subsystem r15
—— 01 Subsystem: Work Intake & Prio/01 Procedure: Daily Work-Cycle.md ——§
DraftSOP · Procedure · Daily Work-Cycle · 2025-05-14-r6§
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Run the full daily work-cycle for a solo-operator: ① start the shift executing the highest-impact Q1 cards on the Personal Trello board; ② progress Operations work copied from the shared Ops board or worked directly in the Ops Google Sheet; ③ finish the shift with Inbox-Zero triage and a hand-off to SOP-4 Daily Hygiene so tomorrow starts clean. |
| Map / Flow | 09 : 00 open Personal board → work Q1 Doing → copy ≤ 2 Ready ⏳ cards from Ops board or continue row-level tasks in Ops Sheet → loop Q1 ⇄ Ops. 17 : 00 Inbox-Zero triage (Q1 ≤ 3, backlog Q2, queue Q3, archive noise) → invoke SOP-4 Daily Hygiene → send Telegram Digest. |
| Roles / RACI | Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I |
| KPIs | Inbox-Zero before clock-out (100 %) · Q1 Doing ≤ 3 at all times · ≥ 80 % Q1 cards closed same day |
| Tools | Personal & Ops Trello boards · Ops Google Sheet · Clockify · Insightful · Telegram |
| Risks (ISO 31000) | Evening triage skipped → chaos next day · Ops tasks left uncopied → lost traceability · Operator over-pulls Q1 and stalls |
| Open Question | Add Butler WIP badge or rely on self-discipline? |
| Next Action | Pilot one day; verify operator load at 17 : 00 triage |
Detailed SOP — Daily Work-Cycle (≤ 7 bullets)§
| # | Step & Owner | Key points / Controls |
|---|---|---|
| 1 · AM Kick-off (09 : 00) Operator |
• Open Personal board. • Start Clockify timer on top Q1 Doing card. • Ensure Insightful is running. |
|
| 2 · Execute Q1 | • Work the 1–3 cards in Q1 Doing. • On completion drag card to Q1 Done (Butler auto-archives Monday). |
|
| 3 · Progress Ops Work | Trello: Ops board list Ready ⏳ → Copy → My Board ≤ 2 cards you can finish today → land in Personal Inbox → move straight to Q1 Doing (counts toward WIP 3). Google Sheet: continue row-level tasks in-sheet; create a Personal-board card only when follow-up / approval is required (title “Sheet Row – … ” + row link). |
|
| 4 · Loop Q1 ⇄ Ops / Scheduled Q2 | • When Q1 Doing is empty, either pull next Ops-board card, work an in-sheet row, or pick a pre-scheduled Q2 card (label 🔵 Tracked). • Never exceed three cards in Q1 Doing. |
|
| 5 · Blocker Escalation (any time) | • Stuck > 15 min → add 🔴 label, move card to Blocked, send /alert 🔴 <issue> in Telegram.• Resume other work until unblocked (see SOP-5). |
|
| 6 · 17 : 00 Inbox-Zero Triage | 1 Clarify every new card in Inbox (rename, why, due). 2 Drag max 3 into Q1 To Do for tomorrow. 3 Backlog non-urgent important → Q2 To Do. 4 Queue follow-ups → Q3. 5 Archive noise. 6 Confirm Q1 Doing is empty; escalate if not. |
|
| 7 · Daily Hygiene & Report | • Invoke SOP-4 Daily Hygiene: export Clockify CSV, take Insightful + Eisenhower screenshots, attach to Hygiene card, move card → Waiting for Approval, send Daily Digest in /manager chat.• Operator must chase ✅ before next shift. |
SLA — Full loop closes by 17 : 30 local.
WGLL (“What Great Looks Like” snapshot)§
| Criterion | ❌ Miss | ✅ Meets | ⭐ Exceeds |
|---|---|---|---|
| Inbox cleared | ≤ 2 cards left | 0 cards | 0 cards + “All set” comment in manager thread |
| Q1 pull | > 3 cards | 1–3 cards | 1–2 cards + Slack note on tomorrow’s deep-work block |
| Card clarity | Vague titles | Action verb + “why” | Title + checklist + cover image |
Full gallery lives in Drive → 01-SYSTEMS/WGLL_Gallery.
ArchitectureSnapshot JSON – fully detailed & schema-valid§
{
"version_id": "2025-05-14-r7",
"system_level": "Procedure",
"lifecycle_state": "DraftSOP",
"target_name": "Daily Work-Cycle",
"parent_name": "Work Intake & Prioritisation",
"last_updated": "2025-05-14T20:40:00Z",
"overview": {
"purpose": "Run the complete daily work-cycle: morning execution of Q1 and Operations tasks; evening Inbox-Zero triage, evidence and report.",
"flow": [
"09:00 open Personal board and start Clockify on top Q1 Doing card",
"Work Q1 Doing cards (max 3)",
"Copy 1–2 Ready ⏳ cards from Operations board and execute",
"Progress row-level tasks directly in Ops Google Sheet; create Personal card only when follow-up needed",
"Repeat Q1 ⇄ Ops loop until 17:00",
"17:00 Inbox-Zero triage (clarify, limit Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
"Invoke SOP-4 Daily Hygiene and send Telegram Digest",
"If Q1 Doing >3 at any time, label 🔴 and trigger SOP-5 Escalation"
],
"roles": [
"Freelancer Operator",
"Ops Manager",
"Systems-Ops Lead",
"GPT Assistant"
],
"raci": {
"Responsible": ["Freelancer Operator"],
"Accountable": ["Ops Manager"],
"Consulted": ["Systems-Ops Lead"],
"Informed": ["GPT Assistant"]
},
"kpis": [
"Inbox-Zero achieved before clock-out (100%)",
"Q1 Doing ≤3 cards at any time",
"≥80% Q1 cards closed same day"
],
"tools": [
"Personal Trello board",
"Operations Trello board",
"Ops Google Sheet",
"Clockify timer",
"Insightful agent",
"Telegram"
],
"risks": [
"Evening triage skipped causes morning chaos",
"Ops tasks left on shared board and not copied",
"Row-level Sheet tasks lack follow-up card and go invisible",
"Operator over-pulls Q1 and loses focus"
],
"controls": [
"WIP cap: Q1 Doing ≤3 cards (Butler badge planned)",
"Butler auto-archive Q1 Done every Monday 08:00",
"Telegram /alert for 🔴 Blockers (SOP-5)",
"WGLL: Inbox cleared = 0 cards + manager comment",
"WGLL: Q1 pull = 1–2 cards + Slack deep-work note",
"WGLL: Card clarity = title with action verb, why, checklist, cover"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-1_Daily_Work-Cycle_v0.7.gdoc"
},
"procedure_core": {
"procedure_id": "SOP-1",
"name": "Daily Work-Cycle",
"purpose": "End-to-end run-book for a freelancer’s work day from 09:00 kick-off to 17:30 close-out.",
"trigger": "Every workday at 09:00 local (or shift start).",
"inputs": [
"Personal Trello Q1/Q2/Q3 lists",
"Operations Trello board list Ready ⏳",
"Ops Google Sheet rows",
"Clockify project list",
"Insightful desktop agent"
],
"responsible_role": "Freelancer Operator",
"steps": [
"Open Personal board; start Clockify on top Q1 Doing card; verify Insightful running",
"Execute the 1–3 cards in Q1 Doing and drag them to Q1 Done when finished",
"Copy ≤2 Ready ⏳ cards from Operations board and move to Q1 Doing",
"Progress row-level tasks directly in Ops Sheet; create a Personal card only when follow-up is required",
"Iterate Q1 ⇄ Ops loop; never exceed three cards in Q1 Doing",
"If blocked >15 min: label 🔴, move to Blocked, /alert 🔴 in Telegram; resume other work",
"At 17:00 run Inbox-Zero triage (clarify, limit Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
"Invoke SOP-4 Daily Hygiene, send Telegram Digest, chase ✅ before next shift"
],
"outputs": [
"Q1 Done cards with time logs",
"Updated Ops Sheet rows",
"Clarified Q1/Q2/Q3 backlog for next day",
"Daily Hygiene evidence and digest"
],
"sla": "Full loop closes by 17:30 local; blockers cleared within 24 h.",
"controls": [
"Q1 Doing WIP cap enforced manually; Butler badge TBD",
"Butler auto-archives Q1 Done Monday 08:00",
"Telegram alerts for 🔴 Blockers"
],
"tools": [
"Personal & Operations Trello boards",
"Ops Google Sheet",
"Clockify timer",
"Insightful agent",
"Telegram"
],
"kpis": [
"Inbox-Zero before clock-out",
"Q1 Doing ≤3 cards",
"≥80% Q1 cards closed same day"
],
"risks": [
"WIP overflow hides priorities",
"Ops tasks left uncopied",
"Evening triage skipped"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-1_Daily_Work-Cycle_v0.7.gdoc"
},
"insights": [
{
"note": "Narrative context: This SOP is the entry point of the whole Solo-Team OS—it harmonises personal Eisenhower planning with shared Operations work, while deferring evidence/compliance to the close-out subsystem. The AM-execute / PM-triage cadence preserves morning focus and ensures every day ends clean.",
"date": "2025-05-14"
},
{
"note": "Open question: Should we automate a Butler WIP badge to visualise the ≤3 Q1 limit or rely on operator discipline?",
"date": "2025-05-14"
}
],
"children": []
}
— End of SOP-1 v0.6
ASCII Diagram§
Here’s a compact ASCII flow that tracks every hop the operator makes during a normal day. (Everything inside the dashed box loops until 17 : 00.)
┌─────────────────────────────────────────────────────────────────────────────┐
│ 09:00 AM Kick-off │
│ ───────────────────────────────────────────────────────┐ │
│ • Open Personal Trello board │ │
│ • Start Clockify timer on top “Q1 Doing” card │ │
│ • Verify Insightful is recording │ │
└────────┬──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────────────┐ │
│ │ MAIN WORK LOOP (09:05 → 17:00) │ │
│ │ │ │
│ │ ┌───────────────┐ capacity? yes ┌───────────────┐ │ │
│ │ │ Q1 Doing ≤ 3? │───────────────┬──────│ Pull Ops card│ │ │
│ │ └────┬──────────┘ │ │ (Copy→My Bd) │ │ │
│ │ │no │ └────┬──────────┘ │ │
│ │ ▼ │ │ │ │
│ │ Work top card │ │ │ │
│ │ (focus, deliver, │ │ │ │
│ │ drag → Q1 Done) │ │ │ │
│ │ │ │ │ │ │
│ │ │ blocked > 15 min │ │ │ │
│ │ ├─────────────┐ │ │ │ │
│ │ ▼ ▼ │ │ │ │
│ │ 🔴 Label & Resume other │ │ │ │
│ │ /alert in Telegram work │ │ │ │
│ │ │ │ │ │
│ │ ┌────────────────────────────┐ │ │ │ │
│ │ │ Row-level task in Sheet? │ │ │ │ │
│ │ └──────────┬─────────────────┘ │ │ │ │
│ │ │yes │ │ │ │
│ │ ▼ │ │ │ │
│ │ Work directly in Sheet │ │ │ │
│ │ (add board card only │ │ │ │
│ │ if follow-up needed) │ │ │ │
│ │ │ │
│ └────────────────────────────────────────────────────────────┘ │
│ │
└───────────────────────────────────────────────────────────────────┘
▲
│ 17:00
┌─────────────────────────────────────────┴──────────────────────────────────┐
│ 17:00 PM Wrap-up – Inbox-Zero Triage │
│ • Clarify Inbox cards (rename, why, due) │
│ • Drag ≤ 3 → Q1 To Do for tomorrow │
│ • Backlog important → Q2 To Do │
│ • Queue follow-ups → Q3 │
│ • Archive noise; ensure Q1 Doing = 0 │
├────────────────────────────────────────────────────────────────────────────┤
│ Invoke **SOP-4 Daily Hygiene** │
│ • Export Clockify CSV · take screenshots · attach to Hygiene card │
│ • Move card → Waiting for Approval · send Daily Digest (/manager) │
│ • Chase ✅ before next shift │
└────────────────────────────────────────────────────────────────────────────┘
17:30 ✅ Day closed – go home
Reading hints§
- Bold boxes (Q1 Doing, Ops card pull, Sheet work) are the only places value is produced; everything else is guard-rail or admin.
- The dashed-line loop shows how the operator alternates between personal Q1 work and shared Ops work without ever busting the 3-card WIP cap.
- Telegram
/alert 🔴exits the loop temporarily but never stops the clock.
This mirrors every step and control in SOP-1 v0.7, so an operator (or auditor) can trace the day end-to-end at a glance.
—— 01 Subsystem: Work Intake & Prio/02 Procedure: Blocker Escalation.md ——§
DraftSOP · Procedure · SOP-5 — Blocker Escalation · 2025-05-15-r0§
Parent Sub-system — Work-Intake & Prioritisation (covers any work item that stalls the flow and risks today’s SLA)
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Surface and clear any work item that stalls > 15 min or pushes Q1 Doing > 3 so focus and revenue work stay unblocked. |
| Trigger | • Card stuck > 15 min (info, resource, approval). • Q1 Doing over WIP cap (3). • Waiting-for-Approval > 24 h. • Hard deadline < 2 h away with unresolved dependency. |
| Pre-req / Inputs | Stalled Trello card, chat or email evidence, Telegram Systems Kitchen access. |
| Steps | 1. Label 🔴 on the card. 2. Move card → Blocked / Escalate list. 3. Add comment: root-cause, attempts tried, hard deadline. 4. Send /alert 🔴 <one-liner> + link in #manager Telegram.5. Log blocker on Daily Digest (W↑C↓T→M → Challenges). 6. Resume other work (next Q1 / Ops card). 7. Follow-up every 2 h until resolved; remove 🔴, re-queue card, post “✅ cleared”. |
| Done-When | 🔴 label removed and card back in active list and manager comment “Fixed”. |
| KPIs | • 100 % blockers labelled within 15 min. • Manager acknowledgement ≤ 15 min. • Resolution ≤ 24 h. |
| Risks / Controls | Risk: silent stuck work → missed SLA. Controls: Butler rule auto-moves any new 🔴; Telegram bot pings every 2 h until cleared. |
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-15-r0",
"system_level": "Procedure",
"lifecycle_state": "DraftSOP",
"target_name": "SOP-5 – Blocker Escalation",
"parent_name": "Work Intake & Prioritisation",
"last_updated": "2025-05-15T00:50:00Z",
"overview": {
"purpose": "Escalate and clear any work item that stalls >15 minutes or breaches WIP limits.",
"flow": [
"Label card 🔴 and move to Blocked list",
"Add root-cause comment and hard deadline",
"Send /alert 🔴 <issue> + link in Telegram",
"Log blocker in Daily Digest challenges section",
"Resume other work and follow-up every 2h",
"Manager fixes; operator removes 🔴 and re-queues card"
],
"roles": ["Freelancer Operator","Ops Manager","Systems-Ops Lead"],
"kpis": [
"Blocker labelled within 15 min 100%",
"Manager acknowledges within 15 min",
"Blocker resolved within 24 h"
],
"tools": [
"Trello Blocked list",
"🔴 Blocker label",
"Telegram /alert command",
"Butler auto-move rule"
],
"risks": [
"Silent blockers cause SLA miss",
"Overuse of 🔴 dilutes urgency"
],
"controls": [
"Butler moves new 🔴 cards to Blocked",
"Telegram bot re-alerts every 2h until label removed"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-05_Blocker_Escalation_v0.1.gdoc"
},
"procedure_core": {
"procedure_id": "SOP-5",
"name": "Blocker Escalation",
"purpose": "Fast path to surface and resolve stalled work.",
"trigger": "Card stuck >15 min OR Q1 cap breach OR approval >24 h OR impending deadline.",
"inputs": ["Stalled Trello card","Context chat/email"],
"responsible_role": "Freelancer Operator",
"steps": [
"Apply 🔴 label and move card to Blocked list",
"Document blocker cause and deadline in card comment",
"Send /alert 🔴 <summary> + link in Telegram #manager",
"Log blocker in Daily Digest",
"Work on next available task while awaiting fix",
"Ping every 2h; once resolved, remove 🔴, re-queue card, post ✅"
],
"outputs": ["Cleared card back in active list","Telegram thread with fix confirmation"],
"sla": "Blocker cleared within 24 h of first alert.",
"controls": ["Butler auto-move for new 🔴","Telegram re-alert every 2h"]
},
"children": []
}
— End of SOP-5 Blocker Escalation v0.1
—— 02 Subsystem: Time Tracking & Proof/00 Subsystem: Time Tracking And Proof.md ——§
DraftSOP · Subsystem · 2025-05-14-r9§
Target System — Time-Tracking & Proof**
(adds “dual-channel” linking + Daily/Weekly evidence + Invoice hand-off)
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Guarantee that every productive minute is backed by a Clockify entry and visual proof so Finance can approve pay-ready invoices without chasing data. • Trello cards → timer name = CARD-ID · verb-object.• Ops-Sheet rows → timer name = SOP-XX-Step · brief; Clockify URL pasted in TimeLog column.Daily and weekly exports roll up into the KPI dashboards and feed the manual Invoice PDF workflow. |
| Map / Flow | 09 : 00 start work → Clockify timer + Insightful auto-screenshots → switch tasks = pause/restart with new name → 17 : 00 Daily Hygiene: export CSV, screenshot Insightful %, paste in DailyReport row → Telegram Digest → Manager ✅/❌.Friday 16 : 45 WeekMetrics formulas total hours/exceptions → 17 : 10 operator fills Invoice-Template → saves PDF → Trello “Invoice” card → manager approval → PayPal bulk payment. \${DIAGRAM: Evidence & Payment Stream v2} |
| Roles | Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant |
| RACI Snapshot | R Operator · A Ops Manager · C Finance Admin & Sys-Ops Lead · I GPT |
| KPIs | 100 % minutes linked & approved ≤ 24 h · Unlinked minutes < 3 % · Clockify naming errors < 5 % (spot-check) · WeekMetrics PDF sent every 2 weeks Fri 17 : 10 |
| Tools | Clockify · Insightful · Personal & Ops Trello boards · Ops Google-Sheet (DailyReport · WeekMetrics · TimeLog column) · Google Docs Invoice-Template · PayPal · Telegram /manager chat |
| Risks (ISO 31000) | Mis-named timer ⇒ reconciliation pain · Insightful agent off ⇒ evidence gap · CSV not pasted ⇒ KPI sheet breaks · Row closed without Clockify link · GDPR/PII in screenshots · Manual Invoice math error |
| Open Questions | Enforce a Sheet data-validation rule that TimeLog must contain a https:// Clockify URL before the row status can close? |
| Next Action | Draft the two child SOPs below, then run a three-day audit with Finance Admin to measure unlinked minutes. |
Detailed SOPs (owned here)§
| ID | Procedure | Status / Notes |
|---|---|---|
| TT-SOP-1 | Clockify & Insightful Capture (start/stop, naming convention, dual-channel link) | to draft — include force-project setting & fallback when Insightful is down |
| TT-SOP-2 | Daily / Weekly Evidence Export (CSV → Sheet, screenshots, Invoice PDF) | to draft — mirrors v2 Payment/Reporting stream |
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-14-r9",
"system_level": "Subsystem",
"lifecycle_state": "DraftSOP",
"target_name": "Time Tracking & Proof",
"parent_name": "Personal Management OS for Freelancers",
"last_updated": "2025-05-14T21:25:00Z",
"overview": {
"purpose": "Capture auditable minutes and visual proof for every Trello card or Ops-Sheet row, feeding Daily Hygiene, WeekMetrics and Invoice PDF workflows.",
"flow": [
"Start Clockify timer named after Trello CARD-ID or SOP step code in Ops Sheet",
"Insightful records 5-minute screenshots while timer runs",
"Switch task: pause / restart timer with new name; paste timer link in Trello card OR Sheet TimeLog column",
"17:00 export Clockify 'Today' CSV, paste link in DailyReport, attach Insightful % screenshot and Eisenhower grid, send Telegram Digest",
"Friday 16:45 WeekMetrics formulas total hours & exceptions; 17:10 operator fills Invoice-Template PDF and attaches to Invoice card",
"Manager approves ✅/❌ within 24 h; Finance pays via PayPal; TxID added to Invoice card/PDF footer"
],
"roles": ["Freelancer Operator", "Ops Manager", "Finance Admin", "Systems-Ops Lead", "GPT Assistant"],
"kpis": [
"100% worked minutes linked & approved within 24 h",
"Unlinked minutes < 3%",
"Clockify timer naming errors < 5% (weekly spot-check)",
"WeekMetrics PDF sent every second Friday 17:10"
],
"tools": [
"Clockify",
"Insightful",
"Personal Trello board",
"Operations Trello board",
"Ops Google Sheet (DailyReport, WeekMetrics, TimeLog column)",
"Google Docs Invoice-Template",
"PayPal",
"Telegram /manager chat"
],
"risks": [
"Timer mis-named → reconciliation effort",
"Insightful agent offline → evidence gap",
"CSV not pasted → KPI formulas break",
"Row closed without Clockify link",
"GDPR / PII exposure in screenshots",
"Manual Invoice totals wrong"
],
"controls": [
"Clockify workspace: force project & description fields",
"Insightful uptime checked Mondays",
"Sheet conditional formatting: TimeLog must contain 'https://'",
"Operator chases manager approval via Telegram (no gate)",
"Invoice PDF stored in Trello Archive with PayPal TxID"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v1.0.2.gdoc"
},
"children": [
{ "system_level": "Procedure", "target_name": "Clockify & Insightful Capture", "version_id": "TT-SOP-1-TBD" },
{ "system_level": "Procedure", "target_name": "Daily Evidence Export", "version_id": "TT-SOP-2-TBD" }
]
}
— End of Subsystem r9
Next step: draft SOP-2 (start/stop & naming) followed by SOP-3 (CSV → Sheet + Invoice PDF) so the Finance Admin has the full playbook for the upcoming audit.
—— 02 Subsystem: Time Tracking & Proof/01 Procedure: Clockify & Insightful Capture.md ——§
DraftSOP · Procedure · TT-SOP-1 (Time-Tracking Loop) · 2025-05-14-r11§
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Capture audit-ready, source-linked time-logs + screen evidence for every minute worked, whether the task lives on a Trello card, an Ops-Sheet row, or is referenced only by an SOP-step ID. |
| Map / Flow | Pick task context → Start Clockify timer → Insightful screenshots (auto, 30 sec) + idle guard → Work → Stop timer → Verify entry & evidence → (17 : 00) export CSV to Daily Hygiene. |
| Roles / RACI | Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I |
| KPIs | 100 % worked minutes logged & linked ≤ 24 h · Insightful coverage ≥ 95 % of timer span · < 3 % unlinked minutes / week |
| Tools | Clockify · Insightful agent (30 sec shots; idle 1 min desktop / 5 min mobile) · Personal & Ops Trello boards · Ops Google Sheet · Telegram |
| Risks | Missing logs → unpaid time · Idle gaps strip minutes · Wrong project / description → audit fail · Timer left running overnight |
| Next Action | Pilot the SOP-step ID rule and new idle-guard note one day; track unlinked-minutes metric. |
Detailed SOP — Time-Tracking Loop (≤ 7 bullets)§
| # | Step & Owner | Key points / Controls |
|---|---|---|
| 1 · Select task context Operator |
• Highlight the active Trello card or Ops-Sheet row. • No card/row? → copy the SOP-step ID (e.g. “TT-SOP-1 · Step 3”) into the Clockify Description, then start timer. |
|
| 2 · Start timer | • In Clockify pick correct Project (Q1 / Q2 / Ops / Hygiene). • Paste card-URL, row-URL or SOP-step ID in Description. • Click Start. |
|
| 3 · Work & capture | • Insightful auto-captures every 30 sec. • Idle guard: – Desktop → idle after 1 min no keyboard/mouse. – Mobile → idle after 5 min. • Best practice: touch keyboard/mouse every ≤ 5 min (e.g., update Ops Sheet status) so real work isn’t stripped. |
|
| 4 · Stop timer | • On pause/finish: Stop in Clockify. • Confirm duration looks sane (round if needed). |
|
| 5 · Verify & tag | • Check entry shows correct Project and link/ID. • If “Hygiene”, set Tag → Hygiene. |
|
| 6 · Link evidence | • Missing screenshot? trigger manual shot (Insightful menu). | |
| 7 · Handoff to Daily Hygiene (17 : 00) | • Export Today CSV ⇒ paste link in Sheet › DailyReport (see SOP-4). |
SLA — All timers stopped & verified by 17 : 00; no open timers overnight.
WGLL (“What Great Looks Like” snapshot)§
| Criterion | ❌ Miss | ✅ Meets | ⭐ Exceeds |
|---|---|---|---|
| Log coverage | ≥ 5 % unlinked mins | < 3 % unlinked | 0 % unlinked + comment “Logs clean” |
| Description quality | Blank / vague | Card or row link / SOP-ID | Link/ID + three-word outcome (“Design draft done”) |
| Idle gaps | > 5 min idle on log | ≤ 1 idle outlier / day | Zero idle gaps all week |
(Full examples live in Drive → 01-SYSTEMS/WGLL_Gallery.)
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-14-r11",
"system_level": "Procedure",
"lifecycle_state": "DraftSOP",
"target_name": "TT-SOP-1 – Time-Tracking Loop",
"parent_name": "Time Tracking & Proof",
"last_updated": "2025-05-14T21:25:00Z",
"overview": {
"purpose": "Capture auditable, source-linked time logs and screen evidence for every minute worked.",
"flow": [
"Select task context (card, row, or SOP step ID)",
"Start Clockify timer with link/ID in description",
"Insightful auto-captures 30-sec screenshots with 1-min (desktop) / 5-min (mobile) idle guard",
"Perform work and touch input ≤5 min to avoid idle strip",
"Stop timer and verify entry",
"Ensure description link/ID present and tag as needed",
"17:00 export today CSV to DailyReport (SOP-4)"
],
"roles": [
"Freelancer Operator",
"Ops Manager",
"Systems-Ops Lead",
"GPT Assistant"
],
"raci": {
"Responsible": ["Freelancer Operator"],
"Accountable": ["Ops Manager"],
"Consulted": ["Systems-Ops Lead"],
"Informed": ["GPT Assistant"]
},
"kpis": [
"100% worked minutes logged & linked within 24h",
"Insightful coverage ≥95% of timer span",
"Unlinked minutes <3% per week"
],
"tools": [
"Clockify",
"Insightful",
"Personal & Operations Trello boards",
"Ops Google Sheet",
"Telegram"
],
"risks": [
"Missing logs lead to unpaid time",
"Idle gaps strip legitimate work",
"Incorrect project tagging",
"Timer left running overnight"
],
"controls": [
"Daily self-check of unlinked minutes",
"Insightful green-status spot-check",
"Manager weekly Exceptions tab review",
"WGLL criteria for log quality & idle gaps"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v0.2.gdoc"
},
"procedure_core": {
"procedure_id": "TT-SOP-1",
"name": "Time-Tracking Loop",
"purpose": "End-to-end workflow to log and evidence each work unit.",
"trigger": "At the start of any task, every workday.",
"inputs": [
"Active Trello card (if exists)",
"Ops Google Sheet row (if exists)",
"Relevant SOP step ID (if no card/row)",
"Clockify project list",
"Insightful agent (30-sec shots, idle guard)"
],
"responsible_role": "Freelancer Operator",
"steps": [
"Select task context and copy link or SOP step ID into Clockify description",
"Start Clockify timer under correct project",
"Work while Insightful captures 30-sec screenshots; touch input ≤5 min",
"Stop timer when pausing or finishing",
"Verify duration, project and link/ID; tag Hygiene if needed",
"At 17:00 export today CSV and paste in DailyReport Sheet"
],
"outputs": [
"Time-log entry with source link or SOP step ID",
"Screenshot evidence in Insightful",
"CSV link in DailyReport Sheet"
],
"sla": "No running timers after 17:00; 100% entries linked.",
"controls": [
"Operator daily self-check of unlinked minutes",
"Manager weekly spot-check via Exceptions tab"
],
"tools": [
"Clockify",
"Insightful",
"Trello",
"Ops Google Sheet"
],
"kpis": [
"100% minutes linked",
"Insightful coverage ≥95%",
"Unlinked minutes <3%"
],
"risks": [
"Unlogged work",
"Overlapping timers",
"Idle gaps remove minutes"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v0.2.gdoc"
},
"insights": [
{
"note": "Added 30-sec screenshot frequency and idle-timer thresholds (1 min desktop / 5 min mobile) plus ≤5 min input best-practice.",
"date": "2025-05-14"
}
],
"children": []
}
— End of TT-SOP-1 r11
┌──────────────────────────────────────────┐
│ TT-SOP-1 · Time-Tracking Loop │
└──────────────────────────────────────────┘
┌──────────────────────────────────────────┐
│ 1. NEW TASK? │
└──────────────┬───────────────────────────┘
│(yes)
▼
┌──────────────────────────────────────────┐
│ 2. SELECT CONTEXT │
│ • Trello card link │
│ • Ops-Sheet row URL │
│ • or SOP-step ID (if no artefact) │
└──────────────┬───────────────────────────┘
│ copy link / ID → Clockify description
▼
┌──────────────────────────────────────────┐
│ 3. START CLOCKIFY TIMER │
│ • Correct project │
│ • Desc = link / SOP-ID │
└──────────────┬───────────────────────────┘
│ timer running
▼
┌──────────────────────────────────────────┐
│ 4. WORK & CAPTURE │
│ • Insightful 30-sec screenshots │
│ • Idle guard: 1 min desktop / │
│ 5 min mobile │
│ • Keep input ≤ 5 min to avoid strip │
└──────────────┬───────────────────────────┘
│
▼ (blocked? → SOP-5 🔴)
┌──────────────────────────────────────────┐
│ 5. STOP / PAUSE │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ 6. VERIFY ENTRY │
│ • Duration looks sane │
│ • Project correct │
│ • Link / SOP-ID present │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ 7. ANOTHER TASK? │
└──────────────┬───────────────┬──────────┘
│yes │no (time ≥17:00)
▼ ▼
(loop to 1) ┌──────────────────────────────────────────┐
│ 8. 17:00 DAILY WRAP-UP │
│ • Export “Today” CSV │
│ • Paste link in DailyReport Sheet │
│ • Hand-off to SOP-4 Daily Hygiene │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ END OF DAY (no open timers) │
└──────────────────────────────────────────┘
Legend
- All arrows on the left loop through tasks during the day.
- 17 : 00 branch exports the day’s proof and hands off to SOP-4 Daily Hygiene.
- If a timer is still running after export, stop & verify before clock-out.