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Standard Operating Procedure§

Scope: How every VA navigates the boot-camp, tracks time, documents deliverables, and produces the daily report.

1 Find Your Next Piece of Work§

Level How to Locate
Phase (A → E) Open “End-to-End Learning-by-Doing Boot-Camp” doc → skim the phase overview table. Identify the last phase you fully completed; the next phase is your focus.
Step (1…n) inside the phase Within that phase, steps are numbered. Start with the lowest-numbered unfinished step.
SOP(s) inside the step Each step lists one or more SOP links. Work through them sequentially.

Clockify task name format Phase <letter> – Step <no.> – SOP <no. or title> Example: Phase A – Step 1 – SOP 1 (Device & Focus-Zone Setup)

2 Document Deliverables in a Single Google Doc§

  1. Create one Google Doc titled <YourName> – Boot-Camp Log.
  2. Add top-level headings for each phase (A, B, C…).
  3. Within each phase add sub-headings for every step.
  4. Within each step add sub-sub-headings for every SOP you complete.

  5. For each SOP section, paste the deliverable:

  6. Screenshot(s)

  7. Drive link(s)
  8. Short bullets of what you produced / learned

Tip: screenshots = Win+Shift+S (Windows) or Cmd+Shift+4 (Mac). Paste directly.

3 Time Tracking§

Tool When to Start/Stop What to Type
Time Doctor Click Start the moment you begin a work block; Stop only for breaks or end-of-day. No typing needed.
Clockify Start when you begin each SOP; Stop when that SOP’s deliverable is captured. Use the naming format above.

Daily Ledger (inside the same Google Doc)§

  1. Add a heading Time Tracking → sub-headings Time Doctor and Clockify.
  2. Each day, paste your CSV/Excel exports under a date-stamped sub-heading (or insert as tables).

4 Daily Close-Out & Report§

Sequence Action
1 Finish work → Stop Clockify timer → Stop Time Doctor.
2 Export
• Time Doctor CSV
• Clockify CSV
• Trello board JSON (Menu → More → Print & Export → Export JSON)
3 Paste exports into Time Tracking section of your Google Doc (or link the files from Drive).
4 Run the “Daily Digest” GPT prompt:
INPUT: My Google-Doc link -> produce summary with bullet list of completed SOPs, hours, blockers, and links to artifacts.
5 Copy GPT summary → Telegram team channel.
Attach the same Google-Doc link.
6 Await 👍 approval from Richard/Toni (triggers pay).

5 Checklist for Each SOP§

  1. Start Clockify with correct name.
  2. Work the SOP steps.
  3. Capture deliverable in Google Doc.
  4. Stop Clockify, move on.

Repeat until all SOPs in the current step are done; then progress to the next step.

6 Quality Bar – “What Great Looks Like”§

A great Google-Doc entry for an SOP includes:

  • ✅ Clear heading (Phase B – Step 2 – SOP 3 “Clockify Quick-Start”)
  • ✅ 1–2 screenshots or Drive links of the finished artifact
  • ✅ 2-sentence reflection: “Key takeaway / next time I’d …”
  • ✅ Clockify task name matches the heading

Exemplars will be copied to the shared “Great Gallery” folder for future hires.

Quick Reference§

  • Stuck? use Blocker Escalation SOP immediately.
  • Unsure about an SOP? ask the GPT Oracle with the SOP link.
  • Max Q1 cards: 1-3 only—triage Inbox at end of day.
  • Everything lives in ONE Google Doc until Drive gets re-organised.

Now open your boot-camp document, find your phase/step/SOP, start Time Doctor + Clockify, and ship!