We're here to help you get the best results from your partnership with Growmodo. To keep projects running smoothly and ensure quality delivery, here's what you need to know about planning and submitting work:
Understanding Our Planning Process
We plan tomorrow's work at the end of today. By the time our team arrives at 15:00 PHT, work assignments for the day have already been finalized during the previous evening's planning session (around 22:00-00:00 PHT). This means:
- Tasks submitted before our planning window get scheduled into the next day's capacity
- Resources are allocated in advance based on the work we've already planned
- Our team shows up knowing exactly what they're working on
Organizing Files and Submitting Tasks
- Use the Google Drive folder we provide to organize files by brand or project.
- Submit tasks individually (not bundled) using the Asana design brief template and include all relevant details like objectives, audience, and references.
- For website projects, submit a project brief template instead of breaking it into individual tasks.
- Submit requests at least 1-2 days in advance for best results. Even better, plan your week with us so we can sequence work properly and allocate the right resources.
- We do understand that sometimes advance planning isn't possible, and things come up unexpectedly.
Communication and Feedback
- Share clear, detailed feedback (positive and constructive) directly in Asana and Ziflow. This helps us improve and ensures we're on the same page.
- Always tag your Project Manager in Asana when leaving comments or updates to avoid delays or missed notifications on our end.
- Use Loom videos (1-4 minutes) to explain your ideas or requirements—it's quick, clear, and effective.
- Use async communication like Asana, Slack, and Loom to keep work moving efficiently across time zones without needing real-time responses.
Calls and Reporting
- We can join calls during our working hours (15:00 to 00:00 Philippine Time) when necessary, but we can't accommodate daily calls to keep workflows efficient.
- Please note: We do not join your client calls; our work is exclusively for you.
- While we provide daily progress reports (typically around 22:00 to 01:00 PHT), we don't offer custom compiled weekly, monthly, or annual reports. However, we can export a quick CSV file from Asana for your review.
Prioritizing and Planning Tasks
- Use the high/medium/low priority system thoughtfully to help us focus on what's most important.
- Submit or update tasks before our planning window (around 22:00-00:00 PHT) to include them in the next day's sprint.
- Maintain a backlog of tasks, including lower-priority or "buffer" tasks, to keep the workflow steady while waiting for approvals.
- Plan ahead for large projects—give us 2-4 weeks' notice to ensure resources are available.
Same-Day Requests
If a sprint has already begun at 15:00 PHT, reprioritizing tasks for the same day is typically not possible, as capacity is already committed to planned work. We will make every effort to accommodate urgent requests if team me
mbers have available capacity after completing their planned work, but same-day requests aren't guaranteed.
What to Expect
- Our team collaborates behind the scenes across multiple departments, so the first 1-2 hours of each shift (15:00-17:00) are reserved for internal planning and syncs.
- We don't cater to ad-hoc, same-day requests—our process is built around daily sprints for maximum efficiency.
- Our delivery model is built around predictable rhythms and planned execution, not reactive, same-day turnarounds.
- Share sensitive credentials directly with your PM only to keep them secure in our Passbolt.
- Notify us at least 24 hours in advance about subscription changes (upgrades, downgrades, pausing, or cancellations) to avoid billing issues.
We try to respond as fast as we can during working hours, but if you require constant, real-time responses throughout the day, our service model may not be the best fit. This structure allows us to deliver consistent quality and maintain sustainable workloads for our team.
Final Tips for Success
- Work with your Customer Success partner on big-picture planning, quarterly goals, and scaling your account, while your PM handles day-to-day execution.
- Showcase our full capabilities by submitting a mix of task types, like social posts, branding, or presentations.
- Use the Time Zone Converter and our official holiday calendar to plan submissions around our schedule.
- Set profile pictures and display names for all your team members in Asana to make communication clear and avoid any confusion.
We appreciate your understanding as we work to deliver a smooth, organized experience for your projects. If you have questions about working with our schedule or maximizing your partnership, your Project Manager or Customer Success partner is here to help.