Linku2 Weekly Scheduling and Daily Execution

This section outlines the entire workflow for managing long-term planning, weekly scheduling, daily execution, and historical tracking for both our internal Features and our individual clients.

1. The Golden Rule: Separation of Action and History

To keep our systems fast and prevent data loss, we strictly separate doing the work from recording the work:

Boards are for Action: If it is a task to do today, it lives on the Board.
The CRM is for History: If it is a record of what has been done, it lives in the FluentCRM Contact Profile.

2. Long-Term Planning: The Feature Engine

We do not clutter our daily workspace with tasks for annual Features that are months away. We use a two-tier approach.

The Annual Setup (Master Features Board)

Open your Master Features Board and your Annual Promotions Calendar.
Create one Master Task for each Feature listed on the spreadsheet.
Set the Main Dates: The start and end dates applied to this Master Task must represent the Actual Live Promo Dates only. This allows for quick, at-a-glance confirmation of when a Feature is officially active.
Log the Operational Dates: In the description box of the Master Task, type out the "Marketing Start Date" and the "Wrap-up/Reporting End Date" as a quick reference.
Leave this Master Task in the "Scheduled" or "Upcoming" stage.

3. Long-Term Planning: The Client Engine

To maintain efficiency and prevent file clutter, Linku2 uses a single Master GEM Planner Spreadsheet to track all upcoming, mid-to-long-term client deliverables (3 to 6 months out). We do not use individual planning documents for each client.

Updating the Planner (Post-Report) Whenever a Mid-Term or Renewal Report is completed, immediately plan the client's upcoming deliverables for the next cycle.

Open the Master GEM Planner Spreadsheet.
Create a new row for each upcoming deliverable (e.g., scheduled classifieds, blog pushes).
Fill in the columns: Action Date (DD/MM/YYYY), Client Name, Task / Deliverable, Link / Asset Location, and Status.
Close the spreadsheet. The software will hold this data until it is time to execute.

4. The Complete Friday Planning Roll-Down

Every Friday afternoon, you will map out the daily execution tasks for the upcoming week. This process pulls from both your Feature Engine and your Client Engine onto one single daily board (The "This Week" Board). This process should take no more than 15 minutes.

Step 1: Check the Feature Engine

Open your Master Features Board.
Look at the "Upcoming" stage and check the description boxes for any "Marketing Start Dates" or "Reporting Dates" scheduled for next week.
Open your "This Week" Board and create actionable task cards in the Mon-Sun stages to execute those Feature steps (e.g., "Draft teaser email for Spring Feature" on Tuesday).

Step 2: Check the Client Engine

Open the Master GEM Planner Spreadsheet.
Click the sort/filter button on the Action Date column to order the list chronologically.
Look at all client tasks scheduled for the upcoming week.
Go to your "This Week" Board and create task cards in the Mon-Sun stages for every item listed (e.g., "Post Client X Classified" on Wednesday).
Once a task is successfully added to the board, update the spreadsheet Status column to "Added to Board" so you know it has been handled.

Step 3: The Clean Slate

Archive or delete all completed tasks currently sitting in the Done stage of your "This Week" board.
Close all planners and boards. You now have a perfectly clean, prioritized daily execution list ready for Monday morning!

5. Daily Execution and History Logging

When you log in each morning, you only need to look at one place: The "This Week" Board.

Execute: Do the work listed in today's column (Monday–Sunday stages).
Record Client Work: Once a client task is live, copy the live link/stats and paste them directly into the client's FluentCRM Contact Profile (Notes section).
Record Feature Work: For Features, apply the relevant Feature Tags in FluentCRM to participating clients, and add any specific performance notes to their profiles.
Clear the Board: Drag the completed task to the Done stage on the "This Week" board.
Complete the Feature: Only when an entire Feature is 100% finished and reported on do you return to the Master Features Board and move that main Master Task to Completed.

By diligently logging your daily actions and links into the FluentCRM notes, you are building the historical data required for our automated milestones. To learn how to use this data when the system prompts you, proceed to the Processing Automated Client Reports procedure.