CK2 Financials — Internal Operations

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◆ Operations Hub Orientation

01 — The Problem We're Solving

Before Asana, things fell through the cracks.

✕ Important tasks getting lost in email chains — no single source of truth for what needed doing.
✕ "I thought you were handling that" — accountability gaps across the team with no clear task ownership.
✕ No visibility into what everyone is working on — progress was invisible until something was missed.
✕ Ideas and improvements never making it past the conversation phase — no system to capture and execute on them.
✕ New hires retrained on processes that already existed — institutional knowledge lived in people's heads, not documentation.

The Fix

Asana centralizes every internal task, project, and communication — so nothing is assumed, nothing is lost, and everyone is aligned.

02 — What Is Asana?

Three tools. One platform.

01

A Company To-Do List

Every task — assigned to a person, with a due date and a status. Your team's full workload, at a glance.

02

A Communication Board

Work conversations live on the task itself — not scattered across email threads. Context stays where the work lives.

03

A Project Tracker

See every initiative — from hiring to compliance — as it progresses. No status meetings required.

The Golden Rule

Canopy = client work (files, billing, communication). | Asana = internal work (tasks, SOPs, hiring, onboarding). Don't mix them.

03 — CK2's 9 Asana Projects

Nine projects. Every operation covered.

#	Project Name	What It Does
01	Firm Improvement — Strategic Initiatives	Capture, evaluate, and track every improvement idea to completion
02	CPE Professional Development Tracker	Licenses, certifications, CPE hours, and renewal deadlines — firm-wide
03	Team Announcements & Communications	The firm's bulletin board — updates, meeting notes, and HR info
04	SOPs Documentation (Expanded)	Every standard operating procedure — searchable, by department, with status
05	Client Conversion Tracking	Every inquiry tracked from first contact to signed engagement
06	New Employee Onboarding — 90-Day Template	Every new hire's first 90 days as a structured, step-by-step checklist
07	30-Day Implementation Plan — CK2 Modernization	Master project tracking our full transformation (Canopy, Asana, workflows)
08	Hiring Pipeline (Board View)	Visual Kanban — candidates flow from Applied → VideoAsk → Interview → Hired
09	Getting Started with Asana	Built-in onboarding project — reference guide for new team members

04 — The Automation

How hiring works end-to-end —
automatically.

1

Candidate visits the careers page

ck2financials.com/ck2-careers — selects Staff Accountant or Tax Staff Accountant

2

Clicks "Apply Now w/ Resume"

Fills out the Asana-powered application form with name, email, and resume

3

Task auto-created in Asana

Instantly appears in the Hiring Pipeline → "APPLIED — New Applications Received"

4

VideoAsk interview sent

Candidate records 5 answers — video, audio, or text — their choice

5

Zapier auto-populates Asana

Full transcript, score, and VideoAsk link land in the candidate's task

6

Keith reviews & advances the pipeline

Drag the task to the next stage — no manual copying, no lost applications

Tools in the System

Squarespace Front door — hosts job listings

Asana Forms Application capture & storage

VideoAsk Video screening — qualifies candidates

Zapier Invisible glue — moves data automatically

Result

Zero manual data entry. Zero lost applications. Every candidate tracked from the moment they click "Apply."

05 — Daily Workflow: Keith

Your dashboard. Your decisions.

Every Morning

→My Tasks — your personal priority list for the day
→Hiring Pipeline → APPLIED section — new candidates waiting for review
→Firm Improvement → UNDER REVIEW — ideas awaiting your go/no-go

Every Week

→Client Conversion Tracking — inquiries in, conversions out
→30-Day Implementation Plan — modernization progress check
→Team Announcements — stay informed on firm-wide activity

When a new candidate arrives

1. Open the task in the Hiring Pipeline
2. Watch the VideoAsk or read the transcript
3. Drag to next stage — or mark not selected
4. Add a comment with your decision notes

Your Superpowers

Full visibility across every project. Assign tasks to anyone, set deadlines, and move initiatives from idea → action → complete.

06 — Daily Workflow: Shaquine & Zakiyyah

Simple routine. Five minutes. Maximum clarity.

Morning (3 minutes)

1Open My Tasks — see everything assigned to you for today
2Check Team Announcements — any new firm-wide updates?
3Reference SOPs Documentation — look up how to do anything you're unsure about

End of Day (2 minutes)

✓Check off completed tasks
✓Comment on anything in-progress — flag blockers early
✓Peek at tomorrow's tasks so nothing sneaks up on you

Communication Rules

✓ DO — Comment on the task and @tag when you need someone's input

✓ DO — Update the task status when you complete a milestone

✕ DON'T — Use Asana for casual chat — that's in-person or text

✕ DON'T — Email about a task when you can just comment on it

07 — Why This Cuts Down on Email

Less inbox noise. More clarity.

✕ Before	✓ After (with Asana)
Email chain to follow up on a task	Comment directly on the task — context stays where the work lives
"Did you finish X?" texts and calls	Check task status in Asana — it shows complete or in-progress, instantly
Ideas forgotten after a meeting	Logged in Firm Improvement and tracked to completion — no idea escapes
Lost attachments and conflicting file versions	Everything lives in the task — description, files, comments, one source of truth
"Who's responsible for this?" confusion	Every task has one owner — no ambiguity, no overlap

08 — Live Demo Plan

See it in action. Right now.

DEMO 01

My Tasks

Show how tasks are organized by due date. Your personal daily plan — no confusion about what's first.

DEMO 02

Hiring Pipeline

Walk through the actual Metzger Lamy application. Watch a candidate move through the live pipeline.

DEMO 03

Firm Improvement

Show how an idea gets submitted, reviewed, approved, and tracked — from thought to action.

DEMO 04

SOPs Documentation

Look up a procedure live. Show how the team finds answers without asking Keith every time.

DEMO 05

Careers Page & Apply Form

See the front door — ck2financials.com/ck2-careers — and the Asana-powered application form in the browser.

NOTE

Questions Welcome

Every demo is a chance to ask. Raise your hand — no question is too basic. We're building habits here.

09 — Close & Next Steps

The roadmap starts today.

TODAY

Introduction & walkthrough — this meeting. Everyone gets their login. Questions answered.

THIS WEEK

Daily logins begin. Each team member opens Asana every morning and checks My Tasks. Build the habit.

NEXT WEEK

Comments replace email. When you have a question about a task — comment on it, don't send an email.

30 DAYS

Fully operational. All internal communication and task management runs through Asana. Zero exceptions.

Remember

Canopy for every client-facing file. Asana for every internal task. That's it. Two systems. Total clarity.

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