📋 Kanban Guide (Fizzy)

Master your boards: TODAY, THIS WEEK, BUSINESS OPS

💡 What is Fizzy?
Fizzy is your Kanban board system for tracking exceptions, operational problems, and internal projects. It holds the chaos so your brain doesn't have to.

Why Use Fizzy?

Without Fizzy, your brain is like a computer with 47 browser tabs open:

  • "Did I call the insurance company about the damage claim?"
  • "Are we low on bleach or did I already order?"
  • "Should I mention to Rosa she's been late?"
  • "When is the van oil change due?"

By dinner, your brain is fried.

With Fizzy, each "open tab" becomes a CARD. The board HOLDS it so your brain doesn't have to.

The Magic: When you close the laptop at 5pm, the work STAYS in the board. Your brain can actually rest.

The 3 Boards

🔥 TODAY Board

Purpose: Your "What matters RIGHT NOW" dashboard

What Goes Here:

  • Urgent tasks for today
  • Exception handling (insurance claims, vehicle issues)
  • Customer follow-ups that can't wait
  • Supply orders
  • Team incidents to address

Examples:

  • "Call insurance about Henderson damage claim"
  • "Order bleach - current stock: 2 bottles"
  • "Talk to Maria about tardiness"
  • "Get van oil change estimate"

Typical Columns:

  • To Do - what needs doing today
  • Active Now - what you're working on this second
  • Waiting - blocked (waiting on callback, etc.)
  • Done Today - visible progress ✅
Daily Routine:
Morning: Pull 3-5 cards from THIS WEEK
Evening: Drag unfinished cards to tomorrow, close laptop

📋 THIS WEEK Board

Purpose: Pipeline of exceptions & operational work for the week

What Goes Here:

  • Investigations (cost overruns, time issues)
  • Supplier research/negotiations
  • Team performance issues to track
  • Process improvement experiments
  • Vehicle/equipment maintenance scheduling
  • Insurance/legal matters in progress

Examples:

  • "Investigate why Johnson house always runs over"
  • "Research new commercial cleaner suppliers"
  • "Process insurance claim - photos + estimate"
  • "Interview new crew member candidate"
  • "Test diluted cleaner on 5 jobs (cost experiment)"

Weekly Rhythm:

Sunday Planning (30 min with Hector):
  1. Review last week's completed cards (wins!)
  2. Triage new cards from alerts
  3. Pull 3-5 priority cards for this week
  4. Lety takes operational cards, Hector takes analysis cards

💰 BUSINESS OPS Board

Purpose: Hector's automation & business projects (Lety rarely looks at this)

What Goes Here:

  • Automation builds
  • Data analysis projects
  • System integrations
  • Financial investigations
  • Long-term strategy projects

Examples:

  • "Build Google Sheet dashboard: profit per job"
  • "Set up Quo → HCP lead automation"
  • "Analyze: Route optimization to reduce drive time"
  • "Create inventory alert system (Sheets → Fizzy)"
  • "Research loan options for new equipment"
Why This Helps Lety: These cards are tagged #hector and off her mental plate. When Hector solves something, he just reports the answer. She never has to think about the HOW.

Card Structure

How to Write Good Cards

Title: Clear & Actionable

❌ Bad: "Johnson house"
✅ Good: "Investigate: Johnson house time overruns"

Description: Context & Details

Problem: Johnson house consistently runs 1.5 hours over estimate
Impact: Costing us $40/job in labor
Data: Last 4 cleans: 4.5h, 5h, 4.75h, 5.25h (estimate was 3.5h)
Next Step: Track next 2 cleans with detailed notes on what takes time

Tags: For Sorting

  • #urgent - needs immediate attention
  • #cost-control - saving money
  • #crew - team-related
  • #vehicle - vehicle/equipment
  • #insurance - claims/legal
  • #hector - Hector's responsibility
  • #lety - Lety's responsibility

Due Dates: When It Actually Matters

Only set due dates for real deadlines:

  • ✅ "Insurance claim response due: Feb 5"
  • ✅ "Van inspection due: Jan 31"
  • ❌ "Order supplies" (ongoing, no real deadline)

Daily Workflow with Fizzy

Morning Ritual (15 min)

  1. Open Fizzy TODAY board
  2. See yesterday's unfinished cards (already there)
  3. Pull 2-3 new cards from THIS WEEK
  4. Pin ⭐ on your "Top 3" for today
  5. Check HousecallPro schedule (crew assignments)
  6. Quick scan Quo inbox (urgent customer messages)

During Day

  • Work cards as you go
  • Move cards between columns (To Do → Active → Done)
  • Add comments/notes as you learn things
  • If blocked, move to "Waiting" with note why
  • If new exception happens, create card immediately

Evening Close (10 min)

  1. Review TODAY board - what's left?
  2. Drag unfinished cards to tomorrow's column (or back to THIS WEEK)
  3. Look at "Done Today" - feel good about what you accomplished
  4. Quick peek at THIS WEEK - tomorrow's cards ready?
  5. Close laptop - work stays in the board

Common Scenarios

Scenario: Customer Damage Claim

Situation: Customer calls saying your team broke something

  1. Create Fizzy card: "🔴 Insurance claim - [Customer name] [item]"
  2. Add to TODAY board if urgent, THIS WEEK if not
  3. Add details:
    • What happened (customer's claim)
    • When (which job)
    • Crew (who was there)
  4. Work through card:
    • Get photos from HousecallPro (crew uploaded)
    • Get crew statement
    • Contact insurance
    • Get repair estimate
    • Submit claim
  5. Track status in card comments
  6. When resolved:
    • Close card
    • Add note to customer profile in HousecallPro

Scenario: Cost Investigation

Situation: Google Sheet alert says supply costs up 30%

  1. Alert auto-creates Fizzy card: "🔴 Supply costs up 30% this week"
  2. Card appears in THIS WEEK board
  3. Sunday planning: Prioritize for investigation
  4. Pull to TODAY board Monday
  5. Lety + Hector investigate together:
    • Review last week's job logs
    • Check: Was there a bulk purchase? (one-time spike)
    • Check: New crew member overusing? (training issue)
    • Check: Price increase from supplier? (negotiate)
  6. Find root cause, create action card
  7. Close investigation card when resolved

Tips for Success

✅ Do This

  • Create cards immediately when exceptions happen
  • Keep cards small & actionable
  • Add notes/comments as you learn
  • Close cards when done (feels good!)
  • Use tags to sort by type
  • Review boards daily (morning & evening)

❌ Avoid This

  • Vague card titles ("stuff")
  • Letting cards pile up without review
  • Using Fizzy for regular jobs (use HousecallPro)
  • Keeping everything in your head
  • Creating cards you never check
  • Not celebrating Done cards

The Promise

Within 2 weeks of using Fizzy consistently:

  • ✅ You'll close laptop by 5:30pm (work stays in board)
  • ✅ You'll sleep better (brain can rest)
  • ✅ You'll feel in control (can see everything)
  • ✅ You'll forget less (it's in the board)
  • ✅ You'll have energy for life (not just work)

Getting Started

  1. Create your 3 boards in Fizzy (TODAY, THIS WEEK, BUSINESS OPS)
  2. Spend 30 minutes brain-dumping current exceptions into THIS WEEK
  3. Pull 3 cards into TODAY for tomorrow
  4. Try for 1 week - morning routine, evening close
  5. Adjust - make it work for you
Remember: The system serves you, not the other way around. Start simple, adapt as needed.

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