Recommend Setup

Use Pods for separating the departments in your company. Each pod can have its own set of permissions based on what your department needs and what they don’t. Even if you want everyone in your company to have the same permissions, Pods are still useful to sort through what everyone is doing.

Example:

At my company, I have a few pods:

- Marketing
- Sales
- Fulfillment A
- Fulfillment B
- Fulfillment C

I made these pods, and then assigned people to each. Each fulfillment pod can take 8 clients, so separating them makes it easier to keep track of everything.

Step-by-Step:
1. Click Settings at the bottom left of your navigation bar
2. Click the Team tab
3. Click on Pods
4. Create a Pod for each department of your company

Definition of Done:
1. You’ve created a pod for each department of your company
2. You’ve added members of your organization to each pod
3. The Pod selector, seen at the top of every page, shows every Pod you’ve created, and is working.

Add everyone in your company that you want in your HyperOptimal organization. This gives team members clear expectations for what needs to be done and what they should be aiming for. It also helps you keep track of what everyone is doing and keep them accountable for how they are spending their time.

Example:
I have three companies, and for each one I created a separate organization in HyperOptimal. In each organization, I bought seats for everyone in those companies. This helps me better keep track of what everyone is doing and keep them accountable for how they are spending their time.

Step-by-Step:
1. Click Settings at the bottom left of your screen
2. Click the Billing tab
3. Choose how many seats you want to add and whether you want to pay monthly or yearly
4. Click the Team tab
5. Click the Add person button
6. Add everyone in your company that you want in your organization

Definition of Done:
1. You’ve chosen the number of seats that you want added to your organization
2. You’ve chosen monthly or yearly billing and made the payment
3. You’ve added everyone in your company that you want in your organization
4. Everyone you’ve added has joined your organization

Add accountability partners for yourself and your team members. With each new hour form submitted, accountability partners will get an email about what that person did during that hour. This keeps you and the people within your organization accountable and more productive with every working hour.

Example:
At my company, I added accountability partners based on who each person reported to. Team members had their manager as their accountability partner, managers had an executive as their accountability partner, and executives had me as their accountability partner.

This helped everyone stay accountable and made it easier for managers, executives, and me to keep track of what everyone was doing.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Accountability tab
3. Click the email box, enter the email of your accountability partner(s), and keep Email updates toggled on. Each person in the organization can have up to 5 accountability partners
4. To add accountability partners for other members in your organization, click each member’s icon at the top left of the Add contact container
5. Click the Email sub-tab at the top of the page to edit your own and other members’ email templates. This includes the subject line and email message

Definition of Done:
1. You’ve added at least one accountability partner for yourself
2. You’ve added at least one accountability partner for each member within your organization
3. You and every member have submitted an hour form to test that your accountability partners received the email

Start a work hour using the timer. Once the hour is finished, choose which key result, client work, or project your hour was spent on, then write exactly what you worked on and submit it to your accountability partners by email. There’s also a team leaderboard that tracks everyone’s work hours for Today, the Last 7 Days, the Last 30 Days, and All Time, making it easier to keep everyone productive and accountable.

Example:
I had everyone submit a work hour form to make sure their accountability partner received the email. After that, everyone had to log what they worked on at the end of every hour.

Once we started doing this, we noticed that every department was getting more work done. The leaderboard also motivated people to not only work more hours but also get more done during those hours.

Step-by-Step:
1. Click the timer at the top right of any page to start your work hour
2. After the timer is up and you hear the alarm sound, click the button at the top right of any page
3. On the Timer page, choose which key result, client work, or project your hour was spent on, then write exactly what you worked on during that hour with a minimum of 100 characters
4. Press the Submit hour button, and what you worked on during that hour will automatically be sent to your accountability partners via email

Definition of Done:
1. You’ve added your accountability partners
2. You’ve started a work hour by pressing the timer button at the top right of any page
3. You worked the whole hour and let the timer go off
4. You chose what your hour was working toward, filled in what you worked on for that hour, and pressed the Submit hour button
5. You’ve checked that your accountability partners received your hour form email
6. Every member in your organization has gone through steps 1-4

Create, keep track of, and stay accountable for the habits you create for yourself and your team. For each habit, you can choose which days you want it done on, and on those days, it will show up in the To-Do block in the Today tab.

Example:
I created different habits for people based on their role in the company. Some of the habits I created were:

- Marketing Manager: Review marketing performance every morning
- Account Manager: Update clients on what we’re working on daily
- Sales Representative: Contact all outstanding follow-ups before the end of the day

On the days they need to complete their habits, the habits will show up in their Today tab, which makes sure they don’t forget them.

Step-by-Step:
1. Click the Habits tab, either in your left navigation bar or in the More tab
2. Click the “+” button at the top right of your habit tracking sheet to create a new habit
3. Click each member of your organization at the top left of your tracking sheet and add the habits you want them to do

Definition of Done:
1. You’ve added habits and chosen which days you want them done on for yourself
2. You’ve added habits and chosen which days you want them done on for everyone in your organization
3. Members of your organization have added their own personal habits

Upload all your company’s SOPs, assets, workflows, tech stack, and saved content. If there are any missing, you can add them as required tasks in their corresponding tabs so your team knows what needs to be created. This gives each department a quick and easy way to access everything they need.

Example:
For each Pod, I created multiple groups for SOPs, assets, workflows, tech stack, and saved content. Each group separated the different areas of work within a Pod. This allowed everyone in each department to work more efficiently because everything was organized in one place and separated into groups.

Step-by-Step:
1. Click the SOPs tab, either in your left navigation bar or in the More tab
2. Click the New group container to add and separate your SOPs for each department
3. Click the left arrow to expand your existing SOP groups
4. Add all your SOPs and separate them into the groups you’ve added
5. At the top of the page, you’ll see these tabs: Assets, Workflows, Tech Stack, and Saved Content. Go through these tabs and repeat steps 1-4

Definition of Done:
1. You’ve created different groups for SOPs, Assets, Workflows, Tech Stack, and Saved Content
2. You’ve attached a link and assigned an owner to all SOPs, assets, workflows, tech stack, and saved content added
3. For SOPs, assets, workflows, tech stack, and saved content that are missing, you’ve added them to the Required Training block as required tasks in their corresponding tabs

Upload all your company trainings. If there are any missing, you can add them as required tasks in the Training tab so your team knows what needs to be created. This will allow departments to have access to the trainings they need.

Example:
I created training groups for each Pod/department in my organization, including Marketing, Sales, and Fulfillment. I then uploaded all my current trainings and separated them by Pod. For trainings that I do not currently have but need to create, I added them to the Required Training block as required tasks. This helps me keep track of the trainings I already have and the ones I still need to create for each department.

Step-by-Step:
1. Click the More tab in your left navigation bar
2. Click the Training tab
3. Click the New group container to add and separate your trainings for each department
4. Click the left arrow to expand your existing training groups
5. Add all your trainings and separate them into the groups you’ve added

Definition of Done:
1. You’ve created different groups to separate trainings for each department
2. You’ve attached a link and assigned an owner to all trainings added
3. For trainings that you’re missing, you’ve added them to the Required Training block as required tasks

Upload current courses used in your company and/or create new courses in the Courses tab. Courses allow team members to go through modules to fully understand what their role is within the company, how to do their job correctly, and how to use company SOPs, assets, workflows, and more.

Example:
At my company, I created a 7-day course for new appointment setters. The course included all the modules they needed to understand what we sell, the sales script we use, and how to use specific company assets. Each module included a video demonstration, attachments, and a full description. Once they completed all the modules, they were ready to start making appointment calls to incoming leads.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Courses tab
3. Click the New course container, enter the course name, and press the “+” button to the right of the container
4. Once you’ve created the new course, it’ll show up on your screen. Click it to enter the course
5. Click a specific day to expand it and use the Add task row to add a new task for that day. With each new task, add descriptions and necessary attachments
6. To add more days to your course, click the Add day button at the bottom of the left container where your current days are listed
7. Assign the course to members in your organization that you want to complete it

Definition of Done:
1. You’ve uploaded an existing course or created a new course
2. You’ve added all the necessary information and attachments to every task created
3. You’ve assigned the course to every member you want to complete it

Create your company context to help you craft better messaging for your ads and social media posts. This can help your team better understand your ICP, offers, and angles. You can also attach it to an AI tool like Claude and have it fully understand your ICP, offer, and brand tone to craft better copy.

Example:
I filled out all 15 pages in Company Context, which included information about our ideal customer profile, offer, results, source material, and more.

Once I was finished, I pasted everything into a document and sent it to everyone in the organization. I also added it to the Claude Projects that wrote our ads and content scripts.

This helped everyone and AI better understand our offer, who we were selling to, and how our messaging should sound.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Go to the Company Context tab
3. Fill out all 15 pages to complete your full company context
4. Click the Copy all button found at the top right of every page’s container, paste it into a document, send it to every member of your organization, and download it

Definition of Done:
1. You’ve filled out all 15 pages in the Company Context tab
2. You’ve clicked the Copy all button, pasted it into a document, and sent it to every member in your organization
3. You’ve downloaded the document
4. You’ve attached the downloaded company context to AI and used it to help you write copy for ads, social media, or something else

Create and assign roles to each member of your organization. Each role created will have these attached for easier and more efficient management:

- Job Description
- Workflows
- SOPs
- Training
- Courses
- Pods

Once you’ve added the necessary attachments to all roles created and assigned each member to a role, everyone will know exactly what they have to do and how to do it.

Example:
I created roles for every department so it was clear what everyone’s work responsibilities were and what was expected of them. This made it much easier for me to manage everyone.

Here are some of the roles that I created:

- Marketing Manager
- Sales Manager
- Sales Representative
- Account Manager

For each role, I attached the job description, workflows, SOPs, trainings, courses, and the Pod it belonged to. Once every role was created, I assigned each member of my organization to one of these roles.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Roles tab
3. Click the New role container
4. Add all the roles already in your company and any roles that you want to add

Definition of Done:
1. You’ve added every role currently in your company with Job Descriptions, Workflows, SOPs, Trainings, Courses, and Pods attached
2. You’ve assigned every member in your organization a role
3. You’ve added any missing roles in your company that you want to be filled

Create a job description for every role in your company. Each job description includes what they are responsible for, the exact skills they need, and their career/promotion path in your company. This gives everyone clear expectations for what’s expected of them and how their performance is measured.
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Example:
I added a Sales Manager job description. They were responsible for reviewing the sales pipeline, managing the Sales team, and making sure leads were followed up with at least 15 times before they were counted as lost. They also managed the sales call workflow and were measured by booked calls, show rate, and close rate.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Job Descriptions tab
3. Click the New Job Description container and go through the 4-step process
4. Add all job descriptions currently in your company and any job descriptions you want to add to your company

Definition of Done:
1. You’ve created all job descriptions currently in your company with full context and attachments
2. You’ve created all job descriptions that you want in your company with full context and attachments

Add objectives for each department to set clear goals and expectations for what everyone should be aiming for. You and your organization members can also add personal objectives for what you want to achieve personally. This gives everyone a personal and business goal to strive toward.
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Example:
‍At my company, I created objectives based on the biggest things I wanted us to achieve. Some of the objectives I created were:
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- HyperOptimal $10 Million ARR
- $200k MRR Skool
- 300+ Pieces Of Content Per Month
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This makes it clear what the company and each department should be working towards.
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Step-by-Step:
1. Click OKRs, either in your left navigation bar or in the More tab
2. Click the New objective container
3. Add five objectives across your departments based on what you want them to achieve
4. Add an objective that you want to achieve personally

Definition of Done:
1. You’ve created five objectives that you want your departments to aim for
2. You’ve created a personal objective that you want to achieve

Key results will show you exactly how much progress you’re making toward the objectives that you created in the previous steps. This will help everyone in your organization know exactly what they need to work on to complete an objective.

Example:
For each objective I created, I created five key results that each department would need to hit for us to reach our objective.

For our marketing objective to generate 10,000 qualified leads, the five key results added were:

1. Generate 5,000 qualified leads through paid ads
2. Generate 1,500 qualified leads through my newsletter
3. Generate 1,500 qualified leads through content
4. Generate 1,500 qualified leads through partnerships
5. Generate 1,000 qualified leads through referrals

In each key result, I then added the tasks required to achieve that key result and assigned them to different people within that department.

Step-by-Step:
1. Click the OKRs tab, either in your left navigation bar or in the More tab
2. Click the “+” button on the right of an existing objective
3. Create five key results for each existing objective
4. In each key result, add 3-5 tasks needed to complete the key result
5. Assign each key result to a member in your organization

Definition of Done:
1. You’ve added five key results to each existing objective
2. You’ve added 3-5 tasks to each key result
3. Every task added is assigned to a member in your organization

Create projects that will help you better keep track of progress on existing objectives and key results. Every task that you add to a project should include an assignee, due date, priority, time required, and current status. This will set clear expectations for what needs to be done and when it needs to be completed.

Example:
I added a project to the Marketing Pod to create a new sales funnel. This project was created to help us reach one of our key results of generating 5,000 qualified leads through paid ads, which was connected to our objective of generating 10,000 qualified leads.

The project was given a due date and assigned an owner responsible for completing it. We then added all the tasks required to complete the project and assigned each task to a specific person.

Step-by-Step:
1. Click the Projects tab, either in your left navigation bar or in the More tab
2. Click the Add project row, enter the project name, and press Enter
3. Choose a due date for the project
4. Choose an objective the project is working toward
5. Choose a key result the project is working toward
6. Assign an owner to the project
7. Add tasks that will get you closer to your key result and ultimately your objective

Definition of Done:
1. You’ve created a project
2. You’ve chosen a due date for the project
3. You’ve added an objective that your project is working toward
4. You’ve added a key result that your project is working toward
5. You’ve assigned an owner to the project
6. You’ve added tasks to the project, with every task having a due date, priority, time required, and current status

Upload your full client base to the Clients tab, then categorize them as Prospect, Active, or Churned clients. You can add each client’s contact information, how much they’re paying you, and additional context. This gives every member in your organization full context on each client and what they need to know about them. Once you’ve added your full client base, you can see all the important metrics for the client base you’ve added to HyperOptimal.

Example:
I uploaded my full client base into the Clients tab and separated everyone by Prospect, Active, and Churned. For each client, I added their contact information, how much they were paying us, when they started, and any other important context.

This gave me one place to see every prospect and client, what stage they were in, and the overall numbers across the full client base.
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Step-by-Step:

1. Click the More tab in the left navigation bar
2. Click the Clients tab
3. Separate your client base by Prospect, Active or Churned
4. Click either the Active Client sub-tab or Churned Client sub-tab at the top of the page, then click “+” to add a new client
5. Add every client you have in your client base and fill out all the information you have on them so you have full context on each client going forward

Definition of Done:

1. You’ve separated your client base by Prospect, Active, or Churned
2. You’ve added your full client base to the Prospect Clients sub-tab, Active Clients sub-tab and Churned Clients sub-tab with all the information you can provide on them
3. You’ve clicked the Client Dashboard sub-tab and reviewed your current metrics

Create projects for each client to better keep track of exactly what needs to be done for every client. Every task that you add to a project should include an assignee, due date, priority, time required, and current status.

This way, you and your team will never forget what needs to be done for each client and when it needs to be finished.

Example:
I created a client project to launch a new Meta ad campaign. This project was created to help us reach one of our client’s key results of booking 500 calls per month on their calendar, which was connected to their objective of doubling their monthly sales.
The project was given a due date and assigned an Account Manager responsible for completing it. We then added all the tasks required to complete the project and assigned each task to the Account Manager.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Client Work tab
3. Click the Add project row, enter the project name (most likely the client’s name), and press Enter
4. Choose a due date for the project
5. Choose an objective the project is working toward
6. Choose a key result the project is working toward
7. Assign an owner to the project
8. Add tasks that will get you closer to the key result and ultimately your objective for the client

Definition of Done:
1. You’ve created a client project
2. You’ve chosen a due date for the project
3. You’ve added an objective that your project is working toward
4. You’ve added a key result that your project is working toward
5. You’ve assigned an owner to the project
6. You’ve added tasks to the project, with every task having a due date, priority, time required, and current status

Create problems that each Pod/department is facing and create a plan to solve them. Let members in each Pod understand what the problems and constraints are and have them come up with their own set of solutions that they think will solve the problem. This lets members work as a team to solve problems quicker. Once a problem has been solved, you can mark it as Resolved.
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Example:
Our Sales Pod had a problem with leads not being followed up with fast enough. I added it as a problem and had everyone on the Sales team share what they thought would solve it. Once we agreed on a solution, we tried it out, and it helped us follow up with leads much faster. After the problem was solved, I marked it as Resolved.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Problems tab
3. Choose the Pod that the problem/constraint belongs to
4. Click the “+” button at the top right of the Problems container to add a new problem
5. Have members in that Pod come up with solutions that they think will solve that problem
6. Once that problem has been solved, click the Open button on that problem to switch it to Resolved

Definition of Done:
1. You’ve created a problem in a Pod
2. Members have come up with their own set of solutions that they think will solve the problem
3. You’ve solved the problem and switched it to Resolved

Come up with different ideas for each Pod/department that will help either solve a constraint or move the business forward. Each idea will come with a set of questions that will give you and every member of that Pod the full context of the idea. Members can then leave their own reviews and thoughts on the idea. You can then bring the idea to life through the five stages: New, Reviewing, Planned, In Progress, and Done. If the idea is not good, an executive or owner can reject it.

Example:
Someone in our Fulfillment Pod had an idea to create a better client onboarding process. They filled out the 8 steps and added it as an idea. We then had a meeting where the Fulfillment team reviewed it and decided to move forward with it. Overall, the idea resulted in a better onboarding process and experience for new clients.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Ideas tab
3. Click the “+” button at the top right of the Ideas container to add a new idea
4. Go through the 8-step process of creating an idea:
    1. What are you trying to do?
5. How is it done today, and what are the limits?
6. What is new, and why will it work?
7. Who cares, and what difference will success make?
8. What are the risks?
9. How much will it cost?
10. How long will it take?
11. What are the mid-term and final success checks?
12. Change the stage of the idea as you move forward

Definition of Done:
1. You’ve created a new idea
2. Team members have left reviews and shared their thoughts on the idea
3. You’ve moved through the stages of an idea to Done or Rejected

Use the Planner tab to plan and create tasks for days, weeks, or even months ahead. This will help set expectations for what exactly needs to be done and when it needs to be completed. Anyone can quickly check their Planner and know exactly what their upcoming days or weeks will be focused on.

Example:
At the start of each week, I go to the Planner tab and create the tasks that need to be completed for each Pod that week. Once I’ve added all the tasks, the Pod/department manager is responsible for assigning each task to a specific person. This makes sure everyone knows exactly what they are responsible for and is held accountable for completing it.

Step-by-Step:
1. Click the Planner tab, either in your left navigation bar or in the More tab
2. Choose which month you want to create tasks for using the date selector at the top of the page
3. Choose who or which Pod you want to create tasks for using the buttons at the top of the page
4. Click the Add task row on any date block and write tasks for those dates

Definition of Done:
1. You’ve chosen which month you want to write tasks for
2. You’ve chosen who or which Pod you want to create tasks for
3. You’ve created tasks in the date blocks that you want those tasks to be done on for every Pod or individual member

Schedule one-time or weekly meetings with separate departments. Each meeting scheduled comes with a 7-step Agenda that you can fill out to keep track of each topic touched on in your meetings and what the next steps are going forward. After each meeting, you can press the Finish meeting button and log it as a past meeting that you can review later.

Example:
At my company, I scheduled a weekly Marketing meeting every Monday. Before each meeting, I reviewed the previous week’s meeting log to see what we discussed, what next actions were added, and whether we had made progress or completed any of them.
I then filled out the 7-step Agenda for the upcoming meeting so we knew exactly what needed to be discussed.

After the meeting, we added any additional information or next actions to the Agenda. Once everything was completed, I pressed the Finish meeting button to log it and review it before the next meeting.

Step-by-Step:
1. Click the More tab in the left navigation bar
2. Click the Team Meetings tab
3. Click the Meeting Schedule button
4. Click the Schedule meeting button and choose which department the meeting is for and whether it’s a onetime or weekly meeting
5. Click the back arrow to return to the Team Meetings tab
6. Fill out all 7 steps for the meeting Agenda:
    1. OKR Review - select which OKRs you’ll be reviewing
    2. KPI Review - select which KPIs you’ll be reviewing
    3. Team Headlines - add additional headlines, decisions, or context
    4. Ideas - record ideas, decisions, owners, or follow-ups
    5. Issues - add problems, issues, or blockers
    6. Next Actions - add tasks that need to be done going forward
    7. Wrap Up - add any additional context, information, or closing notes

Definition of Done:
1. You’ve scheduled at least one meeting with one department
2. You’ve filled out each of the 7 steps in your meeting Agenda
3. You’ve finished the meeting and pressed the Finish meeting button to log it