Everyday Run State: ConnectWise Edition

If project scheduling inside ConnectWise feels like a never-ending game of calendar roulette... you're not alone.

One of the biggest mistakes I see in project planning is trying to force every ticket to be fully scheduled right from the start - before the client is ready, before hardware arrives, before your techs even have bandwidth.

There’s a better way, and it’s a concept borrowed straight from supply chain operations:
Firm, Fixed, and Flexible scheduling.

🏗️ What It Means (In Ops Language)

• Flexible:
  The work is real, but the dates and resources aren't finalized yet. Placeholder status.

• Firm:
  You have a general window, a resource role (Engineer, Installer, etc.), and a decent idea of when things should happen. But names and exact times might still flex.

• Fixed:
  It's locked. A real person is assigned, real dates are entered, and this task is fully scheduled with external visibility if needed.

🛠️ How to Apply It Inside ConnectWise Projects

When building your project:

• Create tickets early for all key tasks and deliverables.

• Leave resources unassigned if the work isn’t fully scheduled yet.

• Use estimated start and end date ranges to block realistic timeframes without overcommitting.

• Use the “Firm” or “Tentative” Status so your PMs and techs know what's real vs. what's still evolving.

Then:

• Set a regular internal project review rhythm (weekly, bi-weekly)

• During reviews, update Tentative tasks to Firm as you get client approvals, supply arrival confirmations, or resource availability

• Only once the work is fully ready and committed should you move the task to Firm - and assign a named resource

🎯 Why It Matters

• You keep project timelines realistic without overpromising

• You avoid double-booking engineers for work that may shift

• You protect team utilization rates and PSA accuracy

• You allow project managers to see bottlenecks before they become client escalations

• You create a shared mental model across Ops, Service, and Procurement

🛠 Try This Today (Just 5 Minutes):

Inside your next ConnectWise Project Plan:

• Identify one major upcoming deliverable that’s still "in flux"

• Adjust the ticket to use estimated dates and leave the resource unassigned

• Note it internally as “Tentative”

• Set a reminder to review it at your next project sync meeting

One cleaner project = less chaos, fewer surprises, better profitability.

🆕 Run State Resources (New Section!)

Each week, I’ll also highlight one small tool, idea, or upgrade that helps teams work smarter, not harder.

This week’s pick:
📬 "AI for Non-Technical CXOs" — a free 15-day email course that breaks down how AI can actually help with real-world processes (without needing to code). You don’t need to be an executive at all - I think it would be helpful for anyone working in an organization trying to navigate AI.

I’ve already recommended it to several clients this month—now it’s your turn.
Check it out here → LINK