Everyday Run State – Pro Edition

If your PSA feels like a giant, tangled to-do list with everything shouting “urgent” at once… you’re not alone.

But that’s not Run State.
That’s a cluttered system that makes your team reactive instead of strategic.

This week’s focus: how to create custom views inside your PSA that function like Kanban lanes - giving you clean, focused lists of actionable work grouped by outcome.

🧠 Why Views Matter More Than You Think

In Lean and Kanban workflows, we limit focus by creating clear stages:
To Do → Doing → Done

You can mimic that same clarity in your PSA by using custom views (filters + saved lists) that reduce noise and let your team take action in batches.

Instead of scrolling through dozens of unrelated tickets or tasks, they can see exactly what’s actionable, what needs a follow-up, and what’s stuck.

📋 Real Examples: Use Views to Take Action in Bulk

Here are a few custom view ideas I recommend to nearly every client:

🟡 “Follow-Up on Vendor POs > 7 Days Old”

Build a Procurement view showing:

• Open POs

• Status: Sent or Acknowledged

• Last updated > 7 days ago

This gives your purchasing or finance team a clean punch list of which vendors to follow up with - and avoids items getting stuck without visibility.

🟢 “Service Tickets Ready to Invoice”

For your finance/admin team, create a view that shows only Service Tickets and bill these weekly. Create different views for Projects and Sales Orders - they tend to be billed at a different cadence. The Service Ticket view can be:

• Tickets marked as complete

• Time entered

• Products received

• Not yet billed

Now your billing process becomes a checklist, not a scavenger hunt.

🔄 Bonus: “My Assigned Work – By Status”

Instead of one messy list, use multiple views to filter your “All Open Tickets” by Ticket Status:

• “Waiting on Customer”

• “Ready to Schedule”

• “In Progress”
  Each one only shows what’s relevant to the next step, helping each technician work cleanly and with purpose.

🛠 Try This Today (Just 5 Minutes):

• Choose one area of the PSA that feels messy (Service Tickets, Projects, Purchasing, etc.)

• Ask: What’s the common outcome or next step for these records?

• Build a custom view showing only those items

• Add it to your dashboard or save it to your sidebar

Then? Start working through it like a focused Kanban lane - clean, consistent, and distraction-free.

You don’t need more dashboards.
You need fewer decisions and clearer lists.

That’s how teams reach Run State - and stay there.

See you next week,
Monica