Voxer Private Executive Communication Channel

# Voxer Private Executive Communication Channel

Overview

This procedure outlines the protocols and uses of the Voxer tool for communication exclusively between Rezin and Shiela, the Executive Assistant. It ensures the efficiency and privacy of executive communications while defining boundaries and responsibilities. Voxer can be found at - voxer.com/

## ❶ Purpose

Voxer is used exclusively between:

• Rezin

• Shiela (Executive Assistant)

It is a private executive communication channel designed for:

• Quick updates

• Rapid approvals

• Strategic processing

• Capturing ideas

• Real-time executive direction

No other team member communicates with Rezin via Voxer.

## ❷ Core Rule

Voxer is not a team communication tool.

All team communication routes through:

• Hubtasks/Worklenz

• Email

• Scheduled meetings

Shiela monitors all team communication channels.

Rezin does not.

## ❸ Executive Assistants Responsibility

monitors:

• Hubtasks/Worklenz comments

• Tags

• Escalations

• Email

• Deadlines

• Bottlenecks

She determines what requires executive attention.

If something requires quick executive awareness, she uses Voxer.

## ❹ Approved Uses of Voxer (From Executive Assistant to Rezin)

Executive Assistant may use Voxer for:

• Urgent issues requiring same-day awareness

• Quick decision approvals

• Clarifying direction

• Revenue-impacting updates

• Time-sensitive matters

• Executive-level summaries

Voxer messages should:

• Be concise (preferably under 60 seconds)

• Clearly state what is needed

• Include recommendation when applicable

• Include deadline if relevant

Example format:

“Quick update. Client X escalation. Finance error identified. Recommended solution: refund $300 credit and adjust invoice. Need approval today.”

## ❺ Rezin’s Use of Voxer

Rezin uses Voxer to:

• Give quick approvals

• Provide strategic direction

• Brainstorm verbally

• Clarify expectations

• Capture ideas

• Assign follow-up items

Rezin may message Executive Assistant at any time to:

• Add tasks to executive lists

• Track ideas

• Set reminders

• Capture future initiatives

• Redirect priorities

All Voxer direction from Rezin must be converted into structured tasks.

## ❻ Documentation Requirement

After any Voxer conversation:

Executive Assistant must:

• Create or update relevant Hubtasks/Worklenz task

• Move item into correct Executive list

• Assign responsibility

• Set deadline

• Add summary of Voxer direction

Voxer is not the record system.

Hubtasks/Worklenz is the record system.

## ❼ Workflow for Rezin’s Ideas

When Rezin sends Voxer message like:

“Add this to growth ideas”

“Remind me next week about this”

“Follow up with finance on this”

Executive Assistant must:

Immediately create task in:

Rezin Executive list

Growth list

Waiting On

This Week Focus

Confirm back via Voxer:

“Added to Growth list. Due Friday.”

This creates closed-loop communication.

## ❽ Urgency Levels

Executive Assistant should internally categorize before escalating via Voxer:

Level 1 – Immediate

• Financial risk

• Legal risk

• Client crisis

• Reputation threat

Level 2 – Same Day

• Decision blocking execution

• Revenue-impacting item

Level 3 – Non-Urgent

• Strategic build

• Future planning

• Long-term opportunity

Level 3 items should go into Hubtasks/Worklenz first, not Voxer.

## ❾ Boundaries

Voxer should NOT be used for:

• Team discussions

• Status updates

• Long project conversations

• Back-and-forth debates

• Emotional processing

• Documentation

If Voxer thread exceeds 3 exchanges:

Move to Hubtasks/Worklenz or schedule a call.

## ❿ Notification Discipline

Rezin should:

• Avoid constant Voxer checking

• Trust Executive Assistants filtering

• Check Voxer at structured intervals if possible

Executive Assistant should:

• Avoid over-notifying

• Combine updates when possible

• Use Voxer strategically

## â“« Success Indicators

This system is working when:

• Rezin is not overwhelmed

• Decisions are quick

• Team does not bypass structure

• Hubtasks/Worklenz reflects all Voxer decisions

• Ideas are captured, not lost

• Executive focus is protected

If Voxer becomes noisy or reactive, protocol must be reinforced.