SOP 19: Allocating a Chef Lead and Dispatch Date from the 99s
To assign ownership of a project to the appropriate chef and allocate a dispatch date once a project has moved into the 99s – Culinary stage. This ensures the correct chef is notified and the project can progress through the sampling process.
When to Use
Use this process when:
- A project enters the 99s – Culinary view.
- A chef needs to be assigned responsibility.
- A dispatch date has been agreed.
- Work is ready to be allocated.
Before You Start
You must have:
- Access to the Gates area.
- Access to the 99s – Culinary tracker.
- Knowledge of which chef will own the project.
- An agreed dispatch date.
Video Walkthrough
🎥 SOP 19 – Allocating a Chef Lead and Dispatch Date from the 99s
Process Steps
Step 1: Open the 99s Tracker
- Navigate to Gates.
- Select 99s – Culinary.
- Locate the project requiring assignment.
Step 2: Review Project Details
Before assigning ownership:
- Open the project record.
- Review:
- Gate Name
- Customer
- Product Details
- Notes
- Sample Due Date
- Delivery Notes
⚠️ Always check the notes section before assigning work.
Step 3: Allocate a Chef Lead
- Locate the Chef Lead column.
- Click into the field.
- Select the appropriate chef from the dropdown list.
Example:
- Emma
- Nicola
- Rob
- Jason
(according to current team structure)
Step 4: Save the Chef Lead
- Confirm the correct chef has been selected.
- Wait for HubSpot to save the update.
You should see a confirmation message similar to:
"Chef Lead changes saved"
Step 5: Allocate a Dispatch Date
- Locate the Dispatch Date field.
- Click into the date field.
- Select the required dispatch date.
- Confirm the date has been saved.
Step 6: Verify Assignment
Check that:
✓ Chef Lead is populated.
✓ Dispatch Date is populated.
✓ Correct project has been updated.
✓ Changes have been saved.
Best Practice
Before allocating work:
- Review current chef workloads.
- Consider project priority.
- Check dispatch commitments.
- Ensure delivery dates are achievable.
Common Mistakes
❌ Assigning the wrong chef.
❌ Forgetting to allocate a dispatch date.
❌ Not reviewing project notes.
❌ Updating the wrong project.
❌ Leaving the record before changes save.
Success Criteria
The process is complete when:
✓ A Chef Lead has been assigned.
✓ A Dispatch Date has been entered.
✓ The assignment has been saved successfully.
✓ The project is visible in the chef's workload.
Related SOPs
- SOP 04 – Creating a Personal View
- SOP 05 – Adding an Existing View
- SOP 06 – Editing Columns in a Personal View
- Sample Tracker Overview
- Chef Workload Management