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Leanbet Internship Standards
Guide for Interns
Welcome to the Leanbet Internships page!
Here you'll find a practical guide to using Google Sheets, with a detailed description of each document and the operating standards we use at Leanbet. This space is designed to support you on your journey and ensure efficient and organized use of shared tools.
Using Google Sheets: Project & Time Management
Sheet 1: Standard
The color chart indicates the standard to use in the weekly planner; see sheet "Wk_XX."
Below are the guidelines for preparing the weekly planner.
Sheet 2: PDCA
The PDCA worksheet serves as a database for recording all the activities to be completed and performed during the thesis period. The name PDCA stands for the Deming cycle, an acronym that stands for Plan, Do, Check, Act:
P (Plan): when the activity is inserted into the database it is in Plan
D (Do): the activity is switched to Do when I am doing it
C (Check): the activity has been completed and is being checked
A (Act): the business can be considered closed
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No. = Sequentially numbered
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PDCA = Enter the letter here based on the progress of the activity (P, D, C, or A)
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Priority = Ranges from 1 to 4. The priority can be defined with the tutor
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Theme = General theme of the activity (e.g., Literature, Benchmarking, Website Construction, etc.)
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Source = Who delegated the activity
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Problem Description = Enter the description of the activity here
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Improvement Activities = Enter here how you intend to carry out the activity and any progress
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Who = Who is responsible for carrying out the activity
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Team = Other people supporting the activity
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Registration Date = Date the activity is entered into the database
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Deadline = Due date of the activity (by when it must be completed)
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Notes and Links = Any hyperlinks (e.g., links to a website)
Example: During a telephone alignment, the tutor asks the intern to check a website he or she has identified. The intern must enter this activity into the PDCA sheet. The activity will be entered as P (because it was just entered), Priority 1, Topic "Benchmarking" because it is a competitor's website to be compared, Source: tutor acronym, "Problem description" should be entered as "Analysis of competitor's website for suggestions," "Improvement activity" should be entered as "Analyze website [Site name]," Who: intern acronym, Registration date: today's date.
SHEET 3 (and following): Wk_XX
This worksheet is a standard tool for understanding how to fill out weekly planners. It's essential for learning time management.
Important: Each week, a new worksheet must be created with the next week's schedule. The sheet name must indicate the week number. See the example image: I created the worksheet wk43_24 because I'll be planning the activities for week 43. (To copy the worksheet: right-click, "Duplicate").
How to fill out this form: Each day is divided into Planned and Actual, with each row indicating a 30-minute slot. At the end of the week (roughly speaking), you'll fill in the "Planned" columns for each day: you're essentially organizing the activities and days for the following week.
Once the day is over, you'll take stock of your progress by filling in the "Actual" column: if I've actually completed the activity in the designated slot, I'll color it green; otherwise, I'll color it yellow (if I was late) or red (if I didn't complete it at all, in which case I'll insert the activity I completed in its place).
Please note: Only include activities and planning related to your thesis. If you're not working on your thesis project for a day/half-day/time slot but are doing other activities, don't include them. For example, if you have a class for a full day, there's no need to include "Class." Instead, it's important to plan your thesis-related activities.
Sheet 4: Internship Hours
It's used to track hours worked.
Fill in only the "Date" and "Hours" fields; the top section updates automatically.
Sheet 5: Sending weekly summaries
Alignments will take place weekly, typically via phone call or video call. The tutor will send an appointment for the following week each week. If for any reason the call is canceled, an update is still requested via WhatsApp (voice or text) or email.
Use the table to track sent updates.
Sheet 6: Gantt
Thesis Project Gantt Chart: The Gantt Chart is a tool used in project management to track task progress and timelines. This tool is essential for learning how to manage projects.
The yellow lines indicate "Macro Activities" (also called Work Packages): these can indicate project Milestones, phases, or simply "Parts" of the project.
In the example shown, "Literature" is a section of the thesis project where you search for books or articles useful for your thesis.
The white lines indicate the activities (also called Tasks). Please note that Tasks are different from PDCAs: we don't need to include all the activities from the PDCA database in the Gantt chart. Let's take the example of Part B of the project, or "Preliminary Activities": in this case, the preliminary activities are those in which the intern begins to become familiar with the project, understanding its objective and strengths. In this phase, the tasks to be completed are mainly B1 "Project Study" and B2 "Analysis of Similar Websites." It's clear that Task B2 will include a series of PDCAs (see example of point "Sheet 2: PDCA").
The right side is visual and temporal: at a glance, it shows how we're progressing with tasks, whether we're on schedule or behind schedule. Let's see how it's filled out:
As you can see, each task has two lines: one for the planned task and one for the actual task (what actually happened).
The first thing to do is fill out the first line, inserting the letter "P" for the weeks in which you plan to complete that activity. Take the first task, "Finding books to read," and let's say we want to complete this task from week 1 to week 7 (see timeline above). Now, I just need to insert the Ps for weeks 1, 2, 3, 4, 5, 6, and 7 (see image).
As the weeks go by, you'll need to fill in the final report line: the Gantt chart should be updated weekly, inserting a G, Y, R, or C for each task (in the final report line):
G: That week, I had planned to complete that task, and I did.
Y: That week, I had planned to complete that task, but I was slightly delayed.
R: That week, I had planned to complete that task, but I wasn't able to.
C: I closed the task.
Standard PowerPoint
Download the company standard for PowerPoint presentations: ensure your slides follow our official style and guidelines.
Restrictions on the use of company content on personal social media
The trainer/consultant is not authorized to post content related to their work for Leanbet on their social media channels. They are required to write a post to submit to Andrea Bet, which will be published, after review and any necessary adjustments, exclusively on Leanbet's social media channels.
The use of the Leanbet logo or the client's logo in any external communications or social media posts is prohibited without prior authorization from the company.
Photos and Posts
During in-person sessions, it is possible to take photos without faces, from behind, or of neutral details (e.g., hands, whiteboards). Photographs of recognizable people, products, technology, or sensitive environments should be avoided.
Operational Behavior and Communication
The following are the fundamental rules to follow during classroom, on-site, or remote activities.
It is mandatory to use exclusively the @leanbet.eu email address for all communications with Leanbet customers, suppliers, and collaborators.
→ Always include info@leanbet.eu in your CC.
Under no circumstances may you use your personal contact information for platform registrations or for any other purposes that require using Leanbet's email or mobile phone.
→ Use exclusively amministrazione@leanbet.eu and the company number +39 376 210 8166.
On a new customer's first day at the office, if a Leanbet contact is required, you will not enter the office alone: you must wait for our contact information before accessing the office.
At the end of each day with the client, it is necessary to:
Review the scheduled dates with stakeholders
Include this moment in the daily flow, as an integral part of the closing of activities
Always send, at the end of the day, a voice message/email/message referring to a single client
→ to be sent to Andrea Bet and any colleagues with whom you collaborate on the project
It is mandatory to collect feedback via the www.menti.com platform (or a similar one agreed upon with Andrea Bet) and share it during training courses and some consulting sessions (as an alternative to the final Hansei at the end of the session).
A detailed record of daily activities, client attendance, and planned/implemented agenda is required.
Standard Presentations and Slides
Use only the Leanbet PowerPoint format (Microsoft or Google) for any presentations to Leanbet clients, collaborators, and suppliers;
Save the slides in the full, shareable (light) version with the Leanbet client in the shared folder without including any references or personal information (name, surname, phone number, email, LinkedIn).
Standard Tools and Materials
Standard Consulenti - Formatori
This section contains all the internal procedures, reference materials, and documentation needed to ensure compliance with the quality, methodological, and organizational standards adopted in our training and consulting programs.
This page is designed to support you in carrying out your activities, ensure consistency in your operational approach, and foster ongoing alignment with Leanbet's values and practices.
Welcome to the Leanbet consultants and trainers area!
Billing and Administrative Procedures
What to do each month
By the 1st of the month, send:
the statement of hours worked
the proforma invoice
to: amministrazione@leanbet.eu (cc: andrea.bet@leanbet.eu)
Always use the file: 2020mmdd_Evidenza_compenso_giornate_consulenza_LEANBET.xlsx
available in the shared folder
If requested, also send the paper invoice or receipt to Leanbet Srl's physical address
Leanbet billing data
LEANBET Srl
Registered Office: PIAZZA PORTA CASTIGLIONE 14, Bologna (BO)
VAT No. and Fiscal Code 03931251205
C.U USAL8PV
PEC leanbetsrl@legalmail.it
Additional provisions
Hourly compensation is defined on a per-task basis and specified when the task is activated.
Do not include working hours on holidays (e.g., April 25th, June 2nd): they will be removed by default.
If you perform back-office activities, always specify the type of activity in detail in the summary sheet.
Leanbet Shared Folder
Inside the shared folder, you'll find all the essential materials for your assignment:
Standard Agenda (sent first to andrea.bet@leanbet.eu, then to the client in table/email format)
Standard PTT (also downloadable from the website icon)
Backgrounds for remote lessons
It's essential to always use the updated files available in the shared folder.
Operating Rules for Consultants and Trainers
Online Presence and External Communication
LinkedIn and Social Media
Employees are asked to "like" posts published on official Leanbet channels, as a sign of their participation and support for corporate communications.
Employees' LinkedIn profile headers must be consistent with the Leanbet style, both visually and in professional references.
Responsibility in Funded Courses
When delivering funded courses, Leanbet consultants have a series of key responsibilities to ensure proper educational and administrative management of the programs. Compliance with these rules is essential for the successful completion of the training activities and for reporting to the relevant authorities.
Specifically, the consultant/trainer:
Agrees to ensure that the register is filled out accurately by the students, ensuring that each participant signs personally and that any late arrivals or early departures are recorded with a time and note.
Agrees to provide a legible signature, indicating the start and end times of the lesson and describing the topics covered in accordance with the approved training plan.
Agrees to communicate the lesson schedules at least 5 days in advance to the contact person of the Leanbet training organization.
Agrees to promptly inform the contact person of the Leanbet training organization of any changes to the date and/or time of lessons.
Agrees to prepare a summary report on the activities completed at the end of the course, according to the methods agreed upon with the contact person of the training organization.
Agrees to administer and collect the Customer Satisfaction questionnaires by the end of the course and to deliver them to the coordinator of the Leanbet training organization.
For any questions or unexpected situations, you can always contact the Leanbet team. Our shared goal is to provide a quality, structured, professional service aligned with the company's values.
Rules for Online Trainers
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You agree to upload slides to the Leanbet shared folder before the lesson.
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You agree to use a PowerPoint presentation to support the lesson, in line with the Leanbet graphic standard.
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You agree to ensure a stable and adequate internet connection to avoid interruptions and audio/video issues.
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You agree to maintain professional conduct throughout the lesson, avoiding personal conversations or irrelevant topics.
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You agree to take a break every two hours of class, lasting a maximum of 10 minutes. For four-hour sessions, a single 10-minute break is provided.
To ensure quality, consistency, and professionalism during online training sessions, the consultant/trainer: