How to determine due dates

Purpose and Scope

This SOP outlines the process for Project Managers to determine appropriate due dates for tasks in Glide, Bubble, FF, and Webflow projects. It provides guidance on factors to consider and steps to take when setting task deadlines.

Definitions

• Glide + Webflow: No-code platforms. Can develop and pivot super quickly. An entire v1 app can be done in Glide in 2-4 weeks. Therefore, we use HOURS to estimate the efforts and deadlines for Glide and Webflow tasks.
• Bubble + FF: No-code platforms. Can develop and pivot fast but not as fast as Glide or Webflow. Therefore we use POINTS to estimate the efforts and deadlines for Bubble and FF tasks.
  • 1 point = less than 4 hours/ less than half a work day
  • 2 points = 4 hours/half a work day
  • 3 points = 8 hours/a work day

Responsibilities

• Project Managers: Responsible for setting and managing task due dates.
• Developers: Provide estimates for task completion times.

Procedure

1. Assess the Scope of Work

• Review the task requirements and deliverables thoroughly.
• Consider the complexity of the task and any potential challenges.

2. Gather Estimates from Developers

For Glide and Webflow Projects:

• Use Slack to ask the developer for a range of dev hours for the task.
• Example message: "Hi [Developer Name], could you provide an estimate of hours for [Task Link]? This will help in determining the due date."
• Add the dev hours provided by the dev in Plutio in the corresponding custom field

For Bubble and FF Projects:

• Ask the developer for a range of dev points for the task.
• Example message: "Hi [Developer Name], could you provide a range of dev points for [Task Link]? This will assist in setting an appropriate due date."
• Add the dev points provided by the dev in Plutio in the corresponding custom field

3. Consider the Task Submission Date

• Note when the task was submitted, approved or paid by the client. Final dev due date should be based on when client paid/approved the task.
• This date serves as the starting point for calculating the due date. 
  
  • Once there is a clear scope AND dev hours/points you can assign Jesus to the task so he can estimate the $ price of the task
  • Once Jesus has estimated the $ price of the task you can assign Angie to create a proposal to share with the client
  • Once the client has paid/approved the task we can setup a due date

4. Factor in Other Project Elements

• Consider the current project timeline and any dependencies with other tasks.
• Take into account team capacity and any ongoing or upcoming projects (reach out to the other PM's if you have any questions, use the slack channel).

5. Set the Due Date

• Based on the gathered information, set a realistic due date for the task.
• Ensure the due date aligns with overall project timelines and client expectations.

6. Communicate the Due Date

• Inform the developer and any other relevant team members of the set due date.
• Update the due date in the project management tool (e.g., Plutio).

Exceptions and Special Scenarios

• For urgent tasks or tight deadlines, consult with the development and ops team lead to assess feasibility.
• If a task is dependent on external factors (e.g., client input), set a tentative due date and communicate the dependency to all stakeholders.