Project Calls I Agendas and Standards

Calls are a key part of our process and it is important to keep them standardized for successful projects. Good, organized calls and agendas can really help build strong relationships with clients. It is important to note each v1 project has a limited number of calls depending on the timeline but once we move to maintenance we have ongoing calls depending on the tier client has. If more calls are needed for a v1 project than the ones outlined initially it is most likely project's budget and timeline will need to be adjusted. Below you will find the expected duration, participants and agendas per call. You can also see the naming conventions (Name) for each call below.

CLIENT-FACING CALLS

1. Kickoff Call

Name: [Project Name] - Kickoff Call #
Duration: 15-20 minutes
Driver: PM
Participants: PM and Client only
Timing: First call post-sales

Agenda:

Present kickoff deck: Kickoff Deck

Objectives:

Build initial trust relationship with client
Set clear expectations on our process and methodology
Explain importance of Plutio for project organization
Establish Client Milestone: "Getting Familiar with Plutio"
Book the first refinement Call using the assigned BA's booking link

2. Refinement Phase Calls

Name: [Project Name] - Refinement Call #
Format: 5 daily calls over one week
Driver: BA (Diego)
Participants: BA, PM and Client

R1 Call Agenda

Presentation (10-15 mins): Refinement Phase Deck
Begin process flow documentation
Start requirement gathering

Presentation Objectives:

Set expectations for upcoming phase
Clarify current position in overall process
Establish Client Milestone: "Providing Assets" (intellectual and tangible)

R2-R5 Call Agenda

Objective: Gather all documentation needed for Design phase and future reference by Devs and PMs

BA MUST provide a summary of each of the calls and add it to the corresponding Plutio task and tag the assigned designer so they start getting familiar with the app's context and requirements without needing to be present in the calls.

3. Design Phase Calls

Name: [Project Name] - Design Call #
Format: 4-6 calls, typically weekly over ~1 month
Driver: PM
Co-pilot: Designer
Participants: PM, Designer, and Client

Note: Calls frequency should be twice a week. More frequent calls possible with mutual availability (flag with leader for approval)

LF1 Call Agenda

Presentation (10-15 mins): Platform-specific decks

Bubble: Bubble Design Phase Deck
Glide: Glide Design Deck
FlutterFlow: FF Design Deck

4. Development Phase Calls

Name: [Project Name] - Development Call #
Format: 30-minute calls every 2 weeks
Purpose: Maintain engagement, resolve blockers, identify upsells
Participants: PM and Client

First Dev Call Agenda

Presentation (10-15 mins): Dev Phase Intro
Continue with standard agenda (below)

Standard Dev Call Agenda

Review outstanding client tasks in Plutio
Address development questions requiring client input
Collect necessary licenses and access credentials
Assist client with any technical difficulties

Objective: Drive project forward and maintain client engagement

4.1 Client Testing Start Call

Name: [Project Name] - Testing Call #
Timing: During regular bi-weekly dev calls when testing phase begins
Participants: PM and Client

Requirements:

Present Testing Expectations Deck
Conduct demo of testable features
Set clear testing expectations

5. Launch Preparation/Pre-Launch Call (Formerly Handoff Call)

Name: [Project Name] - [Launch Preparation / Pre-Launch] Call #
Purpose: Mark end of V1, begin planning for maintenance/V2
Timing: Project completion
Participants: PM and Client

Key Questions to Ask:

How do you plan to onboard your users?
How many users do you plan to onboard simultaneously?
When is your official launch date?
How will you measure usage, engagement, and product success?
What is your long-term plan for the app?
What other tech stack do they use?
What is your go-to-market strategy? How will users get the app? (if applicable)

Objective: Ensure client's business success and plan future engagement

INTERNAL CALLS

Schedule internal calls early in the day when possible

1. Refinement Phase Handoff to Design

Name: [Project Name] - Refinement Handoff
Purpose: BA needs to ensure clarity on his documentation so Desginers can work with all the context the BA has
Timing: After Refinement Phase completion

Refinement Handoff Agenda

BA hands over project details to Designer and PMs
BA walks desgin team through all documentation
All questions are cleared or documentedd

2. Design Phase

Name: [Project Name] - Internal Design [Daily/Weekly/etc - if applicable]
Daily calls with all designers once Design phase begins
PM schedules based on designer availability
Avoid conflicts with other PM-designer dailies
Additional calls booked as needed

3. Development Phase

Name: [Project Name] - Internal Dev [Daily/Weekly/etc - if applicable]

First Internal Dev Call Agenda

Full walkthrough of wireframes, scope and purpose of the app
Establish first milestones and estimated dev points/hours

✨ Bubble & FlutterFlow Projects (30 mins)

Multiple Developers:

Daily meetings between devs to ensure coordination
PM participates first week, then weekly on consistent day
PM communicates schedule clearly (e.g., "I'll join every Wednesday")
Schedule early in day to prepare for client meetings

Single Developer:

Daily meetings first week
Reduce to 2-3 times weekly based on:
- Project size and complexity
- Developer expertise
New LowCode developers: Daily calls with PM for first 2 weeks

🌟 Glide Projects (30 mins)

Daily meetings first week
Reduce to 2-3 times weekly based on project complexity and dev expertise
New LowCode developers: Daily calls with PM for first 2 weeks

Note: Glide calls may be per-developer rather than per-project

Multiple PMs sharing same dev can coordinate joint calls
Review multiple projects simultaneously for PM alignment
Calls may need to be longer for multiple project reviews

Minimum Requirement: At least one weekly call with devs per project until completion

MAINTENANCE CALLS

Client-Facing Calls

Name: [Project Name] - Maintenance [Weekly/Bi-weekly/etc - if applicable] Call
Frequency: Based on client's maintenance plan tier
Lowest tier: Bi-weekly calls
Higher tiers: More frequent calls as outlined in maintenance plan
Refer to current maintenance plan proposals for latest offerings

Booking Next Client Calls During Current Calls

Purpose:
To efficiently schedule follow-up client meetings during ongoing calls, ensuring continuity and regular communication.

Scope:
Applicable to all team members who manage client calls.

During the Current Call:
- Towards the end of the meeting, remind the client about the importance of keeping regular communication.
- Propose scheduling the next call(s) immediately while the client’s availability is fresh.
Discuss Frequency:
- Ask the client if they prefer weekly or bi-weekly recurring meetings based on project needs and their availability.
Check Availability:
- Use a shared calendar tool (Google Calendar, Outlook, etc.) to propose available time slots.
- Or you may send your booking link, so client can schedule the date and time that works for them.
Confirm Meeting Details:
- Agree on the day, time, and duration for recurring calls.
Create Recurring Event:
- Book the recurring meeting in the calendar with the agreed time and platform.
- Add relevant team members and client participants.
Send Confirmation:
- Immediately after the booking, send a calendar invite with all details.
- Include an agenda outline for the next meeting(s) if possible.
Follow-up Reminders:
- Set reminders to be sent 24 hours and 1 hour before each meeting.
- Optionally send a reminder email summarizing last call highlights and next steps..

Internal Calls

Name: [Project Name] - Maintenance Weekly Call
Weekly calls with Dev team
Design involvement: Primarily async with calls booked as needed