Stage 1. Project Setup
Purpose
This SOP outlines the initial steps to be taken in the refinement phase of a project, specifically on the day of payment. It covers timeline definition, scope review, methodology establishment, and stakeholder alignment.
Definitions
- Scope creep: The uncontrolled expansion of project scope without adjustments to time, costs, and resources.
- Whimsical: A visual collaboration tool used for creating flowcharts and diagrams.
- Plutio: A project management and client portal tool.
- TidyCal: An online booking and scheduling tool.
Responsibilities
- Project Manager: Responsible for reviewing scope, setting up project timelines, and coordinating with stakeholders.
- Development Team: Assists in reviewing technical aspects of the scope and user flow creation.
- Client: Provides necessary information and approvals during the setup process.
Requirements
- Access to Whimsical, Plutio, and TidyCal
- Project scope document
- Client's contact information and payment confirmation
Procedure
- Review scope thoroughly (calls, assets, etc.)
- Outline user flows and hierarchies in Whimsical based on scope as best as possible.
- Send Email Response. Reference Email Response Template
- Invite Client to Plutio and to their project. Watch Step by step here
- Set due dates per phase (Start Date + End Date) there will be a template task per phase.
- Take a screenshot of the timeline from the Calendar view in Plutio.
- Assign people corresponding to each task. Watch How to use Plutio here.
- Create a booking link for the Kick Off call. Reference Booking Setup
- 8.1Set up Google Cal booking link
- Prepare Agenda. Reference the KickOff Call agenda
Exceptions and Special Scenarios
- If the client requires immediate attention outside the standard booking process, consult with the team lead for guidance.
- In case of scope ambiguities, schedule an additional call with the client before proceeding with the setup.
Contact Information
- For TidyCal setup questions: PMs channel in Slack.