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.