This checklist is for the Project Steward to go through at the start of a new project.

The items listed here have also been made into a task template on Linear.

😎 Scenario: a client has emailed to confirm a proposal!

Communication

• [ ] Tell the rest of the co-op on Twist
  • [ ] Decide who will work on the project
• [ ] Reply saying how excited we are and what the next steps are. Remember to ask:
  • [ ] For their registered organisation name, address and number
  • [ ] Who will be signing the contract
  • [ ] Where we should send invoices

Proton Drive

• [ ] Create a project folder

Contracts

• [ ] Copy and edit our Statement of Work template, and attach our General Terms. Both are in Proton Drive under Shared with me > Common Knowledge Shared Drive > Templates (see project contracts)
• [ ] Send them the contract via HelloSign (aka DropBox Sign)

Productive (Internal Common Knowledge system. If you work at Common Knowledge, you can sign in to view it.)

• [ ] Mark the project as “Won” in Productive
• [ ] Check that the budget matches what the client has agreed to (break it up into project phases as per the proposal)
• [ ] Enable automated time warnings
  • Detailed Instructions
    • Open the budget sidebar, select the Settings tab (marked by the gear ⚙️ icon)
    • In the Time warning section enter the % of billable time at which you want to receive a notification (recommend 75%).
• [ ] Create a new commencement invoice for 10% of the project fee

Xero

• [ ] Go to Xero to approve and send the invoice
• [ ] Email to the point of contact via Xero
  • [ ] If contact doesn‘t already exist in Xero, create one and update their details (name, email, address)

💻 Contract signed ✅ + commencement fee paid ✅ = get the project set up on all the apps!

Cashflow Model

In Proton Drive: Shared with me > Common Knowledge Shared Drive > Finances > Cashflow

• [ ] Add the breakdown of when project fees are expected to be paid to the Cashflow Model

Productive (Internal Common Knowledge system. If you work at Common Knowledge, you can sign in to view it.)

• [ ] Add relevant client contacts to the project.
  • Detailed instructions
    • Invite them to Productive: Hover over profile pic top right Invite people → Client
    • Add them to the project: Hover over profile pic top right Settings → Users → click on the person and select the Project to add them to
• [ ] Schedule in the work on the Resourcing schedule (Internal Common Knowledge system. If you work at Common Knowledge, you can sign in to view it.)

Twist

• [ ] Create a new project thread for the project in the 0) 🐝 Workspace (Internal Common Knowledge system. If you work at Common Knowledge, you can sign in to view it.) channel.

Linear

• [ ] If it’s a bigger project where the client will need access to Linear, create a new team Workplace settings → Add team
• [ ] Enable Cycles and make this match our CK cycle number and date Team settings → Cycles

💡 NB: unfortunately you can’t create a cycle to start in the past, so to match the general team cycles, you need to create the team before the cycle begins.

• [ ] Change the title of the next cycle to align with the general cycle
• [ ] Create a new project within the Common Knowledge team
• [ ] Add the project to the client team as well

• [ ] In Project Overview (click the … next to the project name)

  • [ ] Update the Project status
  • [ ] Assign yourself as Project lead
  • [ ] Add the relevant Members / people to the project
    • Invite key client contacts to the project team Workplace settings → Invite and manage members → Invite people Add their emails, Invite as → Guest , and only add them to the project team.
  • [ ] Set the project Start date and Target date
  • [ ] Subscribe to relevant notifications on the project
  • [ ] Add any relevant Docs & Links (and keep updated as the project progresses) **
    • e.g.
      • Existing website
      • Project Proposal
      • The brief
      • Project Twist thread
      • Kick-off meeting Figjam
      • Whimsical wireframe
• [ ] Optional: add Milestones
• [ ] Start an issue backlog

🚀 Kick-off Groundwork phase

Kick-off

• [ ] Organise the kick-off meeting Figma Kick-off Meeting template (Internal Common Knowledge system. If you work at Common Knowledge, you can sign in to view it.)

Align on communication modes with client / collaborator

• [ ] Onboard them to Linear (here is an old Loom)
• [ ] Onboard them to Productive and viewing the budget regularly (here is a Loom)
• [ ] Create a Signal group with self-destructive messages for sharing sensitive credentials (or use One Time Secret or a password manager)
• [ ] Schedule any regular check-in meetings, as appropriate
• [ ] Email updates: set expectations on how often they are expected
• [ ] Get added to their Slack, WhatsApp, discord, etc. if needed
• [ ] Share expectations for the first Milestone and overall project timeline

Gather key project resources & credentials

Amend as relevant to the specific type of project.

Research

• [ ] Organisational structure information
• [ ] Relevant strategy documents
• [ ] Anything other relevant documentation

Design

• [ ] High-res brand assets
• [ ] Relevant source files
• [ ] Fonts

Digital

• [ ] Credentials to access the current website (or be added as a user)
• [ ] DNS / domain provider details
• [ ] Hosting provider log-in details (or be added as a user)