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

Google Drive

• [ ] Create a project folder

Contracts

• [ ] Duplicate and edit our supply of services agreement template with the relevant details Google Docs
• [ ] Send them the contract via HelloSign (aka DropBox Sign)

Productive

• [ ] 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

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

Productive

• [ ] 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

Twist

• [ ] Create a new project thread for the project in the 0) 🐝 Workspace 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

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)