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Conduct Sales to Project Team Handoff meeting

The Sales to Project Team Handoff meeting is the official start of a DORIS project for the Ops team. In this meeting, the person who sold the project will give information about the client and proposal to the Ops team.

  • The Sales Lead is responsible for scheduling the Sales to Project Team Handoff Meeting and invites the Operations Manager and the Project Lead.  Together, they will enter the initial project details into the Project Charter, allowing the Lead Project Strategist assigned to the project to ask questions and get acquainted with the project.
  • The meeting can be scheduled as soon as the client has accepted the project proposal.
  • The Project Charter should be created before the Sales to Project Team Handoff meeting.
Create and edit the charter
  • Click on the Project Charter link, make a copy, and rename the file prior to the Sales to Project Handoff meeting. Save the file to your personal drive until you create the Project Folder. Change "Organization" to the client name.
  • The Operations Manager will go through the Project Charter, ask the Sales Lead what we know, and enter that information into the charter.

Plan

Create and edit project charter

The project charter delineates the project's scope, stakeholders, roles, and detailed information about each engagement. It's the go-to guide for all project questions, serving as the primary location where team members can look for answers to their questions.

  • The Operations Manager creates the project charter, and all team members are responsible for saving information throughout the project.
  • The project charter is created before the Sales-to-Project Handoff Meeting. 
  • The project charter is a Google Doc saved in the top-level of the project's Drive folder.
Editing the Project Charter
  • Click on the Project Charter link, make a copy, and rename the file. Save it to your personal drive until the Project Folder is created. Change "Organization" to the client name.
  • During the Sales to Project Handoff meeting, the Operations Manager will review the Project Charter, gather information from the Sales Lead, and incorporate it into the Charter.
  • The Operations Manager will also include additional details from the client liaison, such as communication instructions, timelines, Ops Team roles, engagement preparation links/documents, etc.
  • As information becomes available, Ops Team members should update the charter with debrief information, document links, or relevant web resources like Calendly and Qualtrics.
  • In the "Fuzzy Situation" section of the Project Charter, fill in details from either the Proposal document or the Project Basics doc. If available, add a link to the Project Basics document in the deliverables section under the Project Basics box.
  • Here is an example of a charter created and edited for a project. (Need to make an example doc that can not be edited)

Set up project management tool

Assign roles + deadlines - Tab to add more here later.

  • Begin with the first project team meeting.
  • Set up the project in Wrike with dates from the Ops Logistics calendar. Once you have an approved timeline from the liaison, update Wrike and the Ops Logistics calendar with changed dates.

Create project resources

Technology resources are needed to support all DORIS projects, from time tracking to file management. 

  • The Operations Manager is responsible for creating project resources.
  • Project resources can be created after the Sales-to-Project Handoff Meeting is completed. 

Create project and client in Toggl

All project hours must be entered in Toggl, an online time-tracking tool. 

  • Click the Projects tab on the menu bar located on the left side

  • Click on the “+ New Project” button in the top right corner.
  • Name the project according to the Sales-to-Project Handoff
  • Select the client 
  • Set the time estimate based on <>
  • Ensure the project is not set to private
  • Click Apply when done
Create project folder in Box

Quantitative data, third party data, and Adobe files for the project are stored in Box. 

Move materials out of the Business Development Proposals folder into the project folder.

  • Navigate to All Files > 2 - Projects 

  • 2 - Projects

  • Copy the ZZ - New Project Folder 12-22 in 2 - Projects
  • Rename the copied folder with the Project Name (ex. RJE Cincy) 
  • (If needed) Move project floorplans to "Client Floorplans" Folder in Project Name > 0 - Project Info
  • Rename "Client Floorplans" Folder to Project Name Floorplans
  • Move sales proposal from Business Development folder to "Proposal" Folder in Project Name > 0 - Project Info
Create new project folder in Google Drive

Meeting agendas, content writing, qualitative, and the master list are stored in Google Drive. 

**Unlike Box, Google Drive does not support folder copying. 

  • Navigate to the Project Management Folder   
  • Download New Project Folder 2023 
  • The folder will be compressed to a .zip folder. On your local drive, extract all of the files 
  • Rename the folder with the Project Name
  • Navigate to 2 - Project folder in Google Drive + select +New in the upper left hand corner. In the dropdown menu, Select New Folder Upload and save to the 2 - Projects folder.
Create project channel in Slack

Slack is a business messaging app. It is DORIS' main internal communication platform. Each project gets its own Slack channel. 

  • At the bottom of the Channel list on the left side, select + Create New Channel
  • Put the Project Name/internal abbreviation as the channel name. Click Next 
  • Select Public, then invite all corporate employees to the channel. If the project is sold by a market principal/operating principal, invite them. (ex. Karen should be on her projects' channels)

Set up participant master list 

The master list is a list of all project stakeholders and includes their first and last names, email, department, and job level. The more information provided, the more robust demographic analysis can be performed.

  • The Operations Manager is responsible for creating the master list from information provided by the client.
  • The participant master list can be created as soon as the information is received.
  • The participant master list is saved as a Google Sheet in the top level of the project's Drive folder. 
Create participant list
  • Rename the file Organization_Master List as 'Project Name_Master List"
  • Input the participant information into the Sheet, persevering the template's formatting. 
  • After all demographic info is inputted, inform the Research Associate that it's ready for Mailchimp + Qualtrics links.

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