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Start + Plan

Start

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 fill out the Sales to Project Team Handoff form, 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.

Sales to Project Handoff Form

Plan

Create project charter

The project charter is a document delineating 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 to it throughout the project.
  • The project charter can be created as soon as the Sales-to-Project Handoff Meeting is completed. 
  • The project charter is a Google Doc saved in the top-level of the project's Drive folder.

Set up project management tool

Assign roles + deadlines

Create project resources

There are technology resources 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 as soon as 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 
  • 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

Meeting

agendas,

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


Create project channel in Slack

 

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.
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