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SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Client Onboarding & PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. Board Setup

System: 04 Fulfillment & Production
Tooling: Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress., Microsoft Teams
Trigger: Deal marked "Closed Won" in HubSpot.
Owner: Fulfillment Lead / Project Manager

1. Objective​

To ensure every new client project starts with a consistent, organized structure in Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress., enabling the team to execute immediately without "reinventing the wheel."

2. Board Architecture (The "Golden Template")​

When creating a new plan in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress., use the following standard Buckets and Labeling conventions.

A. Standard Buckets​

  1. Incoming / Backlog: Tasks identified but not yet scheduled.
  2. Phase 1: Onboarding & Discovery: Admin tasks, access setup, and kick-off.
  3. Phase 2: Execution / Delivery: Core service deliverables (customized per SOW).
  4. Phase 3: Review & QA: Internal checks and client approval steps.
  5. Phase 4: Offboarding & Closeout: Final handoff, invoice confirmation, and testimonial request.
  6. Blocked / On Hold: Items waiting on client input.

B. Labeling System (Visual Tags)​

  • Red: 🛑 BLOCKER / Urgent
  • Yellow: ⚠️ At Risk / Client Delay
  • Green: ✅ On Track
  • Blue: 🔷 Internal Admin (Client doesn't see this)
  • Purple: 🟣 Meeting / Milestone
  • Pink: 🎓 Content / deliverable

3. The "New Client" Checklist (Standard Tasks)​

Add these tasks to every new board immediately upon creation.

Phase 1: Onboarding (Bucket 2)​

  • Create Shared Team Channel: Set up "Client - [Name]" channel in Teams (if applicable).
  • Send Welcome Packet: Email Welcome Kit with link to Portal/Files.
  • Schedule Kick-Off Call: Coordinate time via Outlook.
  • Access Request: Request logins for necessary client systems (VPN, 365, etc.).
  • Create Project Folder: Set up SharePoint folder structure per Master_Template_Catalog.

Phase 2: Execution (Bucket 3)​

  • Draft Project Charter: Define scope and success metrics (using Template).
  • [Placeholder]: Add deliverables from the specific SOW.

Phase 4: Closeout (Bucket 5)​

  • Final Deliverable Handoff: Ensure all assets are in the shared folder.
  • Revoke Access: Remove TTDTTD The organization managing this documentation. access from client systems.
  • Send Feedback Form: Trigger NPS / Testimonial request.
  • Archive Project: Mark PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. board as Complete (do not delete).

4. Handoff Workflow (Sales -> Fulfillment)​

  1. Sales (System 03): Marks deal as "Closed Won" in HubSpot.
  2. Automation (System 06): (Ideally) Zapier triggers a "New Client" alert in the "Fulfillment" Teams channel.
  3. PM Action:
    • Goes to Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress..
    • Clicks "New Plan" -> Selects "Add to existing Group" (The Management or Delivery Team).
    • Names Plan: PROJ - [Client Name].
    • Manually builds the Buckets (until MS PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. Templates are fully automated).
    • Pastes the "Standard Tasks" from this SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations..
  4. Assignment: PM assigns the "Schedule Kick-Off" task to themselves or the Account Manager.

5. Maintenance​

  • Daily: PM updates status labels (Red/Green).
  • Weekly: Review board status during the L10L10 A weekly 90-minute leadership meeting with a strict agenda designed to maintain alignment, accountability, and solve issues. Meeting (Fulfillment ScorecardScorecard A weekly report of 5-15 key metrics that gives a quick pulse on the health of the business.).