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Phased Rollout Plan: From Scrappy Startup to Systemized Business

This plan outlines a strategic, iterative implementation of the 8 Core System Pillars, ensuring critical functionalities are in place for launch, followed by stabilization, documentation, and ultimately, scalable optimization.

Foundational Systems & Blocking Dependencies​

The most critical and foundational systems, providing the core environment and content, are:

  • System 6: Administration Systems (IT Infrastructure, Access Control, IKMIKM The governance, policies, and systems for creating, storing, organizing, accessing, and retaining company information. Governance): Essential for providing the basic tools (M365, HubSpot), user access, and foundational information management that all other systems build upon.
  • System 1: Management & Leadership Systems (Strategic Planning, OKRsOKR A goal-setting framework used to define measurable goals and track their outcomes., Operating Rhythms): Crucial for defining direction, setting priorities, and ensuring the project itself is managed effectively.
  • System 5: The Content Engine (Core AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. Structure, Basic Production Pipeline): Without a system to generate and manage knowledge (courses, KB articles), the core product/service cannot exist.

These three systems must have their MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. components established first as they are critical blocking dependencies for most other systems.

Phase 1: Minimum Viable Operations (Launch-Ready)​

Goal: Establish the absolute essentials to launch the business, generate initial revenue, and deliver core services/products. Focus on getting the revenue engine running and essential support in place.

Priority Order & Key Activities:

  1. System 6: Administration Systems (MVP)
    • Goal: Basic M365 and HubSpot setup, core user accounts, foundational SharePoint structure, initial IKMIKM The governance, policies, and systems for creating, storing, organizing, accessing, and retaining company information. governance draft (naming, storage).
    • Blocking for: All other systems (tools, access).
  2. System 1: Management & Leadership Systems (MVP)
    • Goal: Define annual goals, 1-2 critical quarterly OKRsOKR A goal-setting framework used to define measurable goals and track their outcomes. for launch, establish basic weekly stand-ups and monthly business reviews.
    • Blocking for: Strategic direction and prioritization of all other system builds.
  3. System 5: The Content Engine (MVP - Core AKU Structure & Internal KB Pipeline)
    • Goal: Establish the modular "Atomic Knowledge Unit" (AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.) structure in Loop. Modularize the most critical legacy PPTs into AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.. Publish these first AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. into the HubSpot Service Hub Internal KB.
    • Blocking for: System 9 (support agents need the KB), System 4 (initial courses), System 2/3 (product knowledge).
  4. System 9: Support Operations (MVP)
    • Goal: Basic HubSpot ticketing setup. Agents use the newly established Internal KB (from System 5) for resolution. Manual agent assignment.
    • Depends on: System 6 (HubSpot access), System 5 (the KB content).
  5. System 3: Sales Systems (MVP)
    • Goal: Basic HubSpot CRM pipeline. Manual lead assignment and follow-up. Simple pricing. Ad-hoc proposals. Focus on converting initial leads for courses and services.
    • Depends on: System 6 (HubSpot access), System 1 (pricing guidance), System 5 (product knowledge).
  6. System 2: Marketing Systems (MVP)
    • Goal: Basic HubSpot Marketing Hub setup. 1-2 core lead magnet offers from Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support. AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.. Essential website (HubSpot CMS) with services and course catalog. Basic lead capture.
    • Depends on: System 6 (HubSpot access, website domain), System 5 (content for lead magnets/catalog), System 3 (CRM integration).
  7. System 7: Accounting & Cash Flow Systems (MVP)
    • Goal: Manual invoicing (Word/Excel). Basic expense tracking. Monthly bank reconciliation. Stripe for online payments.
    • Depends on: System 3 (sales data), System 4 (fulfillment data).
  8. System 4: Fulfillment & Production Systems (MVP - Tech Support & Initial Course Enrollment)
    • Goal: Basic project management (PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress.) for tech support services. Manual course enrollment via HubSpot. Ad-hoc QA. Client communication via HubSpot/email.
    • Depends on: System 3 (closed deals), System 5 (course content).
  9. System 8: People Management Systems (MVP)
    • Goal: Basic hiring process. Onboarding checklists. Employee Handbook (Loop). Informal training.
    • Depends on: System 6 (IT for new hires), System 7 (payroll info), System 1 (role definitions), System 5 (training content).

Phase 1 Deliverables: A functioning business capable of generating leads, selling courses and services, delivering them, and providing basic support.

Phase 2: Stabilization & Documentation​

Goal: Refine established MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. processes, build out comprehensive documentation, improve efficiency, and deepen the integration between systems. Focus on reducing manual effort and improving internal consistency.

Key Activities:

  • System 1 & System 6 (Deepen): Formalize OKROKR A goal-setting framework used to define measurable goals and track their outcomes. framework, expand IKMIKM The governance, policies, and systems for creating, storing, organizing, accessing, and retaining company information. governance with detailed policies, implement basic security measures, full user onboarding/offboarding workflows.
  • System 5 (Expand & Refine): Modularize all legacy content. Develop full Content Conversion Pipelines for both Online Courses (VOD scripting) and In-Person Presentations (slide decks). Implement version control SOPsSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations..
  • System 9 (Optimize): Formalize all support SOPsSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.. Establish clear escalation paths. Implement HubSpot's full SLA monitoring. Develop agent feedback loop for KB improvement.
  • System 3 (Automate): Implement advanced HubSpot automation for lead routing, task creation, quotes, and e-signatures. Formalize sales playbooks and scripts.
  • System 2 (Expand & Measure): Launch structured content marketing campaigns. Implement advanced lead nurturing. Deepen analytics to optimize campaigns.
  • System 7 (Implement Core Accounting): Implement dedicated accounting software (QuickBooks/Xero). Automate invoicing. Streamline expense tracking.
  • System 4 (Standardize): Implement full project management in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. for all service projects. Standardize course delivery and initial LMS integration planning. Implement basic QA checklists.
  • System 8 (Structure): Implement structured job descriptions. Develop clear training paths using the Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support.. Formalize performance review templates and cadence.

Phase 2 Deliverables: A stable, well-documented business with efficient core operations, ready for controlled growth.

Phase 3: Scaling & Optimization​

Goal: Maximize efficiency, leverage advanced integrations and automation, explore new market opportunities, and continuously innovate to support aggressive growth targets.

Key Activities:

Phase 3 Deliverables: A highly optimized, scalable, and resilient business capable of sustained growth and market leadership.