Projects

Based on the extensive team discussion and the accompanying documentation, here is a standardized set of Policies and Procedures (P&P) for Project Creation, Mapping, Scoping, and Task Assignment at Accelerated Automation. This is structured for use by the internal team, especially project managers (PMs), and operational staff across fulfillment, content creation, integration, and training.

📘 Policies & Procedures: Project Management Workflow

Version: 2025.12
Owner: COO
Division: Accelerated Automation – Tech Ops

🔧 1. Project Creation & Initialization

1.1 Project Entry Points

• Projects originate from discovery calls and strategy meetings.
  
  

• PMs use the transcript and notes to populate the Strategy Document GPT which includes:
  
  

  • Problem Statement
    
    

  • Goals
    
    

  • Objectives
    
    

  • Stage outlines
    
    

  • Prep steps
    
    

1.2 Project Board Setup (in Monday.com)

• One item per project is created.
  
  

• Associated task items are created and assigned to individual team members.
  
  

• Each task item must have only one owner to avoid task visibility issues.
  
  

• Subtasks must be assigned to the same owner as the main task if used.
  
  

🗺 2. Project Mapping Standards

2.1 Task Item Structure

Fulfillment & AgencyZoom Builds (Amanda’s team)

• Task = Stage of the Process
  (e.g., System Prep, New Lead Pipeline Setup, Cross-Sell Campaign)
  
  

• Subitems = Step-by-Step Actions Needed in that Stage
  Each subitem should represent a clear, bite-sized task to complete the stage.
  Example:
  
  

  • Add lead sources
    
    

  • Build pipeline stages
    
    

  • Apply default automation templates
    
    

• Updates = Detailed Instructions, Links, & Resources
  This includes:
  
  

  • Shot clocks and timing expectations
    
    

  • Logins or access notes
    
    

  • Agent-specific requests
    
    

  • Loom videos or other references
    
    

  • Campaign tone or sample language
    
    

⚠️ Every task should be clearly labeled with the stage name and assigned to the person responsible. All subitems and updates must be scoped only for the assigned person.

• Integration (Zapier/API):
  
  

  • Item = Trigger → Outcome statement (e.g., “New policy sold in AZ → Trigger thanks.io card”)
    
    

  • Subitems or updates = Filter logic, special instructions
    
    

  • Include Zapier link + Zap name in the task description or the shared document
    
    

• Content/Training (Lily’s team):
  
  

  • Item = Create SOP/Training Content
    
    

  • Subitems = Specific materials needed (e.g., 3 SOP documents, 2 training slides)
    
    

  • Special Task: “No Live Training Required” must be created if true
    
    

  • Training tasks: Training Call 1, Training Call 2, etc., based on agent need
    
    

📋 3. Scope of Work (SOW) Format Guidelines

Every SOW must include:

1. Glossary (define terms like “shot clock”, “AZ”, “Zap”, etc.)
   
   

2. Problem Statement
   
   

3. Goals of the Agreement
   
   

4. Objectives & Deliverables
   
   

5. System Prep Details
   
   

6. Stage-by-Stage Breakdown:
   
   

   • Deliverables per stage
     
     

   • Zap details
     
     

   • Email/SMS workflows
     
     

7. Live Training Plan (if needed)
   
   

8. Administrative Requirements
   
   

9. Timeline
   
   

10. Budget
    
    

11. Risk Management
    
    

12. Scope Change Protocols
    
    

✅ 4. Task Assignment Rules

4.1 General Guidelines

• One main owner per item.
  
  

• Subtasks can only be seen by assigned person if they’re also assigned to the parent task.
  
  

• If a task requires multiple people: break it into separate items per person.
  
  

• All task names must begin with an action verb (e.g., “Create”, “Upload”, “Turn on”).
  
  

4.2 Naming Conventions

• Clear and consistent, e.g.:
  
  

  • Stage 1A - System Prep - Amanda
    
    

  • Create JotForm for Lead Capture
    
    

  • Turn on Zap - Policy Sold → Thank You Email
    
    

4.3 Task Communication

• Use updates for status, clarifications, blockers.
  
  

• Include links, screenshots, and resource references (e.g., Looms, SOPs).
  
  

• Tag users when updates are added.
  
  

🔁 5. Internal Handoff & Process Integrity

• PMs must review GPT-generated items before copying into Monday.
  
  

• GPT should be reprogrammed routinely with clean examples.
  
  

• Include final SOW with clean structure as the "Build Document".
  
  

• Integration and training teams must update the shared document with:
  
  

  • Zap Names + Links
    
    

  • Notes for toggles
    
    

  • Recordings and Looms
    
    

  • Agent-ready documents
    
    

🧪 6. Testing & Activation

6.1 Fulfillment

• Test automation (email/SMS) in agency sandbox or test leads.
  
  

6.2 Integration

• Ensure zaps are off by default and tested before handoff.
  
  

• PM or trainer will toggle on after testing or right before training.
  
  

6.3 Training

• Trainer (Lily) will:
  
  

  • Review all updates + documents
    
    

  • Watch overview Looms
    
    

  • Attend agent review meetings when possible (preferred SOP)
    
    

  • Be empowered to toggle on/off automation when documented
    
    

🔁 7. Ongoing Edits & Changes

• All changes after Agent Review meeting must be documented in the shared SOW or SOP file.
  
  

• PMs must edit the Monday board and document accordingly.
  
  

• Use the GPT to regenerate only if extensive changes require new structure.
  
  

⏳ 8. Timelines & Workflows

• Default project timeline: 4 weeks unless otherwise specified
  
  

• Each major task should have:
  
  

  • Start Date
    
    

  • Due Date
    
    

  • Estimated hours (for time tracking)
    
    

🧩 9. Coordination & Communication

• Weekly or bi-weekly agency check-ins (15–30 mins)
  
  

• Use “Project Pause” in motion tasks if client action is blocking work
  
  

• Strategy and Agent Review meetings should include all team members relevant to the build (Starting January 2026)
  
  

📂 10. Documentation & Storage

• Use shared Google Docs for:
  
  

  • Recording Links
    
    

  • Zap links
    
    

  • Important Notes
    
    

  • SOPs
    
    

• SharePoint and Google Drive upload managed by Training team post-project