Strategic Workshop SOP

Ramp Up

• • Client signs agreement

  • Invoice is sent to Client (due before hand-off and Kickoff Meeting)

  • Internal Hand-off (Sales to PM)

    • Sales to establish a new Asana Project for the SW before handoff (using SW template)

  • Sales sends intro email to PM and Ops

    • PM responds, including:

      • Introduction

      • PM Direct Calendar Link (gapstow.co/pm-name-here)

      • Calendar Link to Schedule Kickoff Meeting (PM, Ops, Sales) (invite designer after the meeting is scheduled) - www.gapstow.co/SW 

      • Strategic Workshop questionnaire (https://forms.gle/q2ZDDK4ADuTqxpjU6)

      • Request for any and all assets

      • Requests for wishlist items and SPECIFIC inspiration site examples (ex. "We like the animated icons in the 'x' section of this site.")

  • Client schedules meeting using calendar link included in the email

Week 1

• • Introduction/Kickoff Meeting (PM, Ops, Designer, Sales)

  • Post-Kickoff Internal Meeting to discuss important elements of the design (PM, Ops, Designer, Sales) 

    • Meeting Goals:

      • PM establishes builds tasks in Asana for designer's tasks

      • Designer Understands the scope of the design - important elements, assets, goals, etc.

      • Establish what the mockup should entail - Home page, PDP, etc.

  • Create a Site Map and break down all design elements required for mockup (PM, Ops, Sales)

  • Designer begins working up the design.  No more than a 7-day turnaround is preferred.

Week 2

• Designer turns in 1st draft of design 

• PM schedules internal review of the design ASAP (PM, Ops, Sales)

• PM works with designer to implement changes from internal meeting

  • Process continues until it's ready to show the client.  Ideally, the design should be ready to present to the client at the beginning of week 3 (Day 15)

Week 3

• PM schedules a meeting with the client and the original team that was part of the Kickoff (PM, Ops, Designer, Sales)

  • This meeting should be scheduled ASAP - We should waste as little time as possible between having a completed design and presenting it to the client. 

Weeks 4-8

• The client is allowed to go back and forth with their PM (supported by the designer) to make as many changes as required for them to be confident that we've designed their perfect site, complete with the functionality necessary to operate efficiently.  This process can be long and tedious, but the PM should make sure to expedite it as much as possible.  

• The goal of this stage is to finalize the design of the project.

Wrap Up

• Once the design has been finalized, the PM should use Eversign to send the client a Strategic Workshop Sign-Off.

• When signed, the PM should schedule an internal Development Review meeting ASAP (PM, Ops, Dev(s), Sales)

  • This meeting should be scheduled for about 2 hours

  • The goal of this meeting is to make sure that the dev team has a complete understanding of each section of the project and how it will function.

  • Meeting Goals:

    • Developer(s) should ensure that they have a clear understanding of each section of the designs

    • After the meeting, developer(s) will conduct a section-by-section audit of the design and estimate how long it will take to build. 

    • PM will compile the estimates and present them to Sales

• Sales will build the proposal for the client and email it to them, cc'ing Ops

  • A SendSpark video should be used to highlight key features of the proposal and then the CTA will link to the proposal itself.

• If the proposal is accepted, Sales will send a Project Agreement via Eversign 

• Once the agreement is signed, an invoice will be sent to the client to pay the deposit.

  • Deposit = 50% of the project, minus the fee paid for the Strategic Workshop

  • Invoice to be paid before the project commences

After this is completed, move onto the "Project Process".