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      Project Onboarding Process

      This Internal KB Article comprises of the Standard Operating Process Of Onboarding and Archiving Projects

      At Webdew, we have streamlined our project onboarding and closing processes to maintain thorough and organized records within our systems. We employ ClickUp for project management and Slack for seamless communication across various channels, each serving a specific purpose. Our dedicated operations department manages project onboarding and closure in ClickUp and Slack.

      Onboarding Projects:

      1. Sales Representative's Responsibilities: (KB shared with sales team)

        To initiate a project successfully, our sales representatives are responsible for updating and managing the Deal link with essential project details under Notes (Under Activities), including but not limited to:
        1. Company Name
        2. Project Name
        3. Client Name
        4. Client's Country
        5. Project Type: Fixed/Hours
        6. Deal Owner
        7. Service Manager
        8. Project Type: Direct/Portal
        9. Upwork Profile (if applicable)
        10. Due Date
        11. Cost
        12. Scope of Work
        13. Assets: Google Drive link
        14. Any Reference: Website link/Google Drive Link
        15. Offer Link (For Portal Projects)
      2. Sales Team's Communication on Slack:
        Project details are promptly shared on dedicated Slack channels, encompassing information such as:
        1. Company
        2. Service Type: Videos/Hubspot/Website
        3. Project Type: New/Upsell/Cross-sell
        4. Deal Link

      Operations Representative's Responsibilities:

      1. The operations department reviews the shared project details and proceeds with the following tasks:
        1. Creation of a dedicated Slack Channel
        2. Updating/Creating tasks in ClickUp under relevant project categories (Videos/Hubspot/Web).
        3. Generation of tickets under two pipelines:
            a. Direct Sales
            b. Client Review
      (Please refer to the Clickup, Slack Nomenclature Process)
      1. Project Onboarding on Slack:
        A dedicated Slack channel is created for each project, ensuring seamless communication and collaboration. The respective service department's team lead is added to the channel, facilitating efficient coordination.
      2. Tools Integration:
        We integrate the Project List with the Slack channel, allowing for real-time updates and easy access to project-related information.
      3. Project Closing/Archiving Process:
        1. Service Leads Update ClickUp: Service leads are responsible for completing all tasks and subtasks in ClickUp while also backing up project files and assets.
          1. The service lead Changes the task status to "Archive" in ClickUp along with sharing a list on the slack channel for the operations team to process
        1. Archive the Project: The operations department oversees the final steps, which include:
          1. Archiving the project list in the respective service folder
          2. Archiving the Slack channel.
          1. Marking the project as "Closed" in the ROI report.
          2. Informing sales and service in the "Ops-Leaders" Slack channel about archived projects.

      By adhering to these procedures, we maintain a seamless workflow, efficient project management, and high client satisfaction levels. Your cooperation in following these guidelines is paramount for the successful execution of our projects. We appreciate your attention to detail and commitment to our SOPs.

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      Published By Saumya Singh on 9th October 2023