Practical

Project www.getwsodo.com
www.getwsodo.com
Management

Onboarding
Checklist
Copyright © 2018 Matthew Encina & Ben Burns www.thefutur.com
Onboarding Checklist
www.getwsodo.com
www.getwsodo.com
Clients don’t know how to work with creative services providers. It’s not an innate skill.
This onboarding process is designed to transition them from lead to client delightfully.
Feel free to customize this list accordingly.

CLOSING

Sales process occurs and the lead agrees to a price/range verbally

Project status is updated in Hubspot CRM (customer relationship management software)

Management folder created in Dropbox

If the client needs a proposal...

Proposal written, saved by version in Management folder

Proposal checked: Spelling, Grammar, Math, Other Client’s Names, etc.

Client approves, negotiates, or refuses proposal

Work are written and saved by version in Management folder.

Contract checked: Spelling, Grammar, Math, Other Client’s Names, etc.

Contract sent to client in Word Doc format

Client approves, negotiates, or refuses contract

Project status is updated in Hubspot CRM

Copyright © 2019 Matthew Encina & Ben Burns Practical Project Management
KICKOFF
www.getwsodo.com
www.getwsodo.com
Internal Project Announcement & Celebration!

Internal team assigned

Optional: Freelancers are sourced and hired

Internal project management framework setup

Project Manager uploads signed contract to management folder

Project Manager adds project to Master Project Tracking Sheet and creates a job number

Project Manager creates Project Cost Tracking Worksheet

Project Manager creates project folder on Dropbox or internal server using the project folder
format/template and include a client asset folder.

Project Manager creates calendar in TeamGannt

Project Manager creates board in Trello, inserts deliverables and post dates, assigns team
members, and adds links to folders and information.

Project Manager creates Slack channel and adds team members

Client-facing communication
Optional: Welcome gift is sent to client

Welcome aboard email is sent to client with team lead/creative director, project manager and
bookkeeper CC’d. See Welcome Aboard Email for example.

Creative Director replies with a personal note, welcoming the client to the familiy and explaining
the basic creative process.

engagement, project calendar, and discovery meeting scheduling.

Bookkeeper replies to Welcome Aboard email with a Billing POC email.

Billing framework setup

Bookkeeper creates client and project in Quickbooks

First payment is received

Project Tracking Sheet is updated

Project Begins!

Copyright © 2019 Matthew Encina & Ben Burns Practical Project Management