Client-Facing Delivery Workspace Rollout (10-18 days)
A productized engagement that moves an agency's delivery operations and its client-facing visibility into one governed workspace, with permissions, reporting, and adoption handled as explicit workstreams rather than afterthoughts. Time: 10-18 days.
By InnovaAI ResearchPublished
How do you implement it?
Client-Facing Delivery Workspace Rollout (10-18 days)
A productized engagement that moves an agency's delivery operations and its client-facing visibility into one governed workspace, with permissions, reporting, and adoption handled as explicit workstreams rather than afterthoughts.
- A signed scope naming which client accounts get shared visibility and which stay internal-only; an export of live work from the incumbent system (tasks, owners, due dates, attachments) in CSV or API form; a named internal owner per delivery pod who can approve field and status definitions; a decision on whether time tracking and billing data live in the same workspace or stay in the finance stack; a written list of the client's own tooling constraints, including any security review or procurement gate.
- 1.Map the current delivery workflow end to end, from brief intake to final handoff
- 2.Log every handoff where a task, file, or approval currently leaves the system
- 3.Record the client contacts who need read access versus comment access
- 1.Score candidate platforms against workflow fit, permission granularity, and reporting depth
- 2.Test the two strongest options against one real retainer project, not a demo dataset
- 3.Document migration cost for each finalist, including field remapping and attachment transfer
- 1.Define the workspace taxonomy: spaces, folders, lists, and naming conventions
- 2.Set status vocabularies so internal stages and client-visible stages do not collide
- 3.Agree on the single source of truth for due dates and owners
- 1.Build the internal delivery template with task dependencies and recurring checkpoints
- 2.Configure the client-facing view with a reduced status set and no internal commentary
- 3.Create the intake form that routes new requests to the correct pod
- 1.Configure permission groups: agency admin, delivery lead, contractor, client viewer
- 2.Verify that financial fields and internal notes are invisible to client accounts
- 3.Test guest access with a real client email address before rollout
- 1.Migrate active projects and validate that task counts and due dates reconcile
- 2.Archive completed work into a read-only space rather than deleting it
- 3.Run a spot check on 10 percent of migrated tasks for owner and date accuracy
- 1.Wire the automation stack to the workspace for status change notifications
- 2.Connect the reporting layer so utilization and on-time delivery pull without manual export
- 3.Set escalation rules for tasks that sit past due by more than two business days
- 1.Run a 60-minute working session with each delivery pod on the new daily routine
- 2.Publish a one-page reference covering status meanings and where to log time
- 3.Assign a workspace steward per pod to answer questions in the first two weeks
- 1.Onboard the client contacts to their shared view with a short walkthrough
- 2.Confirm the client understands what they can see and what stays internal
- 3.Collect the first round of client feedback on the visibility they now have
- 1.Review adoption metrics: active users, tasks updated, comments posted
- 2.Fix the three most common friction points reported by the pods
- 3.Retire the legacy tracking sheet once parity is confirmed
- 1.Produce the handover pack with admin credentials, taxonomy, and escalation paths
- 2.Deliver a 30-day optimization backlog ranked by hours saved per change
- 3.Schedule the 30-day review call and confirm who attends from the client side
Agencies bill this as a fixed-fee operations engagement because the value is measurable in coordination hours removed, not licenses sold. A 15-person delivery team that recovers four hours per person per week is roughly 240 hours a month, which at a $95 blended internal rate is over $22,000 in recovered capacity, so a $14,000 setup fee prices against a single quarter of savings. The recurring margin sits in the optimization retainer, where the agency owns taxonomy changes, reporting upkeep, and client guest management long after the initial build.
- Workspace architecture document covering spaces, status vocabularies, and permission groups
- Migrated active project set with reconciliation report on task and date accuracy
- Client-facing view configured and tested with at least one live client account
- Adoption dashboard tracking active users, task updates, and on-time completion
- Handover pack with admin credentials, escalation rules, and a ranked 30-day optimization backlog
Every active retainer project lives in the workspace, each delivery pod has logged a full week of work in it, and at least one client has accessed their shared view without requesting a change to what they can see.