Workflow Redesign Scoping (Delivery)

Workflow Redesign Scoping (Delivery)

1. 01

   Map the client's current week before proposing any tool

   Shadow two delivery staff for a full week and log every recurring meeting, handoff, and status update. The map becomes the baseline you bill against, not the software.

2. 02

   Separate tasks that need a human from tasks that need a timestamp

   Scheduling, reminders, and note capture are timestamp work. Judgment calls on scope, pricing, and creative direction stay with a named person on the client side.

3. 03

   Pick one visible artifact the client can see working in week one

   A booking link on the client's site (Calendly), a shared meeting-notes folder, or a weekly time report (RescueTime) gives the engagement a tangible proof point while the process design continues behind it.

4. 04

   Price the redesign as a fixed-scope engagement, not a tool license

   The client can buy the same subscription direct for under $30 per seat per month. Your fee covers the workflow map, the routing rules, and the two weeks of tuning that make the tool stick.

5. 05

   Write the routing rules into a one-page operating doc

   State who gets notified, in which channel, and within what window. Tools like Zoom or Google Workspace will carry the notification; the doc carries the accountability.

6. 06

   Run a two-week pilot with one team before wider rollout

   Track meeting volume, response time, and hours recovered. If the pilot does not move at least one of those numbers, the redesign scope is wrong, not the tool.

7. 07

   Hand the operating doc to the client's internal owner at close

   Name the person who will maintain the rules after your retainer ends. A redesign that depends on your team to keep running is a subscription, not a deliverable.