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      BS LLC Project Management Process Overview with Service Alignment

      A Comprehensive Guide to Aligning Our Service Stack and Project Management Processes Across Diverse Project Types and Client Needs

      Welcome to the BS LLC Project Management Process knowledge base article. This guide is designed to support clients throughout the proposal and project initiation stages, providing a comprehensive understanding of our project management approach and service stack. Each component is aligned with the specific needs of different project types—milestone-based, retainer-based, and hourly-based projects—and adapted to support the various services we offer, such as branding, marketing, strategy, and technology solutions.

      1. Project Foundations

      The Project Foundations stage establishes the groundwork for effective collaboration and alignment on project goals, scope, and strategy. This stage typically includes:

      1.1. Onboarding

      Objective: Establish clear expectations, introduce key team members, and set up initial project structures for smooth communication and execution.

      • Applicable to: All project types (Milestone, Retainer, Hourly)
      • Components:
        • Team Introductions & Role Definitions: Introduction to the BS LLC team and the client team, with clear definitions of roles using the DARCI model (Decision Makers, Accountable, Responsible, Consulted, Informed).
        • Project Overview: High-level discussion about project objectives, expected outcomes, and initial priorities.
        • Client Portal Overview: Accessing project updates, resources, and support tickets.
        • Tech Stack Audit: Initial review of current tools and platforms to ensure strategic alignment.

      Example for Milestone Projects: Onboarding for a multi-phase website development project includes defining technical stakeholders and setting up collaboration channels for design and development teams.

      Example for Retainer Projects: Onboarding for ongoing marketing support might include setting up shared drive access, bi-weekly meeting rhythms, and defining campaign goals for the first quarter.

      Example for Hourly Projects: Onboarding focuses on clarifying scope and immediate goals, with less emphasis on long-term planning.

      Visit our Client Onboarding Guide for more details.

      1.2. Spiritual Kickoff / Technical Project Discovery

      Objective: Depending on the project type, we either focus on a deep brand discovery or a technical exploration to ensure alignment on strategy and execution.

      • Spiritual Kickoff (for Brand Strategy & Complex Stakeholder Projects)

        • Applicable to: Milestone or Retainer Projects
        • Components:
          • Strategic questions to align on brand mission, vision, values, and positioning.
          • Stakeholder interviews to uncover key insights.

      • Technical Project Discovery (for Website & Technical Projects)

        • Applicable to: Hourly or Retainer Projects
        • Components:
          • Digital Ecosystem Analysis
          • UX & UI Workshops
          • Technical Specifications

      Example for Spiritual Kickoff: Used for complex brand strategy projects, involving stakeholder interviews to align on brand mission and values before developing a new brand identity.

      Example for Technical Discovery: Conducted for website projects, where the team reviews existing digital platforms, user experience, and integrations.

      Explore our Spiritual Kickoff Overview or Technical Project Discovery Guide for more information.

      1.3. Project Charter & Risk Analysis

      Objective: Document the project's objectives, scope, high-level deliverables, and identify potential risks early in the process.

      • Applicable to: Milestone & Retainer Projects
      • Components:
        • Project Charter: Outlines the project’s goals, in-scope and out-of-scope items, and project timeline.
        • Risk Analysis: Identification of potential risks and development of mitigation strategies.

      Example for Milestone Projects: A comprehensive Project Charter is created to outline key deliverables for each phase, such as design, development, testing, and launch.

      Example for Retainer Projects: The Project Charter includes ongoing support tasks and high-level strategic goals, with a lighter risk analysis for continual services.

      What’s Included in the Project Charter:

      • Objectives and expected outcomes.
      • Scope (in-scope and out-of-scope items).
      • Deliverables and timelines.
      • Risk assessment and mitigation plans.
      • Stakeholder responsibilities and communication plan.

      Learn more in our Project Charter & Risk Analysis Guide.

       

      2. Ongoing Project Management Standards

      Ongoing Project Management focuses on maintaining project momentum, ensuring adherence to timelines, and managing project changes effectively. This phase also defines the project rhythm, meeting types, and management standards.

      2.1. Meeting Rhythms & Communication Preferences

      Our meeting structure varies depending on the project type and complexity. For milestone projects, we prioritize progress check-ins and milestone reviews. Retainer projects typically include bi-weekly or monthly strategic meetings, while hourly projects may use ad-hoc meetings as needed.

      • Meeting Types:

        • Weekly Project Status Meetings: For high-visibility projects or milestone reviews.
        • Bi-Monthly Strategic Review Meetings: For retainer projects to ensure alignment with business goals.
        • Biweekly Account Manager Meetings: For retainer clients to review overall account health and discuss future goals.

      • Communication Preferences:

        • Email for detailed updates.
        • Text or Phone for rapid responses.
        • Zoom for digital meetings with recordings available.

      2.2. Change Management

      Our change management process is designed to handle project scope changes transparently and efficiently.

      • Applicable to: Milestone, Retainer, and Hourly Projects
      • Components:
        • Submission of change requests via Account Manager or Customer Portal.
        • Confirmation, Assessment, and Quote provided for approval.
        • Client sign-off required before implementation.

      What’s Not Included in Hourly Projects: Full Project Charter and comprehensive risk analysis are typically excluded due to the agile nature of hourly engagements. Hourly projects focus on immediate needs and quicker iterations.

      Refer to our Change Management Guide for more details.

       

      3. Project Review & Closeout

      This stage ensures that all project deliverables meet expectations and that both teams reflect on the project outcomes to identify successes and opportunities for future engagements.

      3.1. Project Review Meeting

      Objective: To evaluate project performance, discuss final deliverables, and gather feedback on the project experience.

      • Applicable to: All project types
      • Components:
        • Review of final project deliverables.
        • Client feedback collection.
        • Identification of key learnings for future projects.

      3.2. Ongoing Support & Transition

      For projects that require ongoing support, we provide a transition plan and set up ongoing marketing or technical support structures as needed.

      • Applicable to: Retainer Projects or Ongoing Support Agreements
      • Components:
        • Setup of ongoing support channels and resources.
        • Transition of project management to the support team as needed.

       

      4. MVP Project Process

      MVP (Minimum Viable Product) processes are streamlined versions of the full project management approach, designed for lean projects with accelerated timelines. These processes often involve rapid iterations and condensed phases.

      Applicable to: Startups, lean projects, or initiatives requiring fast validation of ideas.

      MVP Onboarding

      • Components: Streamlined onboarding focused on core project goals and key success metrics. Definition of essential deliverables and critical path items for accelerated project completion.

      MVP Agile Development

      • Components: Iterative development and testing, frequent feedback loops, and agile project management practices.

      Exclusions for MVP Processes:

      • Full Project Charter and risk analysis are minimized or omitted in favor of quick execution.
      • Meeting rhythms are more fluid, focusing on immediate needs.

       

      5. Service Stack Alignment

      Branding Services

      • Service Offerings: Brand Strategy, Visual Identity, Brand Guidelines, Naming, Rebranding.
      • Alignment: Branding services typically align with milestone projects for comprehensive brand development or retainer projects for ongoing brand management.

      Marketing Services

      • Service Offerings: Marketing Strategy, Inbound & Outbound Marketing, Lead Generation, MarketingOps, SEO, Digital Advertising.
      • Alignment: Marketing services are well-suited for retainer projects due to their ongoing nature, but certain campaigns or audits can be structured as milestone projects.

      Digital Services

      • Service Offerings: Website Services, SEO Services, Digital Advertising, Analytics & Reporting, E-commerce Solutions, Integrations.
      • Alignment: Digital services can be milestone projects for website development or hourly for ad-hoc updates and troubleshooting.

      CRM & Rev Ops Services

      • Service Offerings: CRM Data Architecture, HubSpot Hubs (Marketing, Sales, Service, CMS, Operations), SalesOps, MarketingOps, ServiceOps.
      • Alignment: CRM and RevOps services are commonly structured as milestone projects for setup or optimization and retainers for ongoing support and maintenance.

      Support & Consulting Services

      • Service Offerings: Training and Workshops, Consulting Services, Project Management, Customer Support, Creative Services.
      • Alignment: Support services may be offered on an hourly basis for flexible consulting needs or as retainers for ongoing assistance.

      Research & Strategy Services

      • Service Offerings: Market Analysis, Customer Insights, Brand Analysis, Strategic Frameworks, Innovation Research.
      • Alignment: These services often align with milestone projects for research initiatives or retainer projects for continuous strategic support.

      Glossary of Terms

      DARCI Model: A model used to define roles and responsibilities. Stands for Decision Makers, Accountable, Responsible, Consulted, and Informed.

      Change Management: A structured approach to handling changes in project scope, ensuring transparency and efficient handling of client requests.

      MVP: Minimum Viable Product, a lean version of a project aimed at quickly validating ideas and generating feedback.

      Project Charter: A document outlining the project’s scope, objectives, and deliverables.

       

      Additional Resources

       

      If you have any questions or need further clarification on our project management process or service alignment, please reach out to your designated Project Manager or Account Manager. We're here to ensure a successful and collaborative partnership every step of the way!