How to Execute a Client Project¶
Owner: Bella | Updated: 2026-02-05
Purpose¶
Complete client projects on time with visibility at every stage. Ryan stays informed, can intervene early if needed.
When to Use¶
Any client request that is a discrete project with a deliverable and deadline.
Output¶
Final deliverable in one of: - Google Doc - Google Sheets - Google Slides
Bella owns formatting. Use existing templates.
1. Receive Request¶
Purpose: Get clear requirements from Ryan.
Ryan will relay the client request with: - [ ] What the client wants - [ ] Due date - [ ] Deliverable format (Doc/Sheet/Slides) - [ ] Any constraints or preferences
If anything is unclear: Ask Ryan before starting.
2. Analyze & Create Outline¶
Purpose: Research the problem and propose a solution before doing the work.
- Research the situation (gather data, review context)
- Create an outline of how you'll solve it
- Estimate time needed
- Send to Ryan for approval:
PROJECT OUTLINE
Request: [What client wants]
Due: [Date]
RESEARCH SUMMARY
[Key findings, 3-5 bullets]
PROPOSED APPROACH
1. [Step 1]
2. [Step 2]
3. [Step 3]
TIME ESTIMATE
[X] hours / [X] days
QUESTIONS/RISKS
- [Any uncertainties]
Wait for Ryan's approval before proceeding.
3. Plan Milestones¶
Purpose: Set checkpoints so Ryan has visibility and can intervene if needed.
Timeline Formula¶
Work backwards from due date:
Due Date
↓
-10% buffer (final review time)
↓
= Internal Deadline
↓
Split remaining time into 4 chunks (25% each)
Example¶
| Due Date | Buffer | Internal Deadline | 25% | 50% | 75% |
|---|---|---|---|---|---|
| Feb 20 | 2 days | Feb 18 | Feb 10 | Feb 13 | Feb 16 |
Milestone Definitions¶
| Checkpoint | What Should Be Done |
|---|---|
| 25% | Research complete, structure defined, started drafting |
| 50% | First draft complete (rough but all sections exist) |
| 75% | Draft 2 complete, ready for internal review |
| 100% | Final version, formatted, ready for client |
- Calculate your milestones
- Add to your calendar/tracker
- Share timeline with Ryan
4. Execute & Report at Checkpoints¶
Purpose: Keep Ryan informed, flag issues early.
At Each Checkpoint (25%, 50%, 75%)¶
Send a quick update to Ryan:
PROJECT UPDATE: [Project Name]
Checkpoint: [25% / 50% / 75%]
Status: [On Track / Behind / Ahead]
COMPLETED
- [What you finished]
NEXT
- [What's coming]
BLOCKERS (if any)
- [What's slowing you down]
ETA for next checkpoint: [Date]
Status Definitions¶
| Status | What It Means | Action |
|---|---|---|
| On Track | Will hit milestone on time | Continue |
| Ahead | Will finish early | Good news, keep going |
| Behind | Will miss milestone | Flag immediately - Ryan may need to intervene |
Critical: If you're behind at ANY checkpoint, tell Ryan immediately. Don't wait for the next checkpoint.
5. Internal Review (75% → 100%)¶
Purpose: Get Ryan's feedback before finalizing.
At 75%: - [ ] Send draft to Ryan for review - [ ] Ryan provides feedback - [ ] Incorporate feedback - [ ] Finalize formatting
Formatting standards: - Use existing templates (Doc/Sheet/Slides) - Professional, clean, consistent - Bella owns formatting - don't send to Ryan for formatting help
6. Deliver to Client¶
Purpose: Send final deliverable.
- Final version approved by Ryan
- Correct format (Doc/Sheet/Slides)
- Shared with client via Slack or email
- Notify Ryan when sent
Done When¶
- Client has received the deliverable
- Ryan is notified
- Any follow-up actions logged
If Stuck¶
| Problem | Solution |
|---|---|
| Requirements unclear | Ask Ryan before starting |
| Behind schedule | Flag to Ryan immediately at the checkpoint |
| Blocked by missing info | Ask Ryan, don't wait |
| Client changes scope mid-project | Tell Ryan, re-plan timeline |
| Don't know how to do something | Ask Ryan, research, or flag as risk |
FAQ¶
Q: What if the project is small (< 1 day)? A: Skip milestones. Just do outline → approval → deliver.
Q: What if the deadline is too tight? A: Flag in your outline. Propose realistic timeline or reduced scope.
Q: Do I need approval for every project? A: Yes. Always send outline first, even for simple requests.
Q: What if Ryan doesn't respond to my outline? A: Follow up after 24 hours. Don't start without approval.
Q: What format should the update be in? A: Slack message is fine. Keep it short.
Q: What counts as "behind"? A: If you won't hit the checkpoint date, you're behind. Even 1 day counts.
Quick Reference: Timeline Calculator¶
Due Date: ___________
Step 1: Subtract 10% buffer
Total days = Due - Today = ___ days
Buffer = ___ days × 0.10 = ___ days
Internal Deadline = Due - Buffer = ___________
Step 2: Calculate checkpoints
Working days = Internal Deadline - Today = ___ days
25% = Today + (___ × 0.25) = ___________
50% = Today + (___ × 0.50) = ___________
75% = Today + (___ × 0.75) = ___________
Templates¶
| Deliverable Type | Template Location |
|---|---|
| Report (Doc) | [Google Drive link TBD] |
| Data/Analysis (Sheet) | [Google Drive link TBD] |
| Presentation (Slides) | [Google Drive link TBD] |