WMJ Kickoff & Project Set-Up Process

This document should be referenced when setting up Projects in WMJ. If there are any adjustments or edits needed to this document, please see Megan Godwin.

*Last Updated 6/7/2021

Kick-offs should be scheduled at least 2 days in advance from the actual Kick-off. It is common for last minute kick-offs to happen. Don’t be afraid to push back based on team priorities and availability.

1. PROJECT KICK-OFF
   1. Once a project request is approved, the account person will send an invite to the Project Manager for the Kick-Off.
      1. NOTE: The job estimate should be APPROVED in WMJ before the kick-off is scheduled. If the job is a rush, the PM should work with the Account team as needed.
   2. Be sure the kick-off invite includes individuals who are responsible for executing the deliverables.
      1. Forward invite as needed based on allocations in Budget (i.e. is a copywriter needed, a digital designer, etc?)
   3. The purpose of the K/O is to discuss the work that is to be done, key deliverables, and timing. This meeting will ensure all team members can ask questions and the team is in agreement on the work being requested to complete.
   4. PLEASE ENSURE ALL ASSETS ARE ON THE SERVER, CONFIRMED WITH THE CLIENT BEFORE KICK-OFF. NOT HAVING THESE ITEMS WILL PUSH THE KICK-OFF. (I.e. images, content direction, SKUs, recipes/products etc). 
2. STANDARD QUESTIONS TO ASK AT KICKOFF
   1. Who should be on the Internal route?
   2. Does the account team want to see copy before the next step of the project (i.e. in design, or in word doc?)
   3. Reiterate # of client revisions.
   4. Will the deliverable be shared first as an internal route or internal meeting?
   5. Does the creative person/production person need to be included in any client meetings?
   6. Do we need 3 days for marketing/5 days for legal review? (*for CFA only)
   7. Is there legal time we need to account for in the schedule?
3. PROJECT SET-UP (Completed before kickoff takes place)
   1. Once the K/O is scheduled, the PM should change the job status in WMJ from DEFINITION to PRODUCTION.
   2. Ensure that you select your name in the Project Manager dropdown as the PM on the job.
   3. Change the START DATE to the date of the Kick-off, the END DATE should adjust to at least 30 days out, and can always be adjusted in the K/O or after.
   4. Select SAVE.
   5. The team should be assigned in WMJ under TEAM.
   6. PM should review the estimate to see who needs to be included (Digital Design, Copy, Developer, QA Proofing).
4. Forward the K/O invite to all team members.
   1. NOTE: prior to assigning the team, go to RESOURCE > STAFF SCHEDULE to ensure the requested people aren’t overloaded or OOO.
   2. If the invite is sent before the Project updates are done in WMJ, PM should confirm the necessary folks are included, and forward as needed.
5. Add a Kick-off Task and include all team members on the task. The task will show up on the teams Today Creative page.
6. Add a task for yourself (PM) to Create and Update schedule, and Create Server Folder.

Standard turn-around time to create a schedule is 48 hours; this can usually be done sooner depending on job and the use of templates.

1. PROJECT KICK-OFF
   1. The Project Manager is responsible for taking meeting notes and should add all team members to the conversation in WMJ under the project.
   2. Meeting notes should document what was discussed, deliverables, timing, questions about scope, etc.
      1. If immediate deadlines are discussed/needed, that should be documented as well.
2. PROJECT SET-UP (Post Kick-off)
   1. Now for the fun part - create the project schedule and assign the team!
   2. Creating Project Schedule | You can do this using a Project Template OR pulling in a schedule from a similar job.
      • NOTE: if you pull in a project template from a similar job, it will automatically pull in the people who were assigned on the original job. The project team will need to be adjusted and task assignments may need to shift.
   3. You can use the “Global Reassign” tool in WMJ to update project assignments if you pull a schedule from an existing project.
   4. Once tasks are in and the team is assigned, ensure that the project hours align to the budget.
   5. To do this, go to the Project Dashboard, select BUDGET.
3. Assigning Team
   1. All people on the team for the particular job should have a service assigned to them that aligns with the Estimate allocation (i.e. Digital Design service means a Digital Designer is on the job).
   2. Once the team and services are allocated, and the schedule template is dropped in, you can assign the team.
   3. Under TEAM > select AUTO ASSIGN. This will ensure that the services assigned to tasks on the job will be assigned to the team member with that designated service.
4. Once the schedule is dropped in, make sure to look at the CURRENT BUDGET HOURS  & ALLOCATED HOURS to make sure they match as much as possible so we stay within budget on the job.
5. Make any adjustments as needed.
   • **NOTE: you may need to cut down on Internal routes, client rounds etc. This is OK but should be communicated to the account team.
6. Once the schedule is in, put in a conversation to all team members that the schedule is in and to please review.

ONGOING COMMUNICATION

1. 1. Please be mindful that once a schedule is in, this does not mean that the mentality should be a “set it and forget it” way of thinking.
   2. Please document all pertinent information (questions, clarification on deliverables that may be holding up schedule) in WMJ. 
   3. If you put in a request that requires immediate attention, use your resources to reach out if something is in fact “needed immediately.”
   4. If your conversation is not replied to, wait at least a half day for a reply prior to reaching out again.
   5. If the schedule is a tight turn around time, make sure you talk to all team members about this. Go find them and talk with them to show/detail how you set up the tasks to ensure they are all onboard.