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Step 1: Order Receipt

Duration: 1 hour Owner: Account Manager Tool: Notion, Slack, Google Drive

Objective​

Set up order in all systems, coordinate internal kickoff, and ensure seamless handoff to production.

Inputs​

  • Signed contract
  • Deposit payment confirmation (from Finance)
  • Needs assessment notes and proposal

Activities​

1. Create Order Record in Notion (15 min)​

Order Database Fields:

  • Order ID: Auto-generated (format: ORD-YYYY-MM-###)
  • Client Name: [Link to client record]
  • Project Name: [Descriptive title]
  • Order Status: "Active - Design Phase"
  • Contract Value: $[Amount]
  • Deposit Received: ✓
  • Delivery Date: [Target date]
  • Account Manager: [Your name]

Attach Documents:

  • Signed contract PDF
  • Approved proposal
  • Design references/mood boards
  • Measurement sheets (if received)

2. Create Project Slack Channel (5 min)​

  • Channel name: #project-[client-name-short]
  • Add members: Account Manager, Fashion Design lead, Operations coordinator, Finance (for invoicing)
  • Pin key documents: Contract, proposal, timeline
  • Post kickoff message with order summary

3. Schedule Internal Kickoff Meeting (10 min)​

Attendees: Account Manager, Fashion Design lead, Operations coordinator Duration: 30 minutes Agenda:

  • Review creative brief and client vision
  • Confirm timeline and production capacity
  • Identify potential risks or constraints
  • Assign design lead and production coordinator
  • Set first client touchpoint (design review date)

4. Brief Fashion Design Team (15 min)​

Create handoff document in Notion:

  • Client background and aesthetic preferences
  • Detailed scope from proposal
  • Reference materials and inspiration
  • Timeline and milestone dates
  • Special requirements (movement, durability, historical accuracy)
  • Budget allocation for materials

5. Brief Operations Team (10 min)​

Share production requirements:

  • Number of pieces and complexity level
  • Estimated production hours
  • Material sourcing needs
  • Fitting schedule requirements
  • Delivery logistics (location, packaging)

6. Set Client Communication Cadence (5 min)​

  • Agree on update frequency (weekly recommended)
  • Confirm preferred communication method
  • Schedule first design review meeting
  • Add to Account Manager's recurring task list

Outputs​

  • Order record created in Notion (status: "Active - Design Phase")
  • Project Slack channel active with all stakeholders
  • Internal kickoff meeting completed or scheduled
  • Design and Operations teams briefed and ready
  • Client communication plan established

Success Criteria​

  • All systems updated within 24 hours of contract signing
  • Kickoff meeting held within 3 business days
  • Design work begins within 5 business days
  • Client receives kickoff email with timeline

Next Step​

Step 2: Order Tracking