SOP-001: Design Brief Intake Process

Document Control

Field	Value
SOP ID	SOP-001
Version	1.0
Effective Date	2026-02-02
Owner Position	Creative Director
Review Date	2027-02-02
Status	Active
Supersedes	None

Purpose

This SOP establishes the standardized process for receiving, evaluating, and processing design requests from clients or internal stakeholders. Proper intake ensures:

• Complete information captured upfront, reducing revisions
• Realistic timeline and budget estimates
• Appropriate resource allocation to design projects
• Clear creative direction aligned with client vision
• Documented approval trail for scope and deliverables

Without this process, design projects suffer from scope creep, missed requirements, unrealistic client expectations, and miscommunication between sales, design, and production teams.

Scope

In Scope:

• All custom design requests for costumes, garments, and accessories
• Internal design projects initiated by Brand Ops or Corp Ops
• Design revision requests that significantly change original scope
• Character costume design for film, theater, and events
• High-fashion editorial pieces for brand marketing

Out of Scope:

• Stock item orders (no custom design work)
• Minor alterations to existing designs (handled via SOP-003)
• Pattern grading without design changes (handled via SOP-012)
• Rush orders bypassing standard intake (requires Creative Director approval)

RABSIC Responsibility Matrix

Role	Position/Department	Responsibility Description
R (Responsible)	Design Coordinator	Executes intake process, gathers requirements, creates brief document
A (Accountable)	Creative Director	Final approval of project acceptance, resource allocation, timeline commitment
B (Backup)	Senior Designer	Covers intake when Design Coordinator unavailable
S (Support)	Sales Representative	Provides client context, budget parameters, relationship history
I (Informed)	Production Manager, Pattern Team Lead, Client	Notified when brief is approved and enters design queue
C (Consulted)	Lead Designer (assigned to project)	Consulted on technical feasibility, material availability, timeline realism

Prerequisites

Required Tools/Systems:

• Notion: Design Brief database access (write permissions)
• Google Drive: 2000atelier > Design Briefs > [Year] folder access
• Slack: #design-intake channel membership
• Email: Access to design@2000atelier.com

Required Training:

• Design Brief Template training (1-hour workshop)
• Fabric and material identification basics
• Client communication fundamentals
• Notion database workflow certification

Required Documents/Data:

• Blank Design Brief Template (Google Docs)
• Client information from CRM system
• Previous project history (if repeat client)
• Current design team capacity sheet

Access/Permissions:

• Notion workspace: 2000atelier team access
• Google Drive: Design Briefs folder (edit access)
• Slack workspace: Design channels
• CRM system: Read access to client records

Step-by-Step Procedure

Step 1: Receive Design Request

Objective: Capture initial request and determine if it requires full design brief intake.

Actions:

1. Receive request via one of these channels:

   • Email to design@2000atelier.com
   • Slack message in #design-requests channel
   • Sales handoff via Notion CRM (tagged @design-coordinator)
   • In-person or phone conversation (document immediately in Slack)

2. Within 2 business hours, acknowledge receipt:

   • Email/Slack reply: "Thank you for your design request. I'm reviewing the details and will schedule an intake call within 24 hours."
   • Log request in Notion Design Requests database with status "Received"

3. Conduct initial triage assessment:

   • IF request is for stock item modification → Route to SOP-003 (Design Revisions)
   • IF request is rush order (\<7 days) → Escalate immediately to Creative Director
   • IF request lacks basic info → Send preliminary questionnaire (see Appendix A)
   • ELSE → Proceed to Step 2

Quality Checkpoint:

• Request logged in Notion within 2 hours
• Acknowledgment sent to requester
• Initial triage decision documented

Estimated Time: 15-30 minutes

Responsible Role: Design Coordinator

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Step 2: Schedule Intake Consultation

Objective: Arrange dedicated time to gather complete requirements from client or stakeholder.

Actions:

1. Review requester's availability preferences from initial communication

2. Send calendar invitation for 60-minute intake call:

   • Subject: "Design Brief Intake: [Project Name]"
   • Attendees: Requester, Design Coordinator, Sales Rep (if client project), assigned Lead Designer (if already known)
   • Agenda in invite body:

     Design Brief Intake Agenda
     1. Project overview and vision (10 min)
     2. Detailed requirements walkthrough (30 min)
     3. Reference materials review (10 min)
     4. Timeline and budget discussion (10 min)
     
     Please prepare:
     - Visual references (photos, sketches, mood boards)
     - Specific measurements if available
     - Budget range and deadline requirements
     - Any technical specifications or material preferences

3. Attach Design Brief Pre-Work Questionnaire (Google Form link) to calendar invite

4. Update Notion with "Intake Scheduled" status and scheduled date

Decision Point:

• IF requester cannot meet within 3 business days → Escalate to Creative Director for priority assessment
• IF requester prefers async intake → Proceed with detailed questionnaire only (skip to Step 4)
• ELSE → Proceed to Step 3

Quality Checkpoint:

• Intake call scheduled within 3 business days
• All required attendees invited
• Pre-work questionnaire sent
• Notion status updated

Estimated Time: 10 minutes

Responsible Role: Design Coordinator

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Step 3: Conduct Intake Consultation

Objective: Gather complete design requirements through structured interview.

Actions:

1. Start call on time, introduce all attendees

2. Record call (with permission): "This call will be recorded for documentation purposes. Verbal approval is required to proceed."

3. Follow intake script (see Appendix B - Design Intake Script):

   • Vision & Inspiration (10 min):

     • "Describe your vision for this piece. What feeling or character should it evoke?"
     • "What inspired this request?" (event, theme, character, brand initiative)
     • Review mood boards, reference images, sketches provided

   • Technical Requirements (30 min):

     • Garment type: [dress/suit/costume/accessory/other]
     • Quantity: [single piece/multiple sizes/production run]
     • Size specifications: [measurements/size chart/fit model needed]
     • Fabric preferences: [specific fabrics, weight, drape, texture, color]
     • Construction details: [closures, lining, structure, embellishments]
     • Functionality needs: [movement, quick-changes, durability, weather resistance]
     • Character/wearer profile: [age, gender presentation, physical requirements, character background]

   • Reference Materials Review (10 min):

     • Screen-share or review physical samples
     • Identify specific elements to incorporate or avoid
     • Note color codes, material swatches, construction techniques referenced

   • Constraints & Timeline (10 min):

     • Absolute deadline: [date]
     • Budget range: [$X,XXX - $X,XXX]
     • Approval chain: [who must approve sketches, samples, final piece]
     • Delivery location and method
     • Any non-negotiable requirements

4. Clarify any ambiguities immediately: "Let me confirm I understand correctly..."

5. End call with clear next steps:

   • "I'll draft a formal design brief within 2 business days"
   • "You'll receive the brief for approval before we begin design work"
   • "Estimated timeline for initial sketches: [X days after brief approval]"

Quality Checkpoint:

• All sections of intake script completed
• Recording saved to Google Drive project folder
• Reference materials uploaded to project folder
• Budget and timeline constraints documented
• Approval chain identified

Estimated Time: 60 minutes

Responsible Role: Design Coordinator (primary), Sales Rep (support)

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Step 4: Draft Design Brief Document

Objective: Create comprehensive written brief that will guide entire design and production process.

Actions:

1. Open Design Brief Template in Google Drive: Templates > Design Brief Template v2.1

2. Create new document: Design Briefs > [Year] > [YYYY-MM-DD]_[ClientName]_[ProjectName]_Brief

3. Complete all sections of brief (see full template in Appendix C):

   Section A: Project Overview

   • Project name and client name
   • Project type: [custom costume/editorial/production/brand]
   • Request date and intake date
   • Design Coordinator and assigned Designer names

   Section B: Creative Vision

   • Narrative description (2-3 paragraphs)
   • Character profile or brand story context
   • Mood and aesthetic direction
   • Key visual references (embedded images with source attribution)

   Section C: Technical Specifications

   • Garment category and style
   • Detailed measurements table or size specifications
   • Fabric requirements (fiber content, weight, color, finish)
   • Construction requirements (seams, closures, structure)
   • Embellishment details (embroidery, appliqué, trim, etc.)
   • Functionality requirements (mobility, quick-change, durability)

   Section D: Deliverables

   • Sketches: [number] concepts by [date]
   • Sample/mockup: [required/not required] by [date]
   • Final piece(s): [quantity] by [date]
   • Fittings: [number] scheduled on [dates]

   Section E: Budget & Resources

   • Total budget: $[X,XXX]
   • Budget breakdown: Materials $[X], Labor $[X], Other $[X]
   • Material sourcing plan
   • Designer hours allocated: [X hours]

   Section F: Timeline & Milestones

   • Brief approval: [date]
   • Concept sketches: [date]
   • Sketch approval: [date]
   • Sample completion: [date]
   • Sample fitting: [date]
   • Final production: [start date] to [end date]
   • Final delivery: [date]

   Section G: Approval Chain

   • Sketch approval: [position/name]
   • Sample approval: [position/name]
   • Final approval: [position/name]
   • Budget change approval: [position/name]

   Section H: Constraints & Risks

   • Hard constraints (non-negotiable requirements)
   • Known risks (material availability, timeline pressure, technical complexity)
   • Mitigation strategies for each identified risk

4. Attach all reference materials as appendices

5. Share draft brief with Lead Designer (if assigned) for technical feasibility review

6. Incorporate Designer feedback on timeline and material feasibility

Quality Checkpoint:

• All template sections completed with specific information (no "TBD" fields)
• Visual references embedded or attached
• Budget breakdown totals match total budget
• Timeline is realistic per Designer consultation
• Risks identified with mitigation plans

Estimated Time: 90-120 minutes

Responsible Role: Design Coordinator

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Step 5: Internal Review & Feasibility Validation

Objective: Ensure project is technically feasible and resources are available before client commitment.

Actions:

1. Assign Lead Designer (if not already assigned):

   • Review Design Team Capacity spreadsheet
   • Match project complexity to designer skill level
   • Check designer availability for timeline
   • Update Notion with assigned designer

2. Schedule 30-minute internal review meeting:

   • Attendees: Design Coordinator, assigned Lead Designer, Creative Director
   • Agenda: Review brief, confirm feasibility, identify resource needs

3. Conduct feasibility assessment:

   • Materials: Can specified fabrics be sourced within timeline?
   • Skills: Does designer have required techniques expertise?
   • Timeline: Is schedule realistic given current workload?
   • Budget: Does estimate cover labor + materials + overhead?
   • Equipment: Are special tools/machines available?

4. Document assessment outcome in Notion:

   • IF all feasibility checks pass → Status: "Ready for Approval"
   • IF minor adjustments needed → Revise brief, repeat feasibility check
   • IF major constraints → Schedule call with requester to discuss scope changes

5. Creative Director makes go/no-go decision:

   • GO: Proceed to Step 6
   • REVISE: Document required changes, update brief, return to Step 4
   • NO-GO: Document rejection rationale, notify requester with alternatives

Decision Point:

• IF budget insufficient for scope → Propose scope reduction OR budget increase
• IF timeline unrealistic → Propose extended timeline OR reduced deliverables
• IF technical complexity beyond capabilities → Recommend external specialist OR decline

Quality Checkpoint:

• Lead Designer assigned and confirmed available
• All feasibility dimensions assessed (materials, skills, timeline, budget, equipment)
• Creative Director go/no-go decision documented
• If revisions needed, specific changes identified

Estimated Time: 45 minutes (including meeting)

Responsible Role: Design Coordinator (execution), Creative Director (approval)

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Step 6: Client/Requester Brief Approval

Objective: Obtain formal sign-off from requester before design work begins.

Actions:

1. Prepare brief for external sharing:

   • Set Google Doc permissions: "Comment access" for requester
   • Generate PDF version for formal records
   • Create brief summary (1-page executive summary)

2. Send brief approval email:

   Subject: Design Brief for Approval: [Project Name]
   
   Dear [Requester Name],
   
   Thank you for meeting with us on [intake date]. Based on our conversation,
   I've prepared a comprehensive design brief that will guide our team through
   the creation of [project description].
   
   Please review the attached brief and confirm:
   1. Creative vision accurately captured
   2. Technical specifications are correct
   3. Timeline and milestones are acceptable
   4. Budget is approved
   
   IMPORTANT: Design work will begin only after you approve this brief. Any
   changes to scope after approval may impact timeline and budget.
   
   Please reply with "APPROVED" or request changes by [date - 3 business days].
   
   Attachments:
   - Design Brief (Google Doc - link)
   - Design Brief (PDF)
   - Executive Summary (1-page)
   
   Next Steps After Approval:
   - Design work begins: [date]
   - Concept sketches delivered: [date]
   - Sketch review meeting: [date]
   
   Questions? Reply to this email or call me at [phone].
   
   Best regards,
   [Design Coordinator Name]

3. Set calendar reminder for follow-up in 3 business days if no response

4. Update Notion status: "Awaiting Client Approval"

Decision Point:

• IF approved without changes → Proceed to Step 7
• IF minor changes requested → Update brief, resend for approval
• IF major changes requested → Return to Step 4, possibly re-schedule intake call
• IF no response after 3 days → Send reminder email, escalate to Sales Rep

Quality Checkpoint:

• Brief shared with appropriate permissions
• PDF version archived in project folder
• Approval email sent with clear deadline
• Follow-up reminder set
• Notion status updated

Estimated Time: 30 minutes

Responsible Role: Design Coordinator

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Step 7: Finalize & Activate Project

Objective: Lock in approved brief and initiate design work.

Actions:

1. Upon receiving approval email or signed PDF:

   • Save approval email to project folder
   • Mark Google Doc as "APPROVED - LOCKED" (add banner, change to view-only)
   • Update Notion status: "Approved - In Design Queue"

2. Create project tracking entry:

   • In Notion Projects database:
     • Project name: [from brief]
     • Client: [from brief]
     • Assigned Designer: [from brief]
     • Budget: $[total]
     • Deadline: [final delivery date]
     • Status: Active
     • Link to approved brief

3. Notify all stakeholders:

   • Slack #design-intake: "✅ [Project Name] approved. @[designer] starting [date]."
   • Email to Informed parties: Production Manager, Pattern Team Lead, Client

     Subject: Design Project Activated: [Project Name]
     
     The design brief for [Project Name] has been approved and is now active.
     
     Key Dates:
     - Concept sketches: [date]
     - Sample delivery: [date]
     - Final delivery: [date]
     
     Assigned Designer: [Name]
     Budget: $[X,XXX]
     
     Full brief: [link]
     Project tracking: [Notion link]

4. Schedule kickoff meeting:

   • Attendees: Assigned Designer, Design Coordinator, Creative Director
   • Agenda: Brief walkthrough, resource allocation, questions
   • Timing: Within 2 business days of approval

5. Hand off to Designer:

   • Transfer ownership of project folder
   • Grant access to all reference materials
   • Schedule first check-in: [3-5 days from kickoff]

Quality Checkpoint:

• Approved brief locked and archived
• Notion project entry created with all details
• All Informed parties notified
• Kickoff meeting scheduled
• Designer has access to all resources

Estimated Time: 45 minutes

Responsible Role: Design Coordinator

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Quality Standards & Checkpoints

Mandatory Quality Gates:

Checkpoint	Criteria	Responsible	Pass/Fail
Initial Response Time	Acknowledgment sent within 2 business hours	Design Coordinator	FAIL if >2 hours
Brief Completeness	All template sections filled with specific information	Design Coordinator	FAIL if any "TBD" remains
Feasibility Validation	All 5 dimensions assessed (materials, skills, timeline, budget, equipment)	Lead Designer + Creative Director	FAIL if any dimension not addressed
Client Approval	Written "APPROVED" received via email or signed PDF	Requester	FAIL if verbal-only approval
Stakeholder Notification	All Informed parties notified within 24 hours of approval	Design Coordinator	FAIL if any party missed

Final Verification Checklist:

• Complete brief document approved and locked
• Project entry created in Notion with all fields populated
• Designer assigned and has accepted ownership
• Timeline milestones entered in shared calendar
• Budget allocated in financial tracking system
• All reference materials accessible to Designer
• Creative Director sign-off documented
• All Informed parties notified
• Kickoff meeting scheduled

Exceptions & Edge Cases

Exception 1: Rush Orders (\<7 days to delivery)

When This Occurs: Client requests final delivery in fewer than 7 calendar days from initial request.

Modified Procedure:

1. Immediately notify Creative Director via Slack and phone
2. Creative Director assesses feasibility within 2 hours
3. If accepted, condense Steps 2-4 into single 2-hour working session
4. Brief approval required same day (phone call acceptable)
5. Rush fee applied: +50% to standard pricing
6. Designer assigned immediately, all other projects deprioritized
7. Daily check-ins replace weekly check-ins

Additional Approvals Required: Creative Director (project acceptance), CEO (if budget >$5,000 or displaces existing client commitments)

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Exception 2: Internal Brand Projects (No External Client)

When This Occurs: Design request originates from Brand Ops or Corp Ops for marketing, editorial, or internal use.

Modified Procedure:

1. Sales Rep role removed from RABSIC matrix
2. Budget approval from CFO required before Step 5
3. Internal stakeholder = "client" for approval purposes
4. Timeline may be more flexible, but still documented
5. Internal billing/cost allocation documented in Notion
6. Follow all other standard steps

Additional Approvals Required: CFO (budget approval), Creative Director (project prioritization vs. revenue-generating client work)

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Exception 3: Revision Requests Post-Brief Approval

When This Occurs: Client requests scope changes after brief approved but before design work substantially complete (>50% of budgeted hours spent).

Modified Procedure:

1. Designer immediately notifies Design Coordinator
2. Design Coordinator schedules change request call with client (within 24 hours)
3. Assess impact:
   • Timeline impact: +[X] days
   • Budget impact: +$[X]
   • Resource impact: [new skills/materials needed]
4. Create "Brief Amendment" document (follows same template as original)
5. Amendment requires Creative Director approval before sending to client
6. Client must approve amendment in writing
7. Update Notion project with revised scope, timeline, budget
8. Notify all stakeholders of changes

Additional Approvals Required: Creative Director (amendment acceptance), Client (amendment approval), CFO (if budget increase >20%)

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Escalation & Problem Resolution

Common Issues:

Problem	Likely Cause	Resolution	Escalate To
Client unresponsive after intake	Lack of urgency, decision paralysis	Send reminder email at Day 3, phone call at Day 5, CC Sales Rep	Sales Rep (Day 7), Creative Director (Day 10)
Incomplete information from client	Client doesn't know requirements, unclear vision	Send detailed questionnaire, offer second intake call, provide examples	Lead Designer (creative guidance), Creative Director (if fundamental vision unclear)
Budget too low for scope	Client expectations unrealistic, Sales misquote	Present 3 options: reduce scope, increase budget, phased approach	Creative Director (pricing authority), Sales Manager (client relationship)
Timeline conflicts with capacity	Over-booked design team, unexpected project delays	Check for freelance designers, propose extended timeline, discuss priority with client	Creative Director (resource allocation), COO (if systemic capacity issue)
Technical feasibility concerns	Designer skill gap, material unavailable, construction technique unknown	Research specialist vendors, propose alternative approach, decline project	Creative Director (technical authority), External specialist consultation

Escalation Path:

1. First Level: Creative Director (all project-level decisions)
2. Second Level: COO (resource/capacity constraints)
3. Final Level: CEO (client relationship risk, major budget variances)

Related Documents

Referenced SOPs:

• SOP-002: Concept Presentation Process
• SOP-003: Design Revision Process
• SOP-100: Client Inquiry Response

Templates:

• Design Brief Template v2.1 (Google Docs)
• Design Intake Script (Appendix B)
• Pre-Work Questionnaire (Google Forms)
• Brief Approval Email Template (Step 6)

External Standards:

• N/A (internal process)

Knowledge Base:

• [[entity: 2000atelier]] - Department overview
• [[entity: Creative Director]] - Role definition
• [[process: Order to Delivery]] - End-to-end workflow

Definitions & Terminology

Term	Definition
Design Brief	Comprehensive document specifying creative vision, technical requirements, budget, and timeline for a custom design project
Intake	Initial requirements gathering process through structured interview
Feasibility Validation	Assessment of whether project can be completed with available resources, skills, materials, and timeline
Scope Creep	Expansion of project requirements beyond original brief without corresponding timeline/budget adjustments
Lead Designer	Primary designer assigned to execute design work for a specific project
Requester	Person or entity requesting custom design work (may be external client or internal stakeholder)

Metrics & KPIs

Process Performance Indicators:

Metric	Target	Measurement Method	Review Frequency
Intake Cycle Time	≤5 business days (request to approved brief)	Track in Notion: Request Date → Approval Date	Weekly
Brief Accuracy Rate	≥95% (briefs requiring no post-approval amendments)	Count amendments / total briefs	Monthly
Client Approval Rate	≥90% (briefs approved on first submission)	Count first-submit approvals / total briefs sent	Monthly
Designer Satisfaction	≥4.0/5.0 (brief clarity and completeness rating by designers)	Survey designers after project completion	Quarterly
On-Time Intake Response	100% (acknowledgment within 2 hours)	Track response timestamps in email/Slack	Weekly

Training Requirements

Initial Training:

• 4-hour Design Brief Workshop (covers template, intake techniques, feasibility assessment)
• 2-hour Notion workflow training (database management, status updates)
• 1-hour shadowing experienced Design Coordinator on live intake call
• Estimated total training time: 7 hours
• Training sign-off: Complete 2 practice intakes under supervision, reviewed by Creative Director

Refresher Training:

• Annual review of updated template and process changes (1 hour)
• Quarterly review of common issues and escalation patterns (30 minutes)
• Triggered retraining: If >2 briefs rejected for quality issues in single quarter

Competency Assessment:

• Complete 5 intakes independently with ≥4.0/5.0 designer satisfaction ratings
• Zero escalations due to process errors
• 100% on-time acknowledgment rate for first month
• Creative Director observation and approval

Revision History

Version	Date	Author Role	Changes	Approved By
1.0	2026-02-02	Creative Director	Initial release	CEO

Approval Signatures

Role	Position	Signature	Date
Owner	Creative Director	[Digital signature]	2026-02-02
Accountable	Creative Director	[Digital signature]	2026-02-02
Quality Review	COO	[Digital signature]	2026-02-02

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Next Scheduled Review: 2027-02-02 Document Location: sops/by-department/2000atelier/design/sop-001-design-brief-intake.md Master Copy: GitHub repository (source of truth)