Program Delivery and Operational Workflows

05 / PRODUCTION OPERATIONS

Scaling production operations without scaling manual work.

DESIGNED FUTURE STATEPARTIALLY IMPLEMENTEDANONYMIZED CASE

A future-state operating model designed for a growing experience-delivery organization, connecting intake, staffing, onboarding, readiness, delivery and reporting.

4 workstreams across a 90-day roadmap
01 / THE SCALING PROBLEM

Production volume was growing. The operating model was still manual.

Critical information was distributed across spreadsheets, communication channels and specialist platforms. Resource planning, contracts, onboarding and readiness depended on repeated coordination, making administrative effort rise alongside delivery volume.

7+operational tools
20+manual handoffs
0central readiness dashboards
02 / THE OPPORTUNITY

Connect the work before adding more software.

01

Centralized resource planning

One governed view of skills, availability and history.

02

Process standardization

Repeatable workflows, templates and operating standards.

03

Workflow automation

Fewer repetitive handoffs, notifications and data-entry steps.

04

Visibility + reporting

Real-time insight into staffing, capacity and readiness.

03 / THE FUTURE-STATE WORKFLOW

One production lifecycle, with a clear owner at every handoff.

Select a stage to see how information, accountability and tools move through the model.

CRM + intake form

Business intake

A closed opportunity triggers a structured production record with scope, dates, requirements and delivery context.

OWNER / Commercial team
04 / TECHNOLOGY ECOSYSTEM

Each platform has one job in the system.

The model does not force every activity into one tool. It defines which platform owns the information, where human judgment stays essential and which handoffs can be automated.

CRM

Business context and the trigger for operational intake

Monday.com

Staffing, timelines, readiness workflows and dashboards

Notion

Onboarding, training, SOPs and external-team resources

Travel platform

Centralized travel coordination and status visibility

Slack

Team communication and exception-based notifications

Zapier

Automated handoffs and data synchronization between systems

05 / 90-DAY ROADMAP

Build the foundation before adding the automation.

01WEEKS 1–2

Centralize the resource database

Consolidate profiles, skills, availability, rates and project history.

02WEEKS 3–4

Standardize production operations

Configure shared workflows, ownership, milestones and readiness standards.

03WEEKS 5–7

Build the external-team portal

Create one home for onboarding, training, SOPs and practical resources.

04WEEKS 8–12

Add automation and reporting

Deploy readiness dashboards, targeted alerts and connected handoffs.

06 / DESIGNED TO ENABLE

A production system that can grow without multiplying coordination.

Faster resource decisionsMore consistent onboardingEarlier readiness signalsLess duplicate administration

This operating model was designed as a future state, with selected workflows partially implemented. The value statements describe intended operational outcomes rather than claiming completed performance results.

07 / THE TAKEAWAY
Scale should increase capacity, not coordination.

The goal was not a single new tool. It was a connected system that makes work, ownership and readiness easier to see.

BEFORE7+ disconnected tools20+ manual handoffsNo readiness view
→
AFTEROne resource modelStandardized workflowsLive operational visibility

Site concept, creative direction & design by Tamara Alleyne.

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