Project Brief
The brief for moving a 12-person operation from an Airtable-shaped workflow to a custom internal CRM and dashboard.
Public review note: Client names, private records, internal URLs, production identifiers, and sensitive business rules have been removed or generalized.
Project goal and value proposition
The visible task was to replace a tool. The actual project was to make the operating model explicit: clients, brands, projects, deliverables, ownership, statuses, and blockers needed to be understandable in one place and usable in daily work.
| Area | Definition |
|---|---|
| Business need | Reduce dependency on hidden Airtable views and manual coordination as the operation grew. |
| Target outcome | A custom internal CRM and dashboard that centralised operational visibility without losing the context behind the work. |
| Primary users | A 12-person team coordinating clients, brands, projects, deliverables, and daily delivery status. |
| Success measures | Replace the existing workflow, rebuild selected production scenarios, document the operating rules, and support daily adoption after rollout. |
Scope and delivery boundaries
| In scope | Out of scope |
|---|---|
| Process mapping, target data model, operational views, migration preparation, coexistence, validation, SOPs, known issues, and handoff. | Private client records, production credentials, internal URLs, confidential business rules, and undocumented future enhancements. |
Assumptions and constraints
- The old Airtable setup is evidence to interpret, not a schema to copy without question.
- Operational context must be preserved while data is mapped into a target model.
- The team needs representative scenarios and role-appropriate views before a cutover decision.
- A public case can show the project thinking and controls without exposing private production data.
Definition of done
Mapped
Workflows, entities, ownership, statuses, and hidden rules are made explicit.
Validated
Selected production scenarios work in the target system before the old workflow is retired.
Adopted
The team can use the CRM for daily work after rollout.
Handed over
SOPs, known issues, decisions, and ownership notes remain with the operation.