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Phase 2: Project Kick-Off: Setting Up for Success

Once your bid is approved, the next step is to transition from bidding to execution. A strong project kick-off is essential for setting clear expectations and ensuring a smooth workflow. The Project Dashboard is your command center for this phase.

 

Scenario: Our client, ‘Luxury Brands,’ has approved our quote. It’s time to set up the project and bring the team together.

Best Practice: The Two-Project Setup #

For optimal communication and organization, we recommend a two-project setup for each study: one for internal team collaboration and one for external communication with your client.

  1. Create the Internal Project: From the main Home Screen, create a project with a clear name (e.g., “Luxury Brands – Internal”). This workspace will house the Survey Creator, Codebooks, and a TrackEntry board for your internal team.
  2. Create the External Project: Create a second project named for the client (e.g., “Luxury Brands – Client Feedback”). This project will primarily be used for client communication via its dedicated TrackEntry tool.
  3. Group with a Collection: Assign both projects to the same Collection. This keeps them neatly grouped together on your home screen, allowing you to easily switch between your internal and external project views.
 

Step 1: Onboard Your Teams #

With your projects created, the next step is to ensure the right people have the right access.

  • In the Internal Project: Navigate to the Users tab and add your entire internal team (project managers, programmers, data processors).
  • In the External Project: Go to the Users tab and add only the key client stakeholders and your client-facing project manager.

This separation ensures that internal discussions and development work remain private, while clients have a dedicated and uncluttered space for providing feedback.

 

Step 2: Centralize Key Documents #

Avoid scattered emails by using the platform to manage project files. The Files List, found under the PROJECT INFORMATION tab, automatically aggregates all documents related to the project. It serves as a single source of truth where you can view and download:

  • The original questionnaire used to create a survey in the Survey Creator.
  • All files and attachments shared in TrackEntry entries and the Live Chat.
 

Step 3: Kick Off Communication #

With the workspaces set up and teams assembled, it’s time to start the conversation.

  1. Internal Kick-Off: In the “Luxury Brands – Internal” project, use the Live Chat to post a welcome message to your team, outlining the project goals and immediate next steps.
  2. Client Kick-Off: In the “Luxury Brands – Client Feedback” project, use the Live Chat to welcome your client, introduce their point of contact, and confirm the project has officially started.
 

This workflow establishes a clean, organized, and professional structure from day one, setting clear boundaries for communication and ensuring a successful project.