Modernizing Process – Weekly SOP

The weekly client delivery cycle, from Monday planning to Saturday buffer. The daily rules apply every day without exception.

Daily rulesApply every day
  • Morning: Update the plan.
  • Midday: Follow up, resolve blockers and test.
  • Evening: Report actual progress and update the PM app.
  • Communicate delivery risks early. Never mark untested work as complete.
  • The PM app is the source of truth; WhatsApp provides visibility.
  • The agenda must always be as specific and detailed as possible.
  • The TDL must be in points when sent to the client, with expected delivery timelines.
  • The MoM can be AI-generated using note-takers, but it must not be sent without proofreading.
  • Avoid taking up new tasks mid-week unless absolutely critical for the client or required as a dependency for an existing task.

Always follow the daily rules without exception.

Weekly schedule

MondayPlanning
  • Send the client meeting agenda.
  • Conduct the client meeting and discuss priorities, bugs and new requirements.
  • Sit with the developer to finalise the TDL, timelines and P0, P1, P2 commitments.
  • Proofread and send the MoM and TDL to the client group, and the TDL to the internal group.
  • Update the PM app with P0, P1, P2 and To Be Planned tasks.
Tuesday

Morning

  • Discuss today's tasks with the developer and mark them as P0 in the PM app.
  • Share today's TDL in the internal group.

Midday

  • Follow up with the developer on progress and blockers.
  • Test completed features. Mark identified bugs as P0, and make sure they are fixed and tested again.

Evening

  • Share today's P0 progress, pending tasks and testing status in the internal group.
  • Update the PM app and prepare Wednesday's client agenda or Loom update.
Wednesday

Morning

  • Review priorities, set today's P0 tasks and update the PM app.
  • Share today's TDL in the internal group.

Midday

  • Conduct the client call or send the Loom update; clarify requirements and dependencies.
  • Send the MoM if a live meeting took place.
  • Test completed features.

Evening

  • Share today's progress, testing status and blockers in the internal group.
  • Update the PM app and flag any risk to Friday's delivery.
Thursday

Morning

  • Review pending P1 tasks and agree on today's P0 tasks with the developer.
  • Update the PM app and share today's TDL in the internal group.

Midday

  • Follow up on unfinished P1 tasks and confirm whether Friday's delivery is realistic.
  • Test completed features and agree on a recovery plan for delayed tasks. Use Saturday as buffer.

Evening

  • Share today's progress, blockers and Friday delivery readiness in the internal group.
  • Update the PM app and prepare Friday's client meeting agenda.
FridayDelivery
  • Set today's P0 tasks and update the PM app.
  • Review the week's P1 commitments, identify tasks requiring final testing, and prepare the client delivery review.
  • Test and verify deliverables, then conduct the client meeting or record a Loom.
  • Share completed work, explain pending items and collect client NPS or health feedback.
  • Send the MoM to the client group and the final internal delivery update.
  • Update the PM app for NPS and health, review P2 tasks and prepare for next week's Monday agenda.
SaturdayBuffer day
  • Use Saturday as a buffer for client meetings in different time zones, and for sending Looms if Friday's meetings were not possible.
  • Catch up on any pending testing or recovery tasks carried over from the week.
  • Close out any loose ends and update the PM app so the next week starts clean.