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.
  • If the BA or the developer plans to take leave, the client must be informed as soon as the leave dates are confirmed. The leave must be communicated clearly, and expectations around delivery during that period must be aligned with the client in advance.

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.