Workflow
The breakdown described here offers a way for Experts and Collaborators to keep track of their progress and make sure the quality of the deliverables stays consistently high. It also helps split the work and payment between two people in order to recruit new Experts.
Consider the following when splitting the work and payment with a Collaborator:
  • The recruitment bonus will be issued in accordance with the amount of work you delegate. The more you delegate, the higher will be your bonus.
  • Some tasks will require your full attention (like workshops) where you will need to be present. Discuss with your Collaborator how to split the payment for those tasks.
  • Other tasks are easy to fully delegate, please make sure you have enough time to fix the errors in case the result is not acceptable.
  • You will agree on a split before the project starts and will not be able to change it afterward. Make sure you review your Collaborator's previous work and fully trust them.
For more insights and advice on how to choose a suitable collaborator, read this page:

  • When only shadowing i.e. plain observing a call with a client, please make sure your camera and microphone are off. You can ping the lead Creative Director in the chat through a text message.
  • But be an active listener! Try not to check messages or do other activities that will draw your attention away from the observation.
  • You may be asked by the Creative Director at the end of the session if you have any questions you would like to ask, so think about this during the session. If you don’t have any questions, that’s fine too.

Project: Consultancy Week
Before the start of a project, clients often need help to make the best choice on the right purchase. If you lead the call(s), you need to be prepared for it, speak confidently and act professionally. You main task is to provide value and evidence-based advice in the realm of your expertise. If the client is a fit for Deep Work, you present how a collaboration might look.
Consultation calls happen in a block-period of a single week. Process and details:

  • Make sure your availability is open on Calendly - please check that you have opened the correct times and dates via https://calendly.com/d/cp9-jrc-5g2/deep-work-creative-directors?month=2022-04
  • You should be available for:
    • At least four days in the week,
    • At least five hours per day,
    • At least one day between 6pm and 9pm CET for US clients
    • At least one day between 10am and 12pm CET for Eastern time zones
    • The above is absolute minimums and it is recommended to be open as much as possible to make sure Deep Work has a steady funnel of clients.

Overview:
  • Understand the clients problems.
  • Intro Deep Work
  • Show a case study relevant to the client's problem.
  • Receive feedback and questions
  • Propose and work out the best option using the Project Demo Calculator
Outdated longer overview of the call structure:

After each consultation call with a client, please make sure you debrief by filling out this Typeform. It will ping a message with your summary and notes to the #new-projects channel, which is exclusive for Creative Directors and current collaborators.
Try to provide as much context as possible so it's clear what the next steps are.

See CD_Weekend .

Project: Consultancy Week
Write the proposal based on a template for what could fit Deep Work's suite of products. If the scope is not standardised yet, make sure you review the cost using the budget sheet.
If you're updating or iterating on a proposal from another Creative Director, check your changes with them.

Project: Consultancy Week
To set up the team you need to send the potential team members:
  • An overview of the project
  • The project budget and payments
  • An overview of potential dates in Asana
This can be done in the Deep Skills app along with Asana.
More information of the process can be found on:
You're responsible for finding the team availability, and sending the start date to the client.
If you're creating the budget, asana or overview of the project to share with the team, and you were handed over the task from another creative director, check you work with the first creative director.

Project: Consultancy Week
If the client has confirmed to work with Deep Work and you wish to pass on the project to a different Creative Director, please make sure they have all context and the team is well prepared.
Please fill out this checklist and pass it on to them to make sure no information is missed: https://grid.is/@deepwork/creative-director-checklist-09gQu:GRT0:YGEOuexyPYg
If there are any custom changes to the process, please write your own checklist and hand it to the Creative Director who will continue working on the project.
Remind the Creative Director who you're handing over to, that for each task they complete, they need to check with you that they've done it correctly. E.g. the project budget, asana team set up and any quote/proposal changes.

Project: Consultancy Week
At the end of a week taking consultancy calls, you need to:
  • Record a video summary for other Creative Directors with any information they might need to know.
  • Make sure the next two weeks of Calendly are open and someone is set to do the weeks (so there are always open slots).

Project: Design Sprint
Please make sure that all the client has seen all steps, especially when using an alternative way of signing the SoW.

Project: Design Sprint
Before setting up the project, please make sure the client team has signed the Statement of Work and all expectations are set accordingly. If you are taking the project over from a different Creative Director, please ask them to fill out this checklist and pass it on to you.
Follow this guide to continue setting up the project:

Project: Design Sprint
During the project, your main responsibility is to maintain a fair balance between the value created by the team (and their workload) and the price paid by the client. The goal is always to overdeliver on the client's expectations.
When it seems like the client does not receive enough value, you may need to make a choice between offering additional work, or reducing the scope and hence refunding part of the payment.
Make sure that you follow all handover videos and have a continuous sense of the team's output matching (or ideally exceeding) the client's expectations.
As the Creative Director you need to be aware of all calls, meetings and handovers within the team. You need to be immediately (within 1 hour) available if someone has a question. This doesn't happen often, but is crucial as the team operates under time pressure with strict deadlines.
Please especially watch your tone of voice with clients. Always assume the best intention and when resolving a conflict, never blame the client for any mistakes or changes. Instead, describe the reason for conflict in a neutral way and suggest a positive resolution.

Project: Design Sprint
A retrospective workshop is always scheduled after the final presentation. You are free to take part or skip it if you don't have time. We encourage people to participate though, as this is one of the key reasons for Deep Work's fast adaptation and constant innovation. The results (implementations of changes) can be delegated to Experts or the Creative Director.

Project: Design Sprint
Please use this Typeform to complete the project and make all team payments.
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On this page
CD_Shadow - Shadowing
CD_Consultancy - Lead the consultation calls for one week
Calendly set up before the week starts
Consultancy calls
Debrief and inform the other Creative Directors
End of Week Tasks
CD_Proposal - Proposal and Quote
CD_Team - Team Setup
CD_Handover - Project handover to other Lead Creative Director
CD_Weekend - End of consultancy week wrap up tasks
CD_Invoice
CD_Setup - Project Setup
CD_Support - Project Support
CD_Retro - Retrospective workshop
CD_Completion - Project Completion