Sanitized recreation Systems Setup and Cleanup
Project systems
Project-Management System Redesign
A project-management tool does not fix a project-management problem. If every project is set up a different way, the new tool just gets messy faster. This recreation audits every tracker, picks one home, and builds it around a standard project template with phases, relative due dates, clear owners, one set of statuses and the review views a manager actually uses.
Kestrel Architecture & Design (fictional) · Illustrative data. A fictional company and fictional data, built to show the same type of work Kelly has really done.
The scenario
- A 22-person architecture and interiors studio running about 30 active projects (illustrative).
- Project status lives in email threads, a spreadsheet, a chat channel and personal to-do lists.
- Every project manager sets up projects differently.
- Deadlines move in conversations and never make it back to the tracker.
- The firm paid for two project tools last year. One is barely used.
The ask: “Pick one place, set it up properly, and make people use it.”
The approach
- List every tracker and what it is really used for.
- Choose one home, and say why.
- Design the structure and naming rules before building anything.
- Build one standard project template.
- Keep statuses few and meaningful, and add only the fields you will report on.
- Migrate on a date, then retire the old trackers.
Deliverables
- Tracker audit with keep, merge or retire decisions
- Workspace structure and naming guide
- Standard project template
- Status definitions and required-fields guide
- Saved views and a weekly review dashboard
- Migration plan, team training and a short SOP
What is real here
Kelly has built project-tracking workflows, SOPs and training, coordinated a project-management system transition with documentation and training, and has worked in ClickUp, Asana, Airtable, Slack and Google Workspace. The studio, projects, counts and views are fictional.
Service path: Systems Setup and Cleanup
Related: Contractor systems
The storyboard
Kestrel Architecture & Design (fictional) · Illustrative data. Images are 16:9 slides from the sample project.
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