Client Engagement Workflow

Manage the journey from onboarding to handoff. Organize phases, decisions...(Consultants workflow)

Sessions
7
Steps
34
Last edited
May 24, 2026
Created by
Nova

About this process

Manage the journey from onboarding to handoff. Organize phases, track roles and responsibilities, and log key decisions to ensure consistent quality and repeatable excellence.

Sessions at a glance
#SessionSteps
01Discovery questions1402Kick-off Call403Proposal & Contract504Team Directory & Log305To-do with Notes206Project Handover / Docs307Closing/Handover Checklist3

The process in detail

7 sessions · 34 steps
01

Discovery questions

14 steps

Understand your customer and their business

  1. 1

    Prepare the session.

  2. 2

    What does the company do?

  3. 3

    What is your competitive advantage? And how does the customer perceive it?

  4. 4

    Why does the user need your solution? What are they trying to avoid?

  5. 5

    Who are your major competitors?

  6. 6

    🏆 What’s your current goal?

  7. 7

    How do you think we can help you?

  8. 8

    Points of contact

  9. 9

    Technical Setup

  10. 10

    Business activities updates (optional)

  11. 11

    Meetings & communication

  12. 12

    Marketing collateral (optional)

  13. 13

    Does your business have a brand guideline? (optional)

  14. 14

    Additional team notes

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1. Prepare the session.

Before getting started, review the questions and make sure you’re asking what the rest of the teams and departments need in order to build a solid proposal for the client. Confirm that you’ve gathered what the client wants — and what they don’t want.

Then follow this checklist.

Add tasks
2. What does the company do?
Write a note
3. What is your competitive advantage? And how does the customer perceive it?
Write a note
4. Why does the user need your solution? What are they trying to avoid?
Write a note
5. Who are your major competitors?
Write a note
6. 🏆 What’s your current goal?

Increase sales, maintain current relationships and sale new products to current customers, etc

💫What barriers do you have to reach your current goal? What extra resources do you need?

Write a note
7. How do you think we can help you?

How do you think we help? What would be the ideal situation? What's your budget for this project?

Write a note
8. Points of contact

Who is on the management/executive team? (is the website up to date on this?) Who is responsible for overseeing marketing in the organization? Who should we contact when we have questions? What is the best way to get in touch with your team? Who will be reviewing/approving deliverables?

Write a note
9. Technical Setup

How would you like to communicate with us? (Mainly email, slack, phone, etc) If applicable, how would you like to share files between team members?

Write a note
10. Business activities updates (optional)

Where would you be sharing business updates and stories? Where would you share conferences, trade shows, and events calendars?

11. Meetings & communication

How often do you want to have a meeting with us? Who will be joining our meetings? When should we schedule those meetings?

Write a note
12. Marketing collateral (optional)

Do you have marketing collateral, sales sheets or other presentation materials developed? Add the link below.

Write a note
13. Does your business have a brand guideline? (optional)

Add the link below.

Upload files or add links
14. Additional team notes

How do you perceive the client? What are the barriers do you see? What are the next step?

Write a note
02

Kick-off Call

4 steps

Discuss with your team your strategy and your findings. This is a good time to have a work session and develop a proposal.

  1. 1

    Build the presentation

  2. 2

    Hold an internal pre-kickoff meeting with your team.

  3. 3

    Meeting Notes:

  4. 4

    Next steps & Tasks

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1. Build the presentation

Your presentation should be structured to move from introductions to strategy, and finally to logistics and next steps.

Include the following:

•The "Who's Who": A slide introducing your team members, their roles, and their contact info. Ask the client team to briefly introduce themselves as well.
•The Agenda: A quick overview of what you will cover during this specific meeting to keep everyone on track.
•Success Criteria: Clearly state the goals and Key Performance Indicators (KPIs) for the project. This ensures everyone is aiming for the exact same target.
•Included Deliverables: A high-level list of what you will be delivering.
•Out-of-Scope (Crucial): Explicitly state what is not included in this phase of the project. This prevents "scope creep" later on and manages expectations early.
•High-Level Roadmap: A visual timeline showing the major phases of the project (e.g., Discovery, Design, Development, Launch).
•Key Milestones: Specific dates for major check-ins, presentations, or approvals.
•Indicate Communication Channels and the meeting cadence.
•Approval Process: Clarify who on the client side has the final sign-off authority for deliverables to avoid bottleneck delays.
Upload files or add links
2. Hold an internal pre-kickoff meeting with your team.

Ensure everyone agrees on the scope, deliverables, and who is owning which part of the project. No one should be surprised by a slide during the live client meeting.

Review the presentation and make changes to it.

Add any internal pre-kickoff meeting tasks here. ✔✔

Add tasks
3. Meeting Notes:
Add notes
4. Next steps & Tasks
Add tasks
Board
  • Milestones
  • Definition of success
  • Objective
  • Communication & Team
  • [DATE]
  • [DATE]
  • [DATE]
  • Description
  • [Add Definition of success]
  • What?
  • What?
  • What?
  • Result Result
  • Result Result
  • Deliverable 1 Deliverable 2
  • Result Result
  • Deliverable 1 Deliverable 2
  • Result Result
  • Deliverable 1 Deliverable 2
  • Name| Title & Department
  • Name| Role/ Dept
  • Name| Role/ Dept
  • Name| Role/ Dept
03

Proposal & Contract

5 steps
  1. 1

    Prepare the proposal or contract.

  2. 2

    Internal Log

  3. 3

    📋 Please review the attached proposal.

  4. 4

    Please indicate if any changes or updates are needed. Add notes inside the document.

  5. 5

    Contract/ Proposal ✍

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1. Prepare the proposal or contract.

Review the questionnaire with the team and define the proposal and contract with clear deliverables and all necessary details. Explore who could be assigned to work on this client’s project based on their skills and time capacity. Evaluate the price for the service and the best way to present it. Create the presentation and contract. Set a meeting to present the proposal and the team involved. Send the proposal and details for approval.

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2. Internal Log

Indicate the decisions made, mention the team members who need to be aware of the progress, and add any links required for the team. This is invisible to the client.

Add notes
3. 📋 Please review the attached proposal.

Download the proposal, take your time to read it, and sign it once you have reviewed all the details. Then attach the new copy with your signature here. After that, move to the next step to approve the proposal and notify our team.

Upload files or add links
4. Please indicate if any changes or updates are needed. Add notes inside the document.
Choose one
  • Approve
  • Request changes
  • Decline
5. Contract/ Proposal ✍

Once the proposal has been approved, our team will attach a contract here, reflecting the suggested changes. 📅 This usually takes [a few days]. We’ll let you know when it’s ready, and it will be visible here.

You can then download the document and upload the updated and signed version when you’re ready.✍✍

Upload files or add links
04

Team Directory & Log

3 steps
  1. 1

    🧔‍♀‍👨‍🦰👵🙍‍♂‍ This is our team directory.

  2. 2

    Files & Links

  3. 3

    Updates and decisions

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1. 🧔‍♀‍👨‍🦰👵🙍‍♂‍ This is our team directory.

We want to make sure you have this handy so that whenever you need to schedule a call with us or contact someone specific from our team, you can find their available times directly on their calendar—without the hassle of sending an email. 🔥 We believe in getting things done—without unnecessary steps that take up your time.

Just click on the person’s name, and the link to their calendar will be available.

Choose one or more
  • Schedule a meeting with [ NAME]
  • 🪄🎯 Find our which workshops I am leading soon and join us.
2. Files & Links
Choose one
  • Option 1...
3. Updates and decisions

Add any key updates here to inform the team/client, and keep a simple space for important changes, delays, or wins. Maintain this organized by only adding communication that can affect the plan provided.

Add notes
05

To-do with Notes

2 steps
  1. 1

    🎯✔ ✔ To-do List

  2. 2

    📋📌 Key decisions, 🕺 Changes or/and ⏲🐢Delays.

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1. 🎯✔ ✔ To-do List
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2. 📋📌 Key decisions, 🕺 Changes or/and ⏲🐢Delays.

Add any new decisions made during the meeting, any changes to the plan that should be recorded, or any delays that require adjustments and good coordination among all affected. 📋 ⏲🐢🕺

Add notes
06

Project Handover / Docs

3 steps
  1. 1

    Project Handover

  2. 2

    For future support, you can contact us 👩🦸

  3. 3

    Formal Sign-Off

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1. Project Handover

We’re excited to officially hand over [Project Name] to you. Here’s a summary of what we’ve accomplished together, and a package with all the final deliverables attached.

🪄🎯[Summary]

📎🗂 Please find all relevant documents, assets, and instructions in this folder. If you have any questions, we’re here to help.

Upload files or add links
2. For future support, you can contact us 👩🦸

And remember, we’re happy to assist as you move forward!

Thank you so much for trusting us with this project—it’s been a pleasure working with you!

Choose one or more
  • 👩‍🔧 [Name] at [Email/Phone] or click here to schedule a call.
  • 👩‍ [Name] at [Email/Phone] or click here to schedule a call.
  • 🦸 [Name] at [Email/Phone] or click here to schedule a call.
3. Formal Sign-Off

We’re excited to deliver the final version of [Project Name]. Please review the attached deliverables and summary.

To officially close the project, we kindly ask you to review and sign off on the completion by confirming your decision below:

✅ Final Project Sign-Off Confirmation:

•I confirm that I have reviewed the project deliverables and approve them as final.
•I acknowledge that all agreed-upon deliverables have been received.
•Any outstanding tasks or follow-up actions have been noted and agreed upon.
Choose one
  • ✅ I approve the project as complete and final.
07

Closing/Handover Checklist

3 steps
  1. 1

    ✅ Project Closure & Handoff Checklist

  2. 2

    Send Handoff Email (📩 Project Handoff Email Template )

  3. 3

    ✅ Project Sign-Off Form ✍✍

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1. ✅ Project Closure & Handoff Checklist
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2. Send Handoff Email (📩 Project Handoff Email Template )

Subject: Final Project Handoff & Sign-Off – [Project Name]

Hi [Client’s Name],

We’re excited to deliver the final version of [Project Name]! 🎉

Here’s a quick summary of what’s included in the handoff:

✅ Final deliverables: [List of key deliverables or a link to a shared folder].

✅ Documentation: [Link or file] with details of the project, outstanding items (if any), and next steps.

✅ Support info: [Contact person for future questions, maintenance details, warranty period (if applicable)].

We’d love for you to review everything and confirm your approval by filling out the sign-off form below. This helps us ensure everything meets your expectations and allows us to officially close the project.

Thank you so much for your collaboration throughout this project—it’s been a pleasure working with you! We look forward to supporting you in the future, so don’t hesitate to reach out if you need anything.

All the best,

[Your Name]

[Your Role/Company]

Choose one
  • The email was sent 📩
3. ✅ Project Sign-Off Form ✍✍
Choose one
  • ⚡ The sign-off form was sent.
  • ✍ The client has signed it.
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Created byNova·Official process
Last edited May 24, 2026·7 sessions · 34 steps