Agency Command Center

Complete operations system for service agencies, consultancies, and freelance businesses. From first client inquiry to recurring revenue machine.

When to Use

• Starting or scaling a service business (dev, marketing, design, consulting, AI/automation)
• Managing multiple clients and projects simultaneously
• Building repeatable processes for client delivery
• Pricing services and writing proposals
• Growing from solo to team

---

Phase 1: Agency Foundation

Business Model Selection

Choose your model — this drives everything else:

Model	Typical ACV	Team Size	Margin Target	Best For
Solo Expert	$5K-$25K	1	60-80%	Deep specialists
Boutique	$25K-$100K	3-8	40-55%	Quality-focused niche
Growth Agency	$100K-$500K	10-30	30-45%	Scale players
Productized Service	$1K-$10K/mo	5-15	50-70%	Repeatable delivery

Service Packaging Framework

Don't sell time. Sell outcomes.

Structure services into 3 tiers:

service_catalog:
  tier_1_starter:
    name: "[Quick Win Name]"
    price: "$X,XXX"
    duration: "1-2 weeks"
    deliverables:
      - "[Specific deliverable 1]"
      - "[Specific deliverable 2]"
    ideal_for: "Companies that need [specific outcome] fast"
    margin_target: "70%+"
    
  tier_2_standard:
    name: "[Core Service Name]"
    price: "$XX,XXX"
    duration: "4-8 weeks"
    deliverables:
      - "[Everything in Tier 1]"
      - "[Additional deliverable 3]"
      - "[Additional deliverable 4]"
    ideal_for: "Companies ready for [bigger transformation]"
    margin_target: "50%+"
    
  tier_3_premium:
    name: "[Flagship Engagement Name]"
    price: "$XXX,XXX+"
    duration: "3-6 months"
    deliverables:
      - "[Everything in Tier 2]"
      - "[Strategic deliverable 5]"
      - "[Ongoing support/retainer]"
    ideal_for: "Enterprises needing [complete solution]"
    margin_target: "40%+"

Niche Selection Scorecard

Rate each potential niche 1-5:

Criterion	Weight	Score	Weighted
Market size (enough clients?)	3x	/5	/15
Willingness to pay ($10K+ deals?)	3x	/5	/15
Your expertise (can you deliver?)	2x	/5	/10
Competition (room for you?)	2x	/5	/10
Passion (can you do this for years?)	1x	/5	/5
Total			/55

35+ = strong niche. Below 25 = keep looking.

---

Phase 2: Client Acquisition Engine

Inbound Lead Qualification (BANT-S)

When an inquiry arrives, extract:

lead_qualification:
  company: ""
  contact_name: ""
  contact_role: ""
  source: ""  # referral, website, social, cold
  
  budget:
    stated: ""
    estimated_range: ""
    budget_holder: ""  # Are they the decision maker?
    
  authority:
    decision_maker: true/false
    other_stakeholders: []
    approval_process: ""
    
  need:
    problem_statement: ""
    urgency: "low|medium|high|critical"
    current_solution: ""
    why_change_now: ""
    
  timeline:
    desired_start: ""
    desired_completion: ""
    hard_deadlines: []
    
  scope_fit:
    matches_services: true/false
    complexity: "simple|moderate|complex|enterprise"
    red_flags: []

  score: "/100"  # See scoring below

Lead Scoring (0-100)

Factor	Points	Criteria
Budget match	0-25	25=confirmed budget in range, 15=likely, 5=unclear, 0=way below
Authority	0-20	20=decision maker, 10=influencer, 0=researcher
Need urgency	0-20	20=critical/deadline, 15=high, 10=medium, 5=exploring
Timeline fit	0-15	15=aligns with capacity, 10=tight but doable, 0=impossible
Scope fit	0-10	10=core service, 5=adjacent, 0=outside expertise
Source quality	0-10	10=referral, 7=inbound, 3=cold

80+ = fast track (respond within 2 hours) 60-79 = standard (respond within 24 hours) 40-59 = nurture (add to drip, check back in 30 days) Below 40 = decline gracefully

Discovery Call Framework (45 min)

[0-5 min] Rapport + Agenda Setting
- "Thanks for taking the time. Here's what I'd like to cover..."
- Confirm their role and who else is involved in the decision

[5-20 min] Deep Problem Discovery
- "Walk me through what's happening today..."
- "What have you tried so far?"
- "What's the cost of NOT solving this?" ← KEY QUESTION
- "If we solve this perfectly, what does that look like in 6 months?"
- "What's your biggest concern about working with an agency?"

[20-30 min] Solution Exploration
- Mirror their language back: "So the core issue is [X], and ideally you'd have [Y]"
- Share relevant case study (1-2 min, not a pitch)
- Outline potential approach at high level
- "Based on what you've described, I'd suggest [Tier 2 service]"

[30-40 min] Logistics
- Timeline expectations
- Budget conversation: "Projects like this typically range $X-$Y. Does that align with what you had in mind?"
- Decision process and stakeholders
- Required access/resources from their side

[40-45 min] Next Steps
- "Here's exactly what happens next: I'll send a proposal by [date]..."
- Confirm follow-up date
- Ask: "Is there anything else I should know before putting this together?"

Outreach Templates

Warm Referral Follow-up:

Subject: [Referrer] suggested we connect

Hi [Name],

[Referrer] mentioned you're dealing with [specific problem]. We just helped [similar company] solve that — they went from [before state] to [after state] in [timeframe].

Worth a 20-minute call to see if we can do the same for you?

[Your name]

Post-Discovery Proposal Email:

Subject: Your [problem] solution — proposal attached

Hi [Name],

Great talking on [day]. Attached is the proposal for [project name].

The quick version:
- We'll deliver [key outcome] by [date]
- Investment: $[amount]
- You'll see [specific metric improvement]

I've blocked [date] for a 15-min walkthrough if that works.

[Your name]

---

Phase 3: Proposal & Pricing Engine

Proposal Structure (Win Rate Optimizer)

Every proposal follows this structure:

1. EXECUTIVE SUMMARY (1 page)
   - Their problem in their words (mirror discovery call)
   - The cost of inaction (quantified)
   - Your recommended solution (1 paragraph)
   - Investment and timeline (bottom line up front)

2. SITUATION ANALYSIS (1-2 pages)
   - Current state (show you listened)
   - Desired future state
   - Gap analysis
   - Why now matters

3. RECOMMENDED APPROACH (2-3 pages)
   - Phase breakdown with deliverables
   - Timeline with milestones
   - What success looks like (measurable)
   - Your methodology/framework name

4. INVESTMENT (1 page)
   - 3-tier pricing (Good/Better/Best)
   - What's included in each tier
   - Payment terms
   - What's NOT included (scope boundaries)

5. WHY US (1 page)
   - 2-3 relevant case studies (results, not process)
   - Team bios (relevant experience only)
   - Unique approach/methodology

6. NEXT STEPS (half page)
   - Clear call to action
   - Timeline to start
   - What you need from them

Pricing Calculator

pricing_worksheet:
  # Cost basis
  estimated_hours: 0
  blended_hourly_rate: 0  # Your internal cost per hour
  direct_costs: 0  # Software, contractors, etc.
  total_cost: 0  # hours × rate + direct costs
  
  # Value basis
  client_problem_cost: 0  # Annual cost of their problem
  your_solution_value: 0  # Annual value you create
  value_price: 0  # 10-20% of value created
  
  # Market basis
  competitor_low: 0
  competitor_high: 0
  market_price: 0  # Your positioning in range
  
  # Final price
  floor_price: 0  # cost × 1.5 (minimum viable margin)
  target_price: 0  # MAX(value_price, market_price)
  anchor_price: 0  # target × 1.3 (your Tier 3)
  
  # Sanity checks
  margin_percent: 0  # Must be > 40%
  price_per_hour_effective: 0  # Must be > 2× your cost rate
  roi_for_client: "X:1"  # Must be > 3:1 or rethink

Pricing Rules

1. Never price by the hour externally — always project or value-based
2. Always present 3 options — anchors the middle option as "reasonable"
3. Include a "quick start" option — low-risk entry point ($2K-$5K)
4. 50% upfront, 50% on completion for projects under $25K
5. Monthly retainers: 3-month minimum — shorter isn't worth onboarding cost
6. Scope creep clause: "Additional requests beyond this scope will be quoted separately"
7. Price increases: raise prices 10-15% annually, grandfather existing clients for 6 months

Retainer Model Design

retainer_tiers:
  growth:
    monthly_fee: "$X,XXX"
    hours_included: 20
    response_time: "24 hours"
    includes:
      - "[Core service deliverable]"
      - "Monthly strategy call"
      - "Slack/email support"
    overage_rate: "$XXX/hr"
    
  scale:
    monthly_fee: "$XX,XXX"
    hours_included: 40
    response_time: "4 hours"
    includes:
      - "[Everything in Growth]"
      - "[Additional strategic service]"
      - "Weekly check-in call"
      - "Quarterly business review"
    overage_rate: "$XXX/hr"
    
  enterprise:
    monthly_fee: "$XX,XXX+"
    hours_included: "Unlimited (fair use)"
    response_time: "2 hours"
    includes:
      - "[Everything in Scale]"
      - "Dedicated team member"
      - "24/7 emergency support"
      - "Executive sponsor access"
    overage_rate: "N/A"

---

Phase 4: Client Onboarding System

Onboarding Checklist (First 48 Hours)

onboarding:
  day_0_signed:
    - [ ] Contract signed and countersigned
    - [ ] First payment received
    - [ ] Welcome email sent (see template below)
    - [ ] Client folder created in project management
    - [ ] Internal kickoff scheduled
    - [ ] Client added to communication channel
    
  day_1:
    - [ ] Access credentials collected (see access request template)
    - [ ] Onboarding questionnaire sent
    - [ ] Project timeline shared
    - [ ] Team introductions made
    - [ ] First milestone confirmed
    
  day_2:
    - [ ] Kickoff call completed
    - [ ] Meeting notes distributed
    - [ ] First deliverable timeline confirmed
    - [ ] Weekly check-in cadence set
    - [ ] Client expectations document signed

Welcome Email Template

Subject: Welcome to [Agency Name] — here's what happens next

Hi [Name],

We're excited to get started on [project name]. Here's your roadmap for the next 48 hours:

TODAY:
✅ Contract signed — check
✅ You'll receive an onboarding questionnaire (10 min to complete)
✅ We'll send access requests for [systems we need]

TOMORROW:
📋 We review your questionnaire answers
📞 Kickoff call at [time] — here's the agenda: [link]

THIS WEEK:
🚀 First milestone: [deliverable] by [date]
📊 Weekly update every [day] at [time]

YOUR TEAM:
- [Name] — Project Lead (your main point of contact)
- [Name] — [Role]
- For urgent issues: [emergency contact method]

Questions before kickoff? Reply to this email or message us on [Slack/channel].

Let's build something great.

[Your name]

Client Expectations Document

Get this signed at onboarding to prevent 90% of problems:

WORKING AGREEMENT

Communication:
- Primary channel: [Slack/email/tool]
- Response time: We respond within [X hours] on business days
- Urgent issues: [Phone/emergency process]
- Weekly updates: Every [day] by [time]

Feedback & Approvals:
- We'll send work for review with clear deadlines
- Feedback is due within [48 hours] of submission
- Delayed feedback = delayed timeline (no penalty to us)
- "Approved" means approved — revisions after approval are billed separately

Scope:
- This project covers: [specific deliverables from contract]
- Changes to scope require a written change order
- We'll flag scope creep early — no surprise invoices

Meetings:
- Weekly check-in: [30 min, day/time]
- We'll send agendas 24h before, notes within 24h after
- Cancel with 24h notice or it counts as held

---

Phase 5: Project Delivery System

Project Tracking Template

project:
  name: ""
  client: ""
  status: "active|on-hold|at-risk|complete"
  
  health:
    schedule: "green|yellow|red"
    budget: "green|yellow|red"
    scope: "green|yellow|red"
    client_satisfaction: "green|yellow|red"
    overall: "green|yellow|red"
  
  financials:
    contract_value: 0
    collected: 0
    outstanding: 0
    hours_budgeted: 0
    hours_used: 0
    burn_rate_percent: 0  # hours_used / hours_budgeted × 100
    margin_actual: 0
    
  milestones:
    - name: ""
      due: "YYYY-MM-DD"
      status: "pending|in-progress|review|complete|late"
      deliverables: []
      
  risks:
    - description: ""
      probability: "low|medium|high"
      impact: "low|medium|high"
      mitigation: ""
      
  next_actions:
    - task: ""
      owner: ""
      due: "YYYY-MM-DD"

Weekly Client Update Template

Send every week, same day, same time:

Subject: [Project Name] — Weekly Update #[N]

📊 STATUS: [GREEN/YELLOW/RED]

COMPLETED THIS WEEK:
✅ [Deliverable/milestone 1]
✅ [Deliverable/milestone 2]

IN PROGRESS:
🔄 [Task 1] — [% complete, expected done date]
🔄 [Task 2] — [% complete, expected done date]

NEXT WEEK:
📋 [Planned deliverable 1]
📋 [Planned deliverable 2]

⚠️ NEEDS YOUR INPUT:
- [Decision/approval/access needed] — please respond by [date]

TIMELINE: [On track / X days ahead / X days behind]
BUDGET: [X% used of total hours]

Scope Creep Management

When a client requests something outside scope:

Step 1: Acknowledge — "Great idea — let me look at what that involves."

Step 2: Classify:

• Tiny (<2 hours, improves deliverable) → Do it, note it as goodwill
• Small (2-8 hours) → "Happy to add this. It's about [X hours] additional work, so roughly $[amount]. Want me to write up a quick change order?"
• Large (8+ hours) → "This is actually a separate project. Let me scope it properly and send you an estimate."

Step 3: Document — Every change request logged:

change_request:
  date: ""
  requested_by: ""
  description: ""
  classification: "goodwill|change_order|new_project"
  estimated_hours: 0
  estimated_cost: 0
  status: "pending|approved|declined"
  impact_on_timeline: ""

Quality Control Checklist

Before ANY deliverable goes to client:

• Meets brief requirements (check against original scope)
• Reviewed by someone other than the creator
• Tested/proofread (no broken links, typos, errors)
• Formatted professionally (consistent branding)
• Includes context ("Here's the [deliverable]. Key decisions we made: [X, Y, Z]")
• Clear next steps stated
• Sent with enough time for client to review before deadline

---

Phase 6: Team & Operations

Hiring Decision Framework

When to hire vs. contract:

Factor	Hire Full-Time	Contract/Freelance
Need frequency	Ongoing, daily	Project-based, sporadic
Skill specificity	Core to your service	Specialized/niche
Client interaction	Client-facing	Behind the scenes
Cost at current volume	Cheaper than contracting	Cheaper than hiring
Ramp-up time	Worth the investment	Need them productive Day 1

Team Utilization Tracking

team_member:
  name: ""
  role: ""
  cost_per_hour: 0  # Your cost (salary ÷ working hours)
  billable_target: "70%"  # % of time on client work
  
  this_week:
    total_hours: 40
    billable_hours: 0
    internal_hours: 0  # Sales, admin, training
    utilization: "0%"
    
  this_month:
    billable_hours: 0
    revenue_generated: 0
    effective_rate: 0  # revenue ÷ billable hours

Utilization targets:

• Below 60% = underutilized (need more clients or reduce headcount)
• 60-75% = healthy (room for training, sales, admin)
• 75-85% = optimal (high output, sustainable)
• Above 85% = burnout risk (hire or stop taking new work)

Delegation Framework

As agency grows, delegate in this order:

1. Execution (first hire) — Someone to do the work you've been doing
2. Project Management — Someone to manage timelines and client comms
3. Sales — Someone to handle inbound and proposals
4. Operations — Someone to handle invoicing, onboarding, admin
5. Strategy — Only delegate last (this is your competitive advantage)

Standard Operating Procedures (SOP) Template

Create one SOP per repeated process:

sop:
  name: ""
  owner: ""
  last_updated: ""
  frequency: ""  # How often this runs
  
  purpose: ""  # Why this exists
  
  trigger: ""  # What kicks this off
  
  steps:
    - step: 1
      action: ""
      tool: ""  # What software/tool
      time: ""  # Expected duration
      output: ""  # What this step produces
      notes: ""
      
  quality_check: ""  # How to verify it's done right
  
  common_mistakes:
    - mistake: ""
      prevention: ""

---

Phase 7: Financial Management

Monthly P&L Dashboard

Track monthly, review weekly:

monthly_financials:
  month: "YYYY-MM"
  
  revenue:
    project_revenue: 0
    retainer_revenue: 0
    other_revenue: 0
    total_revenue: 0
    
  cost_of_delivery:
    team_costs: 0  # Salaries/contractor payments for delivery
    software_tools: 0
    direct_expenses: 0  # Client-specific costs
    total_cod: 0
    
  gross_margin: 0  # revenue - cost_of_delivery
  gross_margin_percent: 0  # Should be > 50%
  
  operating_expenses:
    sales_marketing: 0
    admin_overhead: 0
    office_insurance: 0
    total_opex: 0
    
  net_profit: 0  # gross_margin - opex
  net_margin_percent: 0  # Target: 15-25%
  
  cash:
    opening_balance: 0
    cash_in: 0  # Actually received
    cash_out: 0  # Actually paid
    closing_balance: 0
    runway_months: 0  # closing ÷ monthly burn
    
  ar_aging:
    current: 0  # Not yet due
    days_30: 0
    days_60: 0
    days_90_plus: 0  # Chase these aggressively

Cash Flow Rules

1. 3-month cash reserve minimum — always
2. Invoice immediately upon milestone completion — never wait
3. Net 14 terms for small clients, Net 30 for enterprise
4. Chase at Day 7 past due (friendly), Day 14 (firm), Day 21 (final notice)
5. Stop work at 30 days overdue — no exceptions
6. Retainer clients pay in advance — not arrears

Late Payment Sequence

Day 1 past due — Automated reminder:
"Hi [Name], friendly reminder that invoice #[X] for $[amount] was due on [date]. 
Payment link: [link]. Let me know if you have any questions."

Day 7 — Personal follow-up:
"Hi [Name], following up on invoice #[X]. Is everything okay? 
Happy to jump on a quick call if there's an issue with the invoice."

Day 14 — Firm notice:
"Hi [Name], invoice #[X] is now 14 days overdue. Per our agreement, 
work will pause on [date] if payment isn't received. 
Please process this at your earliest convenience."

Day 21 — Final notice:
"Hi [Name], this is a final notice for invoice #[X] ($[amount], 21 days overdue). 
Work on [project] will pause effective [date + 3 days] until payment is received. 
If there's a cash flow issue, let's discuss a payment plan."

Day 30 — Work stops. Send formal letter. Consider collections for large amounts.

---

Phase 8: Client Retention & Growth

Client Health Score (0-100)

Monitor monthly for each client:

Dimension	Weight	Indicators	Score
Engagement	25%	Response time, meeting attendance, feedback quality	/25
Satisfaction	25%	Explicit feedback, NPS, complaint frequency	/25
Financial	20%	Pays on time, budget discussions, upsell receptivity	/20
Results	20%	KPIs trending up, milestones hit, ROI demonstrated	/20
Relationship	10%	Champion strength, stakeholder breadth, referral likelihood	/10

80+ = Healthy — maintain and grow 60-79 = Watch — proactive check-in needed Below 60 = At risk — intervention required

Expansion Revenue Playbook

Signals a client is ready to buy more:

• Asking about services you haven't pitched
• Referring you to colleagues
• Saying "Can you also...?"
• Achieving ROI on current engagement
• New initiative/budget cycle starting
• Key stakeholder promoted (bigger budget)

Upsell conversation opener: "We've delivered [result] on [project]. Based on what I'm seeing, there's an opportunity to [specific next outcome]. Want me to put together a quick proposal?"

Quarterly Business Review (QBR) Template

For retainer clients, do this every 90 days:

1. RESULTS RECAP (10 min)
   - KPIs: where we started vs. where we are
   - Key wins this quarter
   - ROI calculation

2. WHAT WORKED / WHAT DIDN'T (10 min)
   - Honest assessment of delivery
   - Process improvements made
   - Client feedback addressed

3. MARKET/INDUSTRY CONTEXT (5 min)
   - Relevant trends affecting their business
   - What competitors are doing
   - New opportunities you've spotted

4. NEXT QUARTER PLAN (10 min)
   - Recommended priorities
   - New ideas/initiatives to explore
   - Resource/budget implications

5. RELATIONSHIP CHECK (5 min)
   - "How's our communication working?"
   - "Anything we should do differently?"
   - "Anyone else on your team we should loop in?"

Client Offboarding (When They Leave)

Handle gracefully — they might come back or refer others:

offboarding:
  - [ ] Exit interview (what went well, what didn't)
  - [ ] Final deliverables transferred
  - [ ] All access/credentials returned
  - [ ] Final invoice sent and collected
  - [ ] Knowledge transfer document provided
  - [ ] Testimonial requested (if relationship was positive)
  - [ ] Added to alumni newsletter/updates list
  - [ ] CRM status updated with reason for churn
  - [ ] Internal retrospective completed
  - [ ] Set 90-day re-engagement reminder

---

Phase 9: Agency Growth Strategy

Revenue Concentration Risk

Rule: No single client > 30% of revenue.

If one client dominates:

• Actively prospect new clients to dilute
• Don't hire specifically for that client
• Build savings buffer equal to their monthly revenue
• Diversify contact points (don't rely on one champion)

Growth Levers (In Priority Order)

1. Raise prices — 10% increase = ~25% profit increase. Do this annually.
2. Increase scope with existing clients — cheapest growth. Upsell, cross-sell.
3. Get referrals — ask happy clients. "Who else do you know dealing with [problem]?"
4. Improve close rate — better proposals, faster follow-up, case studies.
5. Generate more leads — content, partnerships, paid ads (most expensive, do last).

Productized Service Ladder

The path from custom services to scalable revenue:

Stage 1: Custom Projects (high margin, low scale)
↓ Identify repeated patterns
Stage 2: Templated Delivery (faster, more consistent)
↓ Package into fixed-scope offers
Stage 3: Productized Service (fixed price, predictable delivery)
↓ Build self-serve tools
Stage 4: Product + Service Hybrid (highest scale)

Agency Metrics Dashboard

Track weekly:

agency_dashboard:
  week_of: "YYYY-MM-DD"
  
  pipeline:
    new_leads: 0
    proposals_sent: 0
    proposals_won: 0
    win_rate: "0%"
    average_deal_size: 0
    pipeline_value: 0
    
  delivery:
    active_projects: 0
    projects_on_track: 0
    projects_at_risk: 0
    milestones_hit: 0
    milestones_missed: 0
    client_nps: 0
    
  financial:
    mrr: 0  # Monthly recurring revenue
    project_revenue: 0
    total_revenue: 0
    ar_outstanding: 0
    cash_position: 0
    
  team:
    avg_utilization: "0%"
    team_size: 0
    open_positions: 0
    attrition_ytd: 0
    
  growth:
    revenue_vs_last_month: "+0%"
    revenue_vs_last_year: "+0%"
    client_count: 0
    net_revenue_retention: "0%"  # Target: >110%

---

Phase 10: Edge Cases & Advanced

Difficult Client Playbooks

The Scope Creeper:

• Set hard boundaries in writing at kickoff
• Every request gets classified (see Phase 5)
• Track cumulative "free" work — present data quarterly
• If chronic: "We've absorbed $X in extra scope. Going forward, all additions go through change orders."

The Ghost:

• Missing reviews block YOUR team — lost productivity
• After 48h silence: "Just checking in — we need your feedback on [X] to stay on schedule."
• After 72h: "Heads up — without feedback by [date], the milestone will shift by [days]."
• Build into contract: "Client delays extend timeline 1:1"

The Everything-Is-Urgent:

• Define urgent vs. important at onboarding
• "We can prioritize this, but it means [other thing] moves to next week. Which matters more?"
• If chronic: introduce an "expedite fee" (25-50% premium for rush work)

The Micromanager:

• Over-communicate proactively — they micromanage because they're anxious
• Daily updates instead of weekly
• Share your process: "Here's exactly how we'll approach this and when you'll see progress"
• Give them a "status dashboard" they can check anytime

Multi-Project Capacity Planning

capacity:
  total_team_hours_weekly: 0
  billable_target_hours: 0  # total × 0.75
  currently_committed: 0
  available_hours: 0
  
  projects:
    - name: ""
      hours_per_week: 0
      weeks_remaining: 0
      team_members: []
      
  can_take_new_work: true/false  # available > 20 hours
  next_availability: "YYYY-MM-DD"

Subcontractor Management

When outsourcing parts of delivery:

• Never let the client communicate directly with subs — you're the brand
• Mark up subcontractor rates 30-50% — you provide the client, the brief, and the QC
• Pay subs within 7 days of their invoice — builds loyalty
• NDA + non-compete — prevent them poaching your clients
• Quality check everything before it touches the client

Remote/Async Operations

• Default to async — meetings are expensive (multiple people × time × context switch)
• Document everything — if it's not written, it didn't happen
• Time zone rules: overlap minimum 3 hours with client; respond during THEIR business hours
• Weekly sync is sacred — this is the one meeting that cannot be async
• SOPs for everything — the person doing the work shouldn't need to ask how

---

Natural Language Commands

Say	Agent Does
"New lead from [company]"	Create lead qualification with BANT-S scoring
"Write proposal for [project]"	Generate proposal using framework
"Price this: [scope description]"	Run pricing calculator with 3-tier output
"Onboard [client name]"	Generate onboarding checklist and welcome email
"Weekly update for [client]"	Generate status update from project data
"Client health check"	Score all active clients on health dimensions
"Capacity check"	Show team utilization and available hours
"Chase overdue invoices"	Generate appropriate follow-up for each aging bucket
"QBR for [client]"	Generate quarterly review deck
"Agency dashboard"	Compile weekly metrics from all sources
"Scope creep alert"	List all unpriced change requests across projects
"Growth plan"	Analyze current metrics and recommend next growth lever