Internal Launch Industries documentation. Do not share outside the team.
Launch Playbook
3. Operational Execution

Operational Execution and Workflow Management

3.1 Task Management (ClickUp Standard)

ClickUp is our single source of truth for Project Management.

  • Space: "Clients"
  • Folder: Client Name
  • List: Project Name
  • Task: Deliverable
  • What to fill out: Always try to add an assignee, Start Date, Due Date, and a Priority.

When you identify a repeatable process, turn it into a ClickUp Template or Doc.

3.2 The "Shadow Project" Protocol (External Tools)

If a client requires you to work inside their tool (Asana, Todoist, Jira, etc.):

  1. Primary Execution: Work in the Client's tool for best client access and visibility.
  2. Shadow Project: Create a project List in Launch's ClickUp.
  3. Launch-Only Tasks: Track internal tasks in our system (e.g., "Create Invoice," "Internal Debrief").
  4. Milestone Tracking: Mirror major milestones in the Shadow Project so the Launch team can see overall workloads.

3.3 Government Contracting (GovCon) Projects

For public sector clients, workflows differ. Scope is rigid. Do not deviate from the SOW without a formal modification. Discuss deadlines and deliverables with the Company Owner before starting. Examples of public sector clients include City of Seattle, City of Sacramento, Department of Commerce, WA Attorney General’s Office, etc.

3.4 Financial Management & Time Tracking (Harvest)

  • Self-Managed Tracking: Every team member is responsible for tracking their own hours in Harvest. A Team Lead, CSM, or PM does not generally track time for others unless corrections are needed for a non-responsive member.

    • Direct Participant work is always billable; however, on GovCon TA work, check with the Launch Contract Manager to determine when project-related work is billable or not billable (for example, program management time, research, operational strategy, meeting attendance, etc.)

  • Real-Time Entry: Log time daily with short descriptions.

  • Zoom Automation: On Launch Zoom accounts, Fathom integrates with Harvest to auto-generate descriptions. Review these for accuracy and project assignment. Note that not all Project Managers or Consultants have seats on Launch’s Zoom account.
  • Timecard Hard Deadline: Timecards must be submitted by Monday at 10:00 AM.
  • Client Visibility: Clients may see hours via a Google Sheet API connection created during onboarding. Real-time accuracy is essential. This is a live example (opens in a new tab) of an hours tracking sheet that we have provided to a client so they can see their hours.
2. Client Onboarding & Initiation4. Scope, Risk & Financial Hygiene