--- title: "Workflow organisation method: steps and deliverables" description: "Dealmood & Solutions' method for your Workflow organisation projects: kickoff, taking over existing work, steps, timelines, deliverables and approvals." url: https://dealmood-solutions.com/en/services/workflow-organisation/method lang: en alternates: fr: https://dealmood-solutions.com/services/organisation-flux-de-travail/methode de: https://dealmood-solutions.com/de/leistungen/organisation-arbeitsablaeufe/methode it: https://dealmood-solutions.com/it/servizi/organizzazione-flussi-di-lavoro/metodo --- How we work # How we run your Workflow organisation project From the first conversation to delivery, every decision is explained, every step produces a verifiable result and nothing moves forward without your approval. [Choose your starting point](https://dealmood-solutions.com/en/services/workflow-organisation/method#points-de-depart) · [Back to the service](https://dealmood-solutions.com/en/services/workflow-organisation) Where you stand ## We don't restart every project from scratch. We tailor the first days of the engagement to your reality: a brand-new idea, an existing solution or a problem that needs solving fast. Growing team · 01 ### Informal organisation is no longer enough What worked with five no longer works with fifteen: we set up a simple organisation before chaos sets in. How we get started - Interviews with each role - Map of exchanges, tasks and documents - Reasoned tool recommendation Too many tools · 02 ### Your tools overlap and nobody finds anything We simplify: one tool per purpose, clear rules and migration of useful content. - Inventory of tools, costs and overlaps - Choice of the tool to keep for each purpose - Plan to migrate and cancel subscriptions Remote work · 03 ### Your teams work remotely We set up an asynchronous organisation: work moves forward without waiting for meetings, whatever the time zone. - Written communication rules - Short routines and shared tracking boards - Remote onboarding The full process ## A clear path forward, with no gray areas. At every step, you know what was done, what was delivered and what decision is needed to move on. 1. 01 · 3 to 7 days **Assessment** We observe how information, tasks and decisions really flow in your company. What we do - Interviews and team survey - Review of tools and subscriptions - Spotting time sinks Why this step: Changing tools without understanding how information really flows just recreates the same problems elsewhere. This assessment puts facts on lost time, duplicate tools and decisions that slip through the cracks, so you tackle what costs you most first. How we proceed, line by line 1. 1 An initial video call with management sets the goals and the teams to meet. 2. 2 We send your teams a short, anonymous questionnaire about their tools, meetings and frustrations. 3. 3 We hold video interviews with a few people from each team, including across different time zones. 4. 4 We inventory your tools and subscriptions to spot duplicates and unused licenses. 5. 5 We draw a map of exchanges, tasks and documents, showing where information gets lost. 6. 6 We rank the problems by their cost in time and present the assessment in a video debrief. Who does what An organization consultant runs the questionnaire, interviews and mapping, with a project manager who organizes the meetings. On your side, management sponsors the initiative and a few members of each team describe their day-to-day work. What you provide - The list of your tools and subscriptions, with their cost if possible. - Distribution of the questionnaire to your teams. - Thirty minutes to an hour of availability from a few people per team. What you receive Assessment and priorities Your approval You approve the problems to tackle first. 2. 02 · 1 to 2 weeks **Target organisation** We design the new organisation and choose the tools that serve it, not the other way round. What we do - Channels, spaces and naming conventions - Project templates, statuses and responsibilities - Tool comparison by size and budget Why this step: Choosing a tool before defining the organization means bending your teams to fit a piece of software. Mapping out first who communicates where, who decides what and how a project is tracked lets you choose tools that serve the way you work, one per use, with no superfluous subscriptions. How we proceed, line by line 1. 1 We propose a target organization: where to communicate, where to track tasks, where to store documents and how to record a decision. 2. 2 We define channels, spaces and naming conventions, as well as the team rituals to keep or drop. 3. 3 We create project templates, statuses and the allocation of responsibilities. 4. 4 We compare the possible tools, such as Slack or Microsoft Teams, ClickUp, Asana or Notion, based on your size, budget and habits, with no commission whatsoever. 5. 5 We write clear usage guidelines and the plan to cancel unnecessary subscriptions. 6. 6 We present everything to management by video call and adjust it before approval. Who does what The organization consultant designs the target, writes the guidelines and carries out the tool comparison, and the project manager ensures consistency. Management makes the final choices and a few team leads review the proposal. What you provide - Your budget and constraints: team size, mandatory tools, security rules. - Review of the proposal by a few team leads. - Approval of the target organization and tools by management. What you receive Target organisation and usage guide Your approval Management approves the organisation and tools. 3. 03 · 1 to 3 weeks **Setup** We configure the tools, migrate useful existing content and automate repetitive tasks. What we do - Spaces, permissions and integrations between tools - Migration of useful projects and documents - Automations with Zapier, Make or Power Automate Why this step: Empty or poorly connected tools discourage teams from day one. Delivering them configured, filled with the useful existing material and connected to each other, then testing them with a pilot team, avoids a failed launch and fixes flaws on a small scale. How we proceed, line by line 1. 1 We configure spaces, channels and access rights by team in the chosen tools. 2. 2 We enable native integrations between messaging, project management and documents. 3. 3 We migrate the projects and documents that are still useful, leaving out what is obsolete. 4. 4 We build automations with Zapier, Make or Power Automate: task creation, notifications, reminders and approval workflows. 5. 5 We test each automation on real cases and check that an error notifies the right person. 6. 6 A volunteer pilot team starts working in the new organization and sends us feedback every week. 7. 7 We adjust the configuration and guidelines based on this feedback before rolling out further. Who does what The consultant configures the tools and leads the pilot team, an automation specialist builds the integrations and the project manager tracks progress. On your side, an administrator grants access and the pilot team tests things day to day. What you provide - Admin access to the chosen tools and to the existing tools to migrate. - The list of projects and documents to carry over. - A volunteer pilot team available to give feedback. What you receive Tools ready, populated and connected Your approval A pilot team works in the new organisation. 4. 04 · 2 to 4 weeks, then ongoing **Adoption and follow-up** We train each team, adjust based on their feedback and can administer your tools over time. What we do - Short team training sessions - Adjustment review after one month - Administration and onboarding of newcomers Why this step: A new organization quickly slips back into old habits if nobody supports it. Training each team on its own cases, adjusting after a month and administering the tools over time keeps the organization on track despite departures and growth. How we proceed, line by line 1. 1 We roll out team by team, starting with those that are ready. 2. 2 We run short training sessions by video call, based on each team's real cases. 3. 3 We share the usage guidelines and simple guides, accessible within your tools. 4. 4 We track usage indicators, such as activity in spaces and updated tasks. 5. 5 An adjustment review after one month lists what is blocking, and we fix the configuration. 6. 6 If you wish, we then administer your tools, onboard new team members and review the organization at regular intervals. Who does what A trainer runs the sessions, the consultant tracks the indicators and leads the adjustment review, then a Dealmood administrator can take over for the long term. Your team leads set the example and relay feedback. What you provide - Training slots for each team. - Visible involvement from management and team leads. - Your feedback at the adjustment review after one month. - Arrivals and departures to manage, if we administer your tools. What you receive Adopted organisation and usage metrics Your approval Teams work in the tools without reminders. Our commitments ## A collaboration designed to stay under your control. 01 ### Transparency You see progress, decisions, risks and next steps without waiting for a crisis meeting. 02 ### Continuous validation Key choices are demonstrated and approved along the way rather than discovered at delivery. 03 ### Verifiable quality Every outcome is tied to concrete criteria for functionality, security, performance or adoption. 04 ### Knowledge transfer Documentation and onboarding are part of the engagement, so you never depend on us unnecessarily. First step ## Let's start by understanding your situation. Tell us about your project, even if it's still vague or already in trouble. Together, we'll find the safest place to start. [Tell us about your project](https://dealmood-solutions.com/en/contact?service=organisation-flux-de-travail)