Project Intake System & Workflow Design
Updated: 3 days ago
A recurring communication gap existed between the business development team, responsible for securing new projects, and the project consultant team, responsible for executing them.
During client meetings and on-site consultations, additional requirements and opportunities could emerge that weren't consistently captured or transferred to the execution team. This created gaps in project scope, increased back-and-forth communication, and made it more difficult to develop comprehensive initial proposals.
Beyond the operational inefficiencies, incomplete information presented a commercial risk. Requirements that went undocumented could become missed revenue opportunities, while clients might need to engage additional vendors to fulfill needs that could have been addressed within the original project.
The challenge was to establish a standardized handoff process that captured the full extent of client requirements while giving the execution team the information needed to move projects forward with greater clarity and fewer delays.
The solution focused on designing a structured project intake system that connects client discovery with project execution.
Rather than relying on meeting notes, memory, or informal communication between teams, a standardized intake form was developed in Microsoft Forms to guide information gathering during client meetings and site visits.
The form was designed around two priorities: capturing the critical information required to initiate a project and documenting additional client needs that could expand the scope of work.
Usability was central to the approach. The form was optimized for completion on mobile phones and tablets, allowing information to be recorded directly during client interactions. Critical fields were marked as required to reduce the risk of missing essential details, while secondary questions remained optional when answers were not yet available.
This balance created a structured process without making the intake experience unnecessarily restrictive. Outstanding details could be explored through subsequent email communication while the project consultant team began progressing the confirmed scope.
The intake system was implemented through Microsoft Forms, with completed submissions saved to the corresponding project in Asana. This established a shared reference point where project information could be accessed by everyone involved in delivery.
The workflow was designed around three key stages:
Client Discovery & Information Capture
The business development team used the form during on-site consultations and client meetings to document project requirements as they emerged. Required fields reinforced the capture of essential information, while optional fields allowed conversations to remain flexible when certain details required further exploration.
Centralized Project Handoff
Completed forms were saved within the relevant Asana project, connecting the information gathered during client discovery to the project environment used by the execution team. This reduced dependence on fragmented communication and gave project consultants a consistent reference for the agreed scope and outstanding requirements.
Parallel Progress & Follow-Up
With the initial requirements documented and accessible, project consultants could begin working on defined aspects of the project without waiting for every secondary detail to be resolved. Remaining questions could be addressed through follow-up communication, allowing information gathering and project preparation to progress in parallel.
Together, these steps transformed project intake from an informal handoff into a repeatable operational workflow.
The new intake process created greater continuity between business development and project execution, improving the quality of information transferred between teams and reducing avoidable administrative friction.
By capturing more of the client's requirements at the outset, the system supported stronger initial proposals, reduced the likelihood of overlooked scope, and gave the execution team a clearer foundation for project planning.
Key benefits included:
More complete scope capture, reducing the risk of missed client requirements and associated revenue opportunities.
Stronger initial proposals, informed by a more comprehensive understanding of the client's needs.
Reduced communication overhead, with fewer follow-up questions and less back-and-forth between teams.
Improved project readiness, allowing execution planning to begin while secondary details were still being clarified.
Greater information visibility, through a consistent project record accessible in Asana.
A more considered client experience, helping clients feel heard while reducing the likelihood of overlooked requirements or additional vendor handoffs.
The project demonstrated how a relatively lightweight digital tool can create meaningful operational value when designed around the relationships between information, people, and process.
By turning client conversations into structured, accessible project information, the intake system helped bridge the gap between winning the work and delivering it, supporting stronger scope definition, more efficient execution, and fewer missed opportunities.
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