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Phased Rollout Plan: From Scrappy Startup to Systemized Business

This plan outlines a strategic, iterative implementation of the 8 Core System Pillars, ensuring critical functionalities are in place for launch, followed by stabilization, documentation, and ultimately, scalable optimization.

Foundational Systems & Blocking Dependencies​

The most critical and foundational systems, providing the core environment and content, are:

  • System 6: Administration Systems (IT Infrastructure, Access Control, IKM Governance): Essential for providing the basic tools (M365, HubSpot), user access, and foundational information management that all other systems build upon.
  • System 1: Management & Leadership Systems (Strategic Planning, OKRs, Operating Rhythms): Crucial for defining direction, setting priorities, and ensuring the project itself is managed effectively.
  • System 5: The Content Engine (Core AKU Structure, Basic Production Pipeline): Without a system to generate and manage knowledge (courses, KB articles), the core product/service cannot exist.

These three systems must have their MVP components established first as they are critical blocking dependencies for most other systems.

Phase 1: Minimum Viable Operations (Launch-Ready)​

Goal: Establish the absolute essentials to launch the business, generate initial revenue, and deliver core services/products. Focus on getting the revenue engine running and essential support in place.

Priority Order & Key Activities:

  1. System 6: Administration Systems (MVP)
    • Goal: Basic M365 and HubSpot setup, core user accounts, foundational SharePoint structure, initial IKM governance draft (naming, storage).
    • Blocking for: All other systems (tools, access).
  2. System 1: Management & Leadership Systems (MVP)
    • Goal: Define annual goals, 1-2 critical quarterly OKRs for launch, establish basic weekly stand-ups and monthly business reviews.
    • Blocking for: Strategic direction and prioritization of all other system builds.
  3. System 5: The Content Engine (MVP - Core AKU Structure & Internal KB Pipeline)
    • Goal: Establish the modular "Atomic Knowledge Unit" (AKU) structure in Loop. Modularize the most critical legacy PPTs into AKUs. Publish these first AKUs into the HubSpot Service Hub Internal KB.
    • Blocking for: System 9 (support agents need the KB), System 4 (initial courses), System 2/3 (product knowledge).
  4. System 9: Support Operations (MVP)
    • Goal: Basic HubSpot ticketing setup. Agents use the newly established Internal KB (from System 5) for resolution. Manual agent assignment.
    • Depends on: System 6 (HubSpot access), System 5 (the KB content).
  5. System 3: Sales Systems (MVP)
    • Goal: Basic HubSpot CRM pipeline. Manual lead assignment and follow-up. Simple pricing. Ad-hoc proposals. Focus on converting initial leads for courses and services.
    • Depends on: System 6 (HubSpot access), System 1 (pricing guidance), System 5 (product knowledge).
  6. System 2: Marketing Systems (MVP)
    • Goal: Basic HubSpot Marketing Hub setup. 1-2 core lead magnet offers from Content Engine AKUs. Essential website (HubSpot CMS) with services and course catalog. Basic lead capture.
    • Depends on: System 6 (HubSpot access, website domain), System 5 (content for lead magnets/catalog), System 3 (CRM integration).
  7. System 7: Accounting & Cash Flow Systems (MVP)
    • Goal: Manual invoicing (Word/Excel). Basic expense tracking. Monthly bank reconciliation. Stripe for online payments.
    • Depends on: System 3 (sales data), System 4 (fulfillment data).
  8. System 4: Fulfillment & Production Systems (MVP - Tech Support & Initial Course Enrollment)
    • Goal: Basic project management (Planner) for tech support services. Manual course enrollment via HubSpot. Ad-hoc QA. Client communication via HubSpot/email.
    • Depends on: System 3 (closed deals), System 5 (course content).
  9. System 8: People Management Systems (MVP)
    • Goal: Basic hiring process. Onboarding checklists. Employee Handbook (Loop). Informal training.
    • Depends on: System 6 (IT for new hires), System 7 (payroll info), System 1 (role definitions), System 5 (training content).

Phase 1 Deliverables: A functioning business capable of generating leads, selling courses and services, delivering them, and providing basic support.

Phase 2: Stabilization & Documentation​

Goal: Refine established MVP processes, build out comprehensive documentation, improve efficiency, and deepen the integration between systems. Focus on reducing manual effort and improving internal consistency.

Key Activities:

  • System 1 & 6 (Deepen): Formalize OKR framework, expand IKM governance with detailed policies, implement basic security measures, full user onboarding/offboarding workflows.
  • System 5 (Expand & Refine): Modularize all legacy content. Develop full Content Conversion Pipelines for both Online Courses (VOD scripting) and In-Person Presentations (slide decks). Implement version control SOPs.
  • System 9 (Optimize): Formalize all support SOPs. Establish clear escalation paths. Implement HubSpot's full SLA monitoring. Develop agent feedback loop for KB improvement.
  • System 3 (Automate): Implement advanced HubSpot automation for lead routing, task creation, quotes, and e-signatures. Formalize sales playbooks and scripts.
  • System 2 (Expand & Measure): Launch structured content marketing campaigns. Implement advanced lead nurturing. Deepen analytics to optimize campaigns.
  • System 7 (Implement Core Accounting): Implement dedicated accounting software (QuickBooks/Xero). Automate invoicing. Streamline expense tracking.
  • System 4 (Standardize): Implement full project management in Planner for all service projects. Standardize course delivery and initial LMS integration planning. Implement basic QA checklists.
  • System 8 (Structure): Implement structured job descriptions. Develop clear training paths using the Content Engine. Formalize performance review templates and cadence.

Phase 2 Deliverables: A stable, well-documented business with efficient core operations, ready for controlled growth.

Phase 3: Scaling & Optimization​

Goal: Maximize efficiency, leverage advanced integrations and automation, explore new market opportunities, and continuously innovate to support aggressive growth targets.

Key Activities:

  • System 1 (Advanced Analytics): Integrate data from all systems into management dashboards for real-time strategic insights. Implement advanced decision-making frameworks.
  • System 6 (Advanced IT & Security): Implement advanced M365 security features (DLP, conditional access). Explore full HRIS integration. Implement comprehensive data retention/archiving.
  • System 5 (AI/Automation & External): Explore AI-driven content generation assistance. Automate content assembly. Integrate with external LMS for full self-paced course delivery. Develop external website content pipeline.
  • System 9 (Client Self-Service & AI): Implement public-facing client self-service portal (from Content Engine). Integrate AI/chatbots for initial support triage.
  • System 3 (Upsell/Cross-sell Automation): Implement sophisticated upsell/cross-sell automation within HubSpot.
  • System 2 (Diversify Channels): Expand into new marketing channels (e.g., webinars, partnerships). Implement advanced personalization.
  • System 7 (Financial Planning & Integration): Integrate accounting software with HubSpot. Implement advanced financial forecasting and budgeting.
  • System 4 (LMS & Resource Planning): Full LMS implementation. Implement resource capacity planning.
  • System 8 (Talent Management): Implement Applicant Tracking System (ATS). Develop leadership training programs. Succession planning.

Phase 3 Deliverables: A highly optimized, scalable, and resilient business capable of sustained growth and market leadership.