# 7-Department Workflow Template
## Agent Lab Operations Framework

Use this template to organize your business operations across seven core departments. Each section maps to specific workflows, responsibilities, and key metrics.

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## 1. SALES DEPARTMENT

**Purpose:** Lead capture, qualification, CRM management, pipeline tracking

### Key Workflows:
- Lead source tracking (cold outreach, referrals, content, events)
- Qualification criteria (ideal customer profile, budget, timeline)
- Proposal generation and pricing
- Sales follow-up sequences
- Pipeline stage definitions

### Tools to Consider:
- HubSpot, Pipedrive, Notion
- Gmail automation
- Calendar/scheduling (Calendly)

### KPIs to Track:
- Leads generated (by source)
- Conversion rate (lead → qualified → customer)
- Sales cycle length
- Average deal size
- Pipeline value

### Template Checklist:
- [ ] Define your ideal customer profile
- [ ] Create 3-5 lead sources
- [ ] Build qualification rubric (BANT or similar)
- [ ] Document proposal template
- [ ] Set up CRM with stages
- [ ] Create follow-up sequence

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## 2. MARKETING DEPARTMENT

**Purpose:** Content planning, audience building, engagement, brand positioning

### Key Workflows:
- Content calendar planning
- Brief creation and content production
- Social publishing and timing
- Lead capture setup
- Community engagement
- Event planning

### Tools to Consider:
- Founder Signal System (content planning & distribution)
- LinkedIn, Instagram for publishing
- Email (Gmail, Mailchimp)
- Analytics (Google Analytics, Databox)

### KPIs to Track:
- Content published (frequency)
- Engagement rate (likes, comments, shares)
- Click-through rate to website
- Lead generation from content
- Email list growth

### Template Checklist:
- [ ] Define content pillars (3-5 topics)
- [ ] Set publishing cadence
- [ ] Create content calendar template
- [ ] Build brief template for AI-assisted writing
- [ ] Set up social publishing workflow
- [ ] Document engagement guidelines

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## 3. FINANCE DEPARTMENT

**Purpose:** Pricing, invoicing, expense tracking, financial visibility

### Key Workflows:
- Service pricing strategy
- Invoice generation and tracking
- Expense categorization
- Receivables management
- Financial dashboarding
- Cash flow forecasting

### Tools to Consider:
- Stripe (payments)
- Wave, QuickBooks (accounting)
- Google Sheets (financial tracking)
- Notion (finance dashboard)

### KPIs to Track:
- Monthly recurring revenue (MRR)
- Customer acquisition cost (CAC)
- Lifetime value (LTV)
- Invoice-to-payment time
- Expense ratio by category
- Cash runway

### Template Checklist:
- [ ] Define pricing tiers
- [ ] Create invoice template
- [ ] Set up expense categories
- [ ] Build financial dashboard
- [ ] Document payment terms
- [ ] Create receivables aging report

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## 4. OPERATIONS DEPARTMENT

**Purpose:** Standard operating procedures, tool management, file structure, security basics

### Key Workflows:
- Standard operating procedure documentation
- File and folder organization
- Calendar management and team rhythm
- Tool access and onboarding
- Security and password management
- Vendor management

### Tools to Consider:
- Notion (SOPs and wikis)
- Google Drive (file storage)
- 1Password (password management)
- Zapier (task automation)

### KPIs to Track:
- SOP completion percentage
- Tool consolidation (fewer tools = less sprawl)
- Onboarding time for new processes
- Number of documented procedures
- Security incident reports

### Template Checklist:
- [ ] Document 5 core SOPs
- [ ] Create folder structure
- [ ] Set up tool inventory
- [ ] Define calendar rhythm (weekly, monthly, quarterly)
- [ ] Build team handbook
- [ ] Create onboarding checklist

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## 5. FULFILLMENT DEPARTMENT

**Purpose:** Client delivery, project management, success tracking, feedback loops

### Key Workflows:
- Project kickoff and scoping
- Deliverable creation and QA
- Client check-ins and updates
- Feedback collection
- Success metrics definition
- Project closeout

### Tools to Consider:
- Asana, Monday.com (project management)
- Notion (project templates)
- Loom (video walkthroughs)
- Calendly (scheduling)

### KPIs to Track:
- On-time delivery rate
- Client satisfaction score
- Project profitability
- Rework rate
- Time-to-first-deliverable

### Template Checklist:
- [ ] Create project kickoff template
- [ ] Build project plan template
- [ ] Define success metrics
- [ ] Create client update template
- [ ] Document QA checklist
- [ ] Build feedback form

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## 6. AFTERCARE DEPARTMENT

**Purpose:** Customer retention, subscriptions, retainers, renewal workflows

### Key Workflows:
- Subscription management
- Retainer scope and renewals
- Customer health tracking
- Churn prevention
- Upsell and cross-sell opportunities
- Loyalty programs

### Tools to Consider:
- Stripe (subscriptions)
- HubSpot (customer lifecycle)
- Email automation (Gmail)
- Calendly (renewal meetings)

### KPIs to Track:
- Churn rate
- Renewal rate
- Retainer utilization
- Customer lifetime value
- NPS (Net Promoter Score)
- Upsell conversion

### Template Checklist:
- [ ] Define renewal workflow
- [ ] Create customer health dashboard
- [ ] Build retention messaging sequence
- [ ] Set up churn alerts
- [ ] Document upsell process
- [ ] Create loyalty or referral program

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## 7. CULTURE DEPARTMENT

**Purpose:** Founder operating standards, documentation habits, team rhythm, training

### Key Workflows:
- Founder accountability system
- Team communication standards
- Decision-making processes
- Training and skill development
- Planning cadence (weekly, quarterly, annual)
- Feedback and retrospectives

### Tools to Consider:
- Notion (team handbook)
- Google Calendar (planning rhythm)
- Slack (communication)
- Loom (training videos)

### KPIs to Track:
- Team engagement score
- Training hours per person
- Meeting efficiency rating
- Documentation completeness
- Decision-making speed
- Team retention

### Template Checklist:
- [ ] Document founder values
- [ ] Create weekly planning template
- [ ] Build monthly retrospective template
- [ ] Define communication norms
- [ ] Create decision-making framework
- [ ] Set up team feedback loop

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## HOW TO USE THIS TEMPLATE

1. **Start with your current state:** Map your existing workflows into these 7 departments
2. **Identify friction:** Note where manual work, handoffs, or decisions slow you down
3. **Prioritize:** Pick 1-2 departments to optimize first
4. **Automate:** Identify tasks that AI or tools can handle without losing human judgment
5. **Document:** Write SOPs as you build, so new team members can learn
6. **Review:** Quarterly review to update workflows and catch new friction

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## COMMON INTEGRATION PATTERNS

- **Sales → Marketing:** Content informs lead qualification
- **Sales → Finance:** Proposal pricing, invoice generation
- **Marketing → Fulfillment:** Qualified leads → project kickoff
- **Fulfillment → AfterCare:** Project completion → renewal workflow
- **All → Operations:** Tool consolidation, calendar rhythm
- **All → Culture:** Documentation, decision-making, feedback

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**Built for founders testing in public. No perfect system—just practical operations that scale with you.**