To keep work organized and moving fast, we use a simple system:

• All new work requests must be submitted through the Client Portal → Submit New Request.
• The Task Board is the source of truth for status, priorities, due dates, and links.
• Approvals happen through the Client Portal → Approvals → Approvals Queue process (or the agreed approval method).
• Chat/email is for clarifications and coordination — not for logging new tasks.

Use the Portal pages exactly like this:

Client Portal → Submit New Request

Use for:

• any new task you want completed
• adding priorities, changes, revisions, or follow-up work
• requests that require time, tools, files, or deliverables

Task Board

Use for:

• tracking progress and status
• viewing what’s queued, in progress, blocked, or done
• confirming due dates, owners, and links

Schedule

Use for:

• client internal meeting booking page
• schedule and leave requests

Billing & Payment

Use for:

• invoices, payment confirmations, receipts
• due dates and billing coordination

Reports

Use for:

• weekly/monthly reports
• report approvals and sign-offs
• report PDFs and links

Files

Use for:

• where final outputs live
• file handoff rules, folder structure, naming conventions

SOPs

Use for:

• documented processes and “how we do things”
• templates that reduce approvals and speed up execution

Support

Use for:

• contact channels
• escalation rules
• access issue process

Primary channel: email – work@kimpaolo.co

Use for:

• clarifying details about tasks already submitted
• quick decisions (A vs B)
• coordination (“I uploaded a file” / “Please check this link”)
• light updates

Do not use the primary channel for: creating new tasks that should be tracked.

If you send a new task by chat/email, it will be redirected to the Submit New Request form or logged as “Pending Submission.”

Urgent channel: +63 906 213 2642 (WhatsApp)

Use ONLY if:

• it affects same-day meetings
• it impacts deadlines within 24 hours
• access issues fully block work
• a decision is needed to avoid a missed deadline

Urgent format (required):

Important: Urgent items still must be submitted via the Submit New Request form for tracking.

Use email for:

• approvals and sign-offs (if you prefer email approval)
• legal/contract items
• invoices and payment records
• high-stakes external communications

Recommended subject standards:

• ACTION REQUIRED — [Topic] — Due [Date/Time + TZ]
• FOR REVIEW — [Deliverable] — Reply Approve/Changes
• FYI — [Update]

All new tasks must go through the Submit New Request form so they enter the system and appear on the Task Board.

This prevents:

• lost requests
• unclear priorities
• missing deadlines
• incomplete instructions

Clients should submit tasks with:

• Task Title — Example: “Update client proposal deck — revise pricing slide”
• Request Type — Calendar Scheduling, Email Draft or Reply, Research or Vendor Sourcing, Travel, Other (need to specify)
• Deadline + Timezone — Use an exact date/time if time-sensitive. Example: “March 3, 2026 — 2:00 PM Dubai time”
• Priority — Standard / Moderate / High / Urgent

• Context: why this matters / how it will be used
• Definition of Done
• Audience: who the deliverable is for
• Approval Needed?
• Brand notes: tone, style guidelines, do/don’t
• Dependencies: files/inputs needed from client
• Links & References
• Attachments: screenshots, sample docs

If you choose Other, please include:

• what category it best fits (if you’re unsure, write “not sure”)
• the expected output (Definition of Done)
• relevant links

I will label and route it correctly in the Task Board.

To help us triage requests consistently, please select the priority based on when you need the output delivered (not when you submit the request).

• Standard — needed in more than 72 hours. Use for: routine tasks, non-time-sensitive updates, backlog items.
• Moderate — needed within 48–72 hours. Use for: tasks with a near-term deadline that still allow normal processing time.
• High — needed within 24–48 hours. Use for: time-sensitive deliverables that require reprioritization of current work.
• Urgent — needed within 24 hours. Use for: same-day / next-day deadlines, meeting-critical items, blocking issues.

If you select High or Urgent, please include:

• Exact deadline + timezone (e.g., “Mar 3, 2026 — 2:00 PM Dubai time”)
• Link(s)/files needed to start
• Approval owner (who will approve, if applicable)

If any of the above are missing, the request may be marked Waiting / Needs Info until clarified.

• High/Urgent requests may bump Standard/Moderate tasks.
• If multiple High/Urgent items are submitted, I’ll ask you to confirm the order of priority.
• “Urgent” should be used only when it truly impacts deadlines within 24 hours.

Urgent channel rule: If the request is Urgent (within 24 hours) and affects meetings or same-day deadlines, please also message via the urgent channel with:

• Step 1: Acknowledgement — After submission, the request is acknowledged and appears on the Task Board.
• Step 2: Triage & Clarification — If details are incomplete, the task status becomes Waiting / Needs Info with a clear question.
• Step 3: Scheduling — Tasks are prioritized based on deadline, priority, dependencies, workload and complexity.
• Step 4: Execution — Status changes to In Progress when work begins.
• Step 5: Review / Approval — If approval is needed, status becomes Approval Needed and you’ll get a notification in the agreed channel.
• Step 6: Completion + Handoff — Task is marked Done, and the final link/output is attached in the Task Board.

• New — received, not started yet
• Assigned — queued with an expected start window
• In Progress — actively being worked on
• Waiting / Blocked — blocked because I need your input or files
• Approval Needed — deliverable ready; waiting for your sign-off
• Done — completed and delivered (link attached)
• Closed — completed + no further action needed (archived)

Client responsibility: When a task is Waiting or Approval Needed, quick replies keep work moving.

Accessible via: Task Board status updates (source of truth)

Delivered via: Task Board status updates; Weekly Report PDF

Weekly template:

• Highlights:
• Completed:
• In progress:
• Blocked / approvals needed:
• Next week priorities:
• Risks/notes:

15–30 minutes for:

• reprioritization
• approvals/decisions
• planning next week

Meeting output: decisions + action items logged to Task Board.

Approval required before:

• sending external/client-facing communications under your name
• publishing/posting content publicly
• final deliverables that represent your brand externally
• purchases, subscriptions, paid tools, expenses
• contracts, pricing, scope changes, legal-sensitive items

Pre-approved (no approval needed) if:

• it follows your existing SOP/template
• it’s low-risk internal work
• you explicitly gave standing instructions

Default approval method: Approvals Queue via Client Portal

• APPROVED = proceed as-is
• NEED INFO = proceed after edits listed
• REJECTED = stop and revise/clarify

Recommended:

• Standard approvals: 24–48 hours
• Urgent approvals: same day if the deadline is within 24 hours

If you will be offline, please share:

• offline dates/times
• whether I should pause or proceed under the default rule below

• Safe: I pause until approval is received.
• Efficient: I proceed only if low-risk and aligned with SOPs/templates; otherwise I pause.

If a task is blocked:

• First escalation: reminder in primary channel
• Second escalation (deadline within 24h): urgent channel
• If access-related: use the Portal’s Access Issue process

For meeting/travel impacts or same-day deadlines: mark as URGENT and message via urgent channel.

To protect security:

• Do not send passwords in plain chat/email.
• Use an agreed secure method: [Password manager / one-time access method].
• If 2FA is required, we’ll use the agreed process (codes handled securely and time-bound).

If access fails: log an access issue through the Portal process (or notify via urgent channel if blocking).

Final outputs are saved in the client’s agreed folder structure. The Task Board will always include the final link.

• Deliverables: [Client] — [Deliverable] — [YYYY-MM-DD]
• Reports/Invoices: follow your existing reference formats
• Versions: use “v1 / v2” only when necessary; otherwise use one living file.

• Minor edits: handled via comments or small revisions
• Major revisions: submitted as a new Submit New Request form entry (so it’s tracked)

If you submit a high/urgent request, I may ask:

• which task gets deprioritized
• what deadline is most critical

If scope changes:

• the task definition and timeline may adjust
• approvals may be required depending on impact

Working hours: Based on client’s timezone

Deadline timezone standard: Based on client’s timezone

To avoid confusion, deadlines should always include: date + time + timezone (when time-sensitive)