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Project process

Our project process, from first meeting to handover

A project starts with an initial consultation; once the scope and proposal are clear, it is implemented in phases and completed with acceptance testing and handover. On this page we explain what happens at each step, how we share progress and how we manage scope changes.

Sample project board: planned, in-progress and completed work with a weekly status report project board · platform transformation · phase 2 Planned 2 Observability dashboards Team training #2 In progress 3 Production cluster setup Pipeline templates Secrets vault migration Done 3 Target architecture approval Staging environment Pilot application weekly status report · week 46 on track Completed Pilot application in production This week Production cluster, pipeline templates Risk None · no pending decisions progress 60%
Process steps

A project in seven steps.

The flow below shows a typical implementation project. The duration and detail of each step depend on the scope; on a small engagement, some steps are completed in a single meeting. Each step has a defined output, and we decide on the next step together.

1

Initial consultation

We discuss your needs, goals and priorities, and share our first impressions and possible approaches. The initial consultation is free of charge.

Output: A suitable next step
2

Free assessment (if needed)

If a structured review of the current state is needed, we carry out an assessment and share the findings in a report and a presentation.

Output: Report and prioritized roadmap
3

Scope and proposal

We put the scope, deliverables, schedule and engagement model in writing. Where needed, a non-disclosure agreement is signed beforehand.

Output: Proposal and service agreement
4

Kickoff meeting

Together we clarify the roles on both sides, the communication channels, the reporting frequency and the plan for the first phase.

Output: Project plan and communication plan
5

Phased implementation

We carry out the work in phases and share progress through regular status reports and end-of-phase presentations. Each new phase starts with your approval.

Output: Working, verified phases
6

Acceptance and handover

We run the tests together against the acceptance criteria set at the start, and complete the documentation and training.

Output: Approved handover list
7

Support

Depending on your engagement model, we continue with maintenance and support, ongoing consulting or managed services.

Output: Support plan

Details of the acceptance, documentation and support stages are on the Handover and support page.

Project management and communication

We track progress together.

Throughout the project, it is clear from the start who is responsible for what, where decisions are made and how progress is shared.

Project lead

On every project we assign a project lead who manages the plan, prioritization and communication.

Clear roles

On your side, a decision-maker and a technical lead; on our side, the project lead and specialists.

Regular status report

Weekly on most projects: what is done, what comes next, pending decisions and risks.

End-of-phase presentation

At the end of each phase we show the working result and decide on the next phase together.

Decision records

Key architecture and technical decisions are recorded in writing, with the options considered and the reasoning.

Early sharing of risks

We share risks that could affect the schedule or scope as soon as they arise, together with a proposed solution.

Illustrative examples

What do reports and records look like?

The documents below do not belong to a real client; they are illustrative examples that show the format of the documents we share.

Illustrative example

Weekly status report · Week 46

Overall status
On track; one decision pending.
Completed
Test environment built as code. Dependency scanning added to the CI pipeline.
Next
Review of the production cutover plan; setup of monitoring dashboards.
Pending decision
Backup retention period: 30 or 90 days? · decision: client, Friday
Risks
Network access approval pending · follow-up: weekly meeting · impact: cutover test may slip by one week
Illustrative example

Architecture decision record · ADR-012

Subject
Log collection and retention
Context
Logs are scattered across servers; there is a 90-day retention requirement.
Options
Cloud provider's log service · Elastic · Loki
Decision
Loki: compatible with the existing Grafana dashboards, lower storage cost.
Consequences
The team keeps working with the existing dashboards; if a need for full-text search arises, the decision is revisited.
Change management

How are scope changes handled?

Needs can change as a project progresses. We handle new requests with their impact in view and with your approval.

  1. Request

    The new need or change is recorded in writing.

  2. Impact analysis

    We work out its impact on the schedule, cost and risks.

  3. Approval

    The change is submitted for your approval, together with its impact.

  4. Planned implementation

    On live systems, changes are made at an agreed time and with a rollback plan.

  5. Verification

    The result is tested and the documents are updated.

Frequently asked questions

About the project process

A manager who can make decisions and a technical lead who knows the systems are enough. Some stages (for example network or security approvals) need input from the relevant teams; we plan this together at the kickoff meeting.

Through regular status reports and end-of-phase presentations. The reports cover what is done, what comes next, pending decisions and risks; we agree the reporting frequency together at the start.

We evaluate the new request together with its impact on the schedule, cost and risks, and submit it for your approval. An approved change is added to the plan; a request that is not approved stays on record and can be revisited later.

We share risks that could affect the schedule or scope as soon as they arise, together with their possible impact and a proposed solution; we do not wait for the next status report.

The process described here is for project work. In ongoing consulting and managed services, reporting and communication arrangements are defined in the contract. For a comparison of the models, see the Engagement models page.
Free initial consultation

Let's clarify your needs together.

In a free initial consultation we discuss your current situation and goals, and share our first impressions and possible next steps in the same meeting.

Request a meeting +90 216 203 01 21
  • A technical conversation with specialists in your area
  • First impressions of your situation and possible approaches
  • Where it fits, a next step: an assessment, a project proposal or consulting
  • A non-disclosure agreement before the meeting when needed
  • A reply within 4 business hours