This guide standardizes how you bring external partners into your ecosystem — covering tools, access, expectations, and communications.
| Category | Item | ✅ Done? | Owner | Due Date | Notes |
|---|---|---|---|---|---|
| 📄 Legal & Paperwork | Signed contract / agreement | [ ] | Legal | Link to folder or system | |
| NDA signed (if applicable) | [ ] | Legal | |||
| 💰 Finance | W-9 / banking info / invoice details collected | [ ] | Finance | Setup in Xero / accounting tool | |
| PO or budget code confirmed | [ ] | Finance/Owner | |||
| 🛠️ Tools & Access | Email address or Slack invite sent | [ ] | IT/Owner | Use guest or vendor workspace | |
| Project management access (Asana, Trello, Notion, etc.) | [ ] | Ops/PM | |||
| Asset folder or DAM access shared (Google Drive, Dropbox, etc.) | [ ] | Content Ops | |||
| 🧭 Brand Orientation | Brand guidelines + tone of voice doc shared | [ ] | Marketing | Use quick-ref card if needed | |
| Product or service overview provided | [ ] | Marketing | Include roadmap, features, ICPs | ||
| Target audience & personas shared | [ ] | Marketing | Link to Notion/Slides | ||
| 🔁 Workflow & Comms | Primary point of contact clarified | [ ] | Owner | ||
| Reporting format/frequency agreed | [ ] | Owner | e.g. weekly email, monthly deck | ||
| Slack/email/comms rules clarified (response time, hours) | [ ] | Owner | |||
| 🎯 Deliverables & Goals | Scope of work reviewed & confirmed | [ ] | Owner | Link to RFP or kickoff doc | |
| KPIs, success metrics or deadlines set | [ ] | Owner | |||
| 🧠 Kickoff | Internal team briefed | [ ] | Owner | ||
| Vendor kickoff call held | [ ] | Owner |