Starting a Project with Osom Studio: Simple, Designed, and Predictable
By Maciej Nowak
Working with a new digital partner shouldn’t feel like a leap of faith. At Osom Studio we’ve designed – and battle-tested – a start-of-engagement process that’s simple to follow, transparent on scope and timelines, and easy for your team to join.
1) First contact → clear scope
You reach out with a brief, a question, or just a concrete task you need handled quickly (e.g., malware cleanup) – no formal brief required. Our Growth team schedules a short call to understand goals, constraints, and success criteria. Together we clarify the scope so we’re solving the right problem, not just shipping features.
2) Effort estimation you can trust
Based on the clarified scope, our team prepares a time estimate with input from one of our Developers. If needed, the Tech Lead or CTO consults the wider Development Team and returns a reviewed estimate. This internal draft is explicit about what’s in and out of scope, so developers know exactly what to build – and you know exactly what you’re getting.
3) Proposal & green light
The Growth Team returns with the proposal. When you approve, our Delivery Team is notified. The Project Manager is assigned and assembles the execution team so work can start smoothly.
4) Agreement done right
Before paperwork gets formal, we send you a clean agreement template (without the technical specification) to confirm terms, scope assumptions, and the general rules of collaboration (e.g., Basecamp as the primary channel, billing model and payment terms, reporting cadence, and SLAs if applicable).
Once that’s aligned, we finalize the documents: Growth Team fills in specifics – team structure and a preliminary schedule aligned with the actual project start date (not just the signature date). By signing, you know the expected duration and the operating ground rules; final milestone dates are confirmed after kick-off.
5) Specification with “in” and “out”
We prepare the project specification. It states clearly what we will deliver within the agreed scope, and what we won’t. This keeps everyone focused and avoids scope ambiguity later.
6) Pro-forma invoice and roles
We issue a pro-forma invoice and send it to you (with the Project Manager in CC). From that moment, the Project Manager is your point of contact for billing coordination and day-to-day delivery.
7) Onboarding in Basecamp (Project Management tool)
We set up your project space in Basecamp and add onboarding tasks for both your team and ours.
Once the project start date is agreed, we pre-book the Tech Lead to prepare the development environment – or, for maintenance engagements, to connect monitoring tools. Then the Project Manager invites you to Basecamp, shares the initial tasks, and posts the Welcome and TEAM messages introducing your project team. That’s the official project start 🚀
8) Internal kick-off (we align first)
In parallel, our Office Assistant assembles the kick-off pack:
- Project Card with the key facts
- Specification (if applicable)
- Internal kick-off checklist
- Notes from discovery calls and the reviewed estimates
We operate on a versioned specification. Any change is marked in the spec and in the Project Card so the whole team stays aligned.
The Delivery Team (your project team) convenes for the internal kick-off, coordinating timing with the Project Manager. We align on your business problem, the agreed solution, risks, and open questions – so we show up to you prepared.
9) Client kick-off (delivery begins)
The Project Manager schedules the external kick-off with your team.
Right after the meeting, you receive a refined schedule that reflects any challenges identified during kick-off/workshop sessions. We also address all unknowns raised internally, so there are no loose ends as delivery starts.
10) Day-to-day organization
Inside Basecamp, the Project Manager organizes work with the Delivery Team and keeps communication tidy and transparent. You’ll always know what’s next, what’s in progress, and what’s done.
What makes it click
- Clarity before code: scope, roles, and expectations are explicit from day one.
- Designed for speed: pre-booking key roles and preparing environments shortens time to first results.
- Documentation by default: specs and Project Card keep decisions traceable and changes visible.
- One accountable owner: your Project Manager connects the dots across Growth, Tech, and Delivery.
This is how we like to start, and we adapt it to your context. We tailor the steps to each project so process and paperwork serve the goal, not become it. We keep it lean, using the experience-driven minimum that maintains clarity, momentum, and control.
If you’re considering a new WordPress or WooCommerce initiative – and want a start that’s easy, structured, and proven – let’s talk.
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