Project Review Meeting — sign-off checklist
Pre-PRM checklist. Complete the items below before scheduling the meeting with Head of Delivery.
Where the plan may live (before and during PRM)
The working SOW ↔ project plan may be authored and maintained in any of:
- Notion (page URL)
- Google Doc (link with access for reviewers)
- Client vault — e.g.
knowledge/clients/{client}/resources/sow-project-plan.md(or another file under that client’sresources/)
Requirement: §1–§6 are complete in that artifact (same section model as sow-project-plan-template.md). Head of Delivery is invited with that link or path 24h+ in advance (see Meeting logistics).
After PRM (follow-up actions after HoD approval)
- CSO has added the approved plan to client knowledge — default path
knowledge/clients/{client}/resources/sow-project-plan.md(markdown export/copy is fine). This is the internal record for agents, skills, and teammates who do not use the source tool. - If the team keeps editing in Notion or Google Doc, §1 (or a short note at the top of the vault file) links to the live source and states which copy is authoritative when they differ (after approval, prefer updating both or re-exporting to vault when material changes).
Where the plan may live (before and during PRM)
The working SOW ↔ project plan may be authored and maintained in any of:
- Notion (page URL)
- Google Doc (link with access for reviewers)
- Client vault — e.g.
knowledge/clients/{client}/resources/sow-project-plan.md(or another file under that client’sresources/)
Requirement: §1–§6 are complete in that artifact (same section model as sow-project-plan-template.md). Head of Delivery is invited with that link or path 24h+ in advance (see Meeting logistics).
After PRM (once HoD approves or plan is internally locked)
- CSO has added the approved plan to client knowledge — default path
knowledge/clients/{client}/resources/sow-project-plan.md(markdown export/copy is fine). This is the internal record for agents, skills, and teammates who do not use the source tool. - If the team keeps editing in Notion or Google Doc, §1 (or a short note at the top of the vault file) links to the live source and states which copy is authoritative when they differ (after approval, prefer updating both or re-exporting to vault when material changes).
Document
- SOW ↔ project plan §1–§6 filled in the working artifact (§7 left for final signatures)
- Initiatives map to client objectives in SOW
- Projects have owners and realistic windows
- Project milestones are client-visible outcomes (not internal tasks only)
- §5 Technical approach reviewed and signed by SL (written OK)
- §6 Open questions have owners and target dates
Linear
- Draft Team / Initiatives / Projects mirror the doc (or clear plan to create immediately after approval)
Client
- CSO ready to explain plan to sponsor after internal approval
- No hidden commitments in Slack/email that contradict the plan
Meeting logistics
- Head of Delivery invited with plan link or vault path (Notion, Google Doc, or
knowledge/...) 24h+ in advance - SL available async or on-call for targeted questions
Last updated: 2026-04-07