Business Transformation

Transform Your Planning. Eight initiatives across six phases. Dec 2026 to Jul 2027.

Start 01 Dec 2026
End 31 Jul 2027
Capacity Max 2 days per week
Initiatives 8, overlapping timelines
Business Transformation is the program. Initiatives are outcome based: what we achieve. Phases are execution based: what gets done when. Phases span across all Initiatives. An Initiative is not necessarily active in every Phase.

Phases (Shared Timeline)

Phase 0
Planning
01 Dec to 15 Jan
Phase 1
Foundation
16 Jan to 26 Feb
Phase 2
Discovery
27 Feb to 09 Apr
Phase 3
Design
10 Apr to 21 May
Phase 4
Build
22 May to 02 Jul
Phase 5
Deploy
03 Jul to 31 Jul

Initiatives Mapped onto Phases

 
Phase 0Planning
Phase 1Foundation
Phase 2Discovery
Phase 3Design
Phase 4Build
Phase 5Deploy
1Map and Visualize Business Operations
Plan scope and owners
Catalog activities, tools, systems, data
Complete
Complete
Complete
Complete
2Implement Business Automation
Plan scope and owners
Hold
Identify candidates from map
Workflow and architecture design
Dev team builds and tests
Deploy in waves
3Tool Consolidation
Plan scope and owners
Hold
Overlap and redundancy analysis
Kill list and migration plan
Migration prep and setup
Phase outs executed
4Unified Business Data Model
Plan scope and owners
Data source inventory from map
UBDM schema design and storage
Pipelines from source systems
Extend, validate, optimize
Monitor and maintain
5Transform to Data Driven Decision Making
Plan scope and owners
Core decisions catalog by cadence
Metric definitions per decision
Dashboard design on UBDM
Build dashboards per role
Deploy and iterate
6Improve and Scale Commercial Activities
Plan scope and owners
Founder time audit, two weeks
Role split and sales cadence
Enforcement design and tooling
Dashboards and tracking in Bigin
Enforce calendar and measure
7Cognitize
Plan scope, shortlist roles
Hold
Hold (awaits UBDM)
Role workflow design and gates
Knowledge bases built; human prep
Deploy and onboard humans
8Drive Workspace and Optimal Workflow Adoption
Plan scope and owners
Hold
Hold
Role to tool mapping; audit
Enablement design and materials
Rollout and enforce
Operating constraint. Work on Business Transformation must not consume more than 2 working days per working week. Initiatives run with overlapping timelines; each Initiative is active only in the Phases where it has work to do. Initiative 1 completes in Phase 1 and feeds Initiatives 2, 3, 4 and 7. Initiative 4 (UBDM) must reach schema completion in Phase 2 before Initiative 5 (dashboards) can enter Phase 3 and Initiative 7 (Cognitize) can enter Phase 3. Cross dependencies are tracked as linked tasks in the Notion program workspace.
1 Map and Visualize Business Operations Active Phase 0 to 1
Goals

Create a complete, Notion based operating map of every internal activity, customer touchpoint, tool, system and data source. The foundation layer every downstream Initiative draws from. Done once, done right.

Focus Points
  • Catalog of internal processes (marketing, lead gen, sales, delivery, admin, documentation, management)
  • Catalog of customer touchpoints and the workflows behind them
  • Full tool and system inventory (what, who, cost, purpose, status)
  • Data source registry (what, where, format, owner, update frequency)
Success Measures
  • Percentage of known business activities documented at end of Phase 1
  • All catalogs live, searchable and linked inside Notion
  • Downstream Initiatives cite the map in their Phase 2 planning
  • Time to answer "what do we have for X" from any founder question
2 Implement Business Automation Active Phase 2 to 5
Goals

Remove manual labor, sources of error, bottlenecks and wait times from the business through deterministic automation. Make staff more productive and effective without losing operational control over communication and customer relationships.

Focus Points
  • Customer touchpoint automation (responses, outreach, confirmations, reminders)
  • Custom middleware, APIs and integrations on Cloudflare Workers
  • Cross tool connectivity via Make.com and custom webhooks
  • Process automation across environment and infrastructure
Success Measures
  • Hours saved per week per role
  • Error rate on automated steps vs manual baseline
  • Average response time to inbound touchpoints
  • Count of manual steps eliminated by end of Phase 5
3 Tool Consolidation Active Phase 2 to 5
Goals

Minimal viable toolset with usability as the primary filter and cost reduction as a bonus. Notion as the central platform for documentation, planning and project management. Google Drive remains the file store.

Focus Points
  • Overlap and redundancy analysis against the operations map
  • Kill list with reasoning, replacement and sunset date
  • Build new tools or dashboards where they improve usability for non technical staff
  • Notion workspace structure for docs, planning, projects
Success Measures
  • Number of paid tools retired
  • Monthly licensing spend reduction in EUR
  • Percentage of documentation living in Notion
  • User satisfaction score on the kept toolset
4 Unified Business Data Model Active Phase 1 to 5
Goals

Design and implement the UBDM as the shared schema and storage layer for all TYP business data. Normalize and standardize data from source systems into one consistent model. Enable reliable data flow into dashboards, automations and Cognitize knowledge bases.

Focus Points
  • Data source inventory drawn from the operations map
  • Schema design (entities, relationships, attributes, naming conventions)
  • Storage setup (data lake or warehouse) on the chosen platform
  • Pipelines from Mailchimp, GA4, Buffer, Bigin, Google Workspace and other sources
Success Measures
  • Number of source systems integrated into UBDM
  • Data freshness per source (lag in minutes or hours)
  • Downstream Initiatives consuming UBDM as their data source
  • Percentage of business data normalized to UBDM standards
5 Transform to Data Driven Decision Making Active Phase 1 to 5
Goals

Shift decision making from gut feeling to data across TYP. Make the metrics that drive weekly, monthly and quarterly decisions visible and accessible to the people who need them. Feelings advise; facts decide.

Focus Points
  • Core decisions catalog by cadence (weekly, monthly, quarterly)
  • Metric definitions and thresholds per decision
  • Role based dashboards (Marketing, Sales, Content, Delivery, Founder) built on UBDM
  • Decision documentation standard (what was decided, which data informed it)
Success Measures
  • Percentage of named core decisions with a supporting dashboard
  • Dashboard open and use frequency per role
  • Time from question to answer on a business metric
  • Share of decisions documented with their underlying data
6 Improve and Scale Commercial Activities Active Phase 1 to 5
Goals

Free the founders from internal and delivery work so time and focus shift to representation, sales activity and revenue generation. Measure and scale the full commercial system end to end: Marketing, Lead Generation, Sales, Project Delivery.

Focus Points
  • Founder time audit over two weeks of honest tracking (Phase 1)
  • Role split: founder work vs delegated vs automated vs Cognitize operated
  • Defined sales cadence and pipeline discipline in Bigin
  • Weekly calendar review and enforcement mechanism
Success Measures
  • Founder hours on revenue activity per week (upward)
  • Founder hours on internal work per week (downward)
  • Pipeline value, stage progression, conversion rates
  • Marketing to Sales to Delivery funnel metrics end of Phase 5
7 Cognitize Active Phase 3 to 5
Goals

Deploy AI as functional team members alongside humans in specific TYP business functions. Each Cognitize role carries persistent context (brand, history, style, audience) and operates through collaborative multi turn workflows. Humans own strategy, judgment and output accountability. AI multiplies capacity and quality. Internal only for this program; external offerings are out of scope.

Focus Points
  • Role shortlist: two for this window (Cognitize Marketing plus Cognitize Operations or Cognitize Sales Prep)
  • Knowledge base per role (brand guidelines, campaign history, communication style, audience, best practices)
  • Collaborative workflow design with checkpoint gates (strategy, plan, examples approved)
  • Human onboarding to work with the Cognitize role, not just approve its outputs
Success Measures
  • Number of Cognitize roles in production by end of Phase 5
  • Cycle time reduction per role (brief to approved output)
  • Approval rate at each checkpoint gate
  • Human counterpart would not go back to working without the role
8 Drive Workspace and Optimal Workflow Adoption Active Phase 3 to 5
Goals

Every retained tool and workflow is actually used, daily and correctly, by the people who should use it. Support users in adoption through a Q&A and support channel. Enforce adoption by limiting valid project management, reporting and KPI tracking to approved systems and eliminating workarounds.

Focus Points
  • Role to tool mapping with tiered competency requirements
  • Current state usage audit per person per required tool
  • Enablement design: training format, support channel, named owner, success criteria
  • Enforcement: eliminate workarounds and alternatives to approved systems
Success Measures
  • Login frequency per person per tool
  • Record creation and update frequency in Bigin
  • Training completion rate
  • Workflow compliance rate through canonical tool
Initiative 01 . Foundation Layer

Map and Visualize Business Operations

The foundation layer every downstream Initiative draws from. One Notion based operating map of every internal activity, customer touchpoint, tool, system and data source at TYP. Done once. Done right.

Active PhasesPhase 0 and Phase 1
Window01 Dec 2026 to 26 Feb 2027
CapacityMax 2 days per week
StatusPlanning

Objective, Mission, Description

Objective

By 26 February 2027, publish four linked Notion catalogs covering 100 percent of agreed TYP business operations: Internal Processes, Customer Touchpoints, Tools and Systems, Data Sources.

Mission

Produce the single source of truth every other Initiative draws from. Initiative 2 reads its automation candidates here. Initiative 3 starts its tool inventory here. Initiative 4 pulls its data source list here. Initiative 7 shortlists its Cognitize roles here.

Description

A structured discovery and documentation exercise. Interviews with process owners across Marketing, Lead Gen, Sales, Delivery, Admin, Documentation and Management. Extractions from Bigin, Make.com, Google Workspace, Notion, Mailchimp, GA4, Buffer, Cloudflare, cal.com and financial records. Normalized into four linked Notion databases that are searchable, maintained and handed over.

Step by Step Breakdown

Phase 0 . Planning 01 Dec to 15 Jan
1
Confirm Initiative Owner and ReviewerBoss reviews. One owner named. Pair with a second contributor if needed given interview load.
2
Define terminology and scopeWhat counts as an activity, a touchpoint, a tool, a data source. Decide whether discontinued work is in scope.
3
Set completeness thresholdThe percentage that declares Phase 1 done. Freeze it. No drift.
4
Decide Notion structureOne teamspace with four linked databases, or four standalone databases. Resolve against Boss's standing preference for Notion as the central hub.
5
Build the four catalog templates in NotionProcesses, Touchpoints, Tools, Data Sources. Fields, views, relations, and the linking conventions between them.
6
Identify interview subjects per domainOne named person per process area. Confirm availability across the six Phase 1 weeks.
7
Build the interview guideConsistent prompts per catalog. Avoid reinvention per session. Boss reviews before first interview.
8
Schedule all Phase 1 interviewsCalendar blocks confirmed before Phase 0 ends. cal.com used where external parties involved.
9
Pilot with one person on one catalogValidate the template and the interview guide before scaling. Refine both from learnings.
10
Confirm handover criteria with downstream ownersAgree with Initiative 2, 3, 4 and 7 owners what "ready to consume" looks like on their side.
Phase 1 . Foundation 16 Jan to 26 Feb
1
Tools and Systems inventoryExtract from Bigin, Make.com, Google Workspace admin, Mailchimp, GA4, Buffer, Cloudflare, cal.com, Notion. Cross check against monthly licensing spend.
2
Data Source registryOne row per source: system, data types, format, owner, update frequency, access method, status. Mark UBDM input candidates.
3
Internal Processes: CommercialMarketing, Lead Generation, Sales. Includes Bigin pipeline mechanics and Make.com flows.
4
Internal Processes: DeliveryConsulting, InquiryIQ implementation, Find My Planner matching, Event Consulting, FAM Trips, Beyond the Portfolio delivery.
5
Customer Touchpoints catalogPre sale, Sale, Delivery, Post sale, Partner touchpoints. Each linked to the owning process and the tool that carries it.
6
Internal Processes: Admin, Documentation, ManagementInvoicing, bookkeeping, HR, contracts, legal, SOP maintenance, planning, reviews, reporting.
7
Cross linking across all four catalogsEvery process links to its tools, touchpoints and data sources. Every tool links back to processes. No orphan entries.
8
Quality review against the completeness thresholdSelf review, then Boss review. Gaps logged and closed or explicitly deferred with reasoning.
9
Publish and announce the mapNotion workspace published. Search optimized. Access confirmed for all downstream Initiative owners.
10
Formal handover sessionsOne session each with Initiative 2, 3, 4 and 7 owners. Walk the map, answer questions, log their open items.

Timeline and Roadmap

P0 . Week 1
01 Dec to 07 Dec
1Owner confirmed. Terminology, scope and completeness threshold drafted for Boss review.
P0 . Week 2
08 Dec to 14 Dec
2Notion structure decision. Interview subjects named per domain. Interview guide first draft.
P0 . Week 3
15 Dec to 21 Dec
3Build the four catalog templates in Notion. Fields, views, relations, linking conventions.
P0 . Break
22 Dec to 04 Jan
.Holiday period. No program work scheduled. Resume 05 January.
P0 . Week 4
05 Jan to 11 Jan
4Pilot interview on one domain. Refine template and interview guide. Schedule all Phase 1 interviews.
P0 . Week 5
12 Jan to 15 Jan
5Confirm handover criteria with downstream Initiative owners. Phase 0 exit review with Boss.
P1 . Week 1
16 Jan to 22 Jan
1Tools and Systems inventory. Data Source registry. Mostly extraction work from existing systems.
P1 . Week 2
23 Jan to 29 Jan
2Internal Processes: Marketing and Lead Generation interviews. Initial entries in Notion.
P1 . Week 3
30 Jan to 05 Feb
3Internal Processes: Sales. Bigin pipeline mechanics. Make.com flows that touch sales.
P1 . Week 4
06 Feb to 12 Feb
4Internal Processes: Delivery across all product lines. Customer Touchpoints catalog started.
P1 . Week 5
13 Feb to 19 Feb
5Internal Processes: Admin, Documentation, Management. Customer Touchpoints completed. Cross linking.
P1 . Week 6
20 Feb to 26 Feb
6Quality review. Boss sign off. Publish. Four formal handover sessions with downstream owners.

Deliverables and Outcomes

Primary Deliverables
  • Notion teamspace "Business Operations Map"
  • Internal Processes catalog, fully populated
  • Customer Touchpoints catalog with linked processes and tools
  • Tools and Systems inventory with cost, status and owner
  • Data Source registry with format, owner and update frequency
  • Cross linking complete across all four catalogs
  • Interview guide retained for future refresh cycles
  • Catalog templates documented for future reuse
Downstream Handover
  • Initiative 2 (Automation): process catalog filtered to candidates
  • Initiative 3 (Tool Consolidation): tools inventory with usage context
  • Initiative 4 (UBDM): data source registry with priority flags
  • Initiative 7 (Cognitize): process map with role shortlist indicators
  • Handover session minutes logged in the program workspace
  • Open items from each handover session tracked back to the owner
Success Measures
  • 100 percent of agreed scope documented by 26 Feb 2027
  • All four catalogs live, searchable, linked in Notion
  • Downstream Initiatives cite the map in their Phase 2 planning
  • Time to answer "what do we have for X" under 60 seconds
  • Zero orphan entries after cross linking pass
  • Boss sign off before publish, no rework after

Checklists

Phase 0 Planning Checklist 0 / 0
01 Dec 2026 to 15 Jan 2027 . Owner driven, Boss reviewed
Governance
Initiative Owner confirmed in writing
Boss confirmed as Reviewer
Second contributor decision made (yes or no)
Scope Definition
Terminology defined: activity, touchpoint, tool, data source
Completeness threshold set and frozen
Decision on discontinued and abandoned work scope
Decision on Annaina (on hold) inclusion
Notion Setup
Teamspace structure decided (one teamspace vs four databases)
Processes catalog template built
Touchpoints catalog template built
Tools and Systems inventory template built
Data Source registry template built
Linking relations configured between all four databases
Interview Prep
Interview subjects identified per domain
Interview guide drafted
Boss reviewed interview guide
All Phase 1 interview slots booked on calendar
Validation
Pilot interview conducted
Templates refined from pilot
Interview guide refined from pilot
Handover Prep
Handover criteria agreed with Initiative 2 owner
Handover criteria agreed with Initiative 3 owner
Handover criteria agreed with Initiative 4 owner
Handover criteria agreed with Initiative 7 owner
Phase 0 exit review with Boss complete
Phase 1 Foundation Checklist 0 / 0
16 Jan to 26 Feb 2027 . Interviews, extractions, linking, publish
Tools and Systems Inventory
Bigin extracted (users, flows, custom fields)
Make.com extracted (scenarios, connections)
Google Workspace admin audit
Mailchimp, GA4, Buffer audited
Cloudflare and cal.com audited
Notion workspace audit (databases, pages)
Cross check against monthly licensing spend
Status per tool: active, on hold, discontinued
Data Source Registry
One row per source with format, owner, frequency, access
UBDM input candidates flagged
Internal Processes
Marketing processes cataloged
Lead Generation processes cataloged
Sales processes cataloged (Bigin pipeline)
Delivery: Consulting cataloged
Delivery: InquiryIQ implementation cataloged
Delivery: Find My Planner matching cataloged
Delivery: Event Consulting and FAM Trips cataloged
Delivery: Beyond the Portfolio cataloged
Admin processes cataloged (invoicing, bookkeeping, HR, contracts)
Documentation processes cataloged
Management processes cataloged
Customer Touchpoints
Pre sale touchpoints cataloged
Sale touchpoints cataloged
Delivery touchpoints cataloged
Post sale touchpoints cataloged
Partner and vendor touchpoints cataloged
Cross Linking and Quality
Every process links to its tools
Every process links to its touchpoints
Every process links to its data sources
Every tool links back to the processes using it
Zero orphan entries confirmed
Publish and Handover
Self review complete against completeness threshold
Boss review and sign off
Map published in Notion
Access confirmed for all downstream owners
Handover session with Initiative 2 owner done
Handover session with Initiative 3 owner done
Handover session with Initiative 4 owner done
Handover session with Initiative 7 owner done
Open items from each handover logged and routed
Open Decisions Before Phase 0 Starts (01 Dec)
  • Who owns Initiative 1 . decision needed now, 3 weeks to kickoff
  • Is a second contributor assigned to share the Phase 1 interview load
  • What is the completeness threshold to declare Phase 1 done (90 percent, 95 percent, 100 percent of agreed scope)
  • Does "known business activity" include discontinued work (Events Master Calendar) and on hold work (Annaina)
  • Notion structure: one teamspace with four databases, or four standalone databases
  • Who is the primary interview subject per domain (named, not role)
Why this Initiative runs alone in Phase 1. Initiatives 2, 3, 4 and 7 all consume the catalogs produced here. Running them in parallel would mean each rebuilding its own partial map. The program compresses that into one well executed effort. Initiative 4 (UBDM) also runs its data source inventory in Phase 1, drawing directly from the Data Source registry built here.