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.

Initiative Schedule

Core Phases (every Initiative) Preparation Planning Execution Post Mortem Development adds Solution Design Build (replaces Execution) Test Deploy
 
Dec 2026
Jan 2027
Feb
Mar
Apr
May
Jun
Jul
1
Map and Visualize Business Operations
01 Dec . 26 Feb . 13 weeks . 4 phases
Preparation
Planning
Execution
Post
2
Implement Business Automation
01 Mar . 31 Jul . 22 weeks . 7 phases
Prep
Planning
Design
Build
Test
Deploy
Post
3
Tool Consolidation
01 Mar . 30 Jun . 17 weeks . 4 phases
Prep
Planning
Execution
Post
4
Unified Business Data Model
16 Jan . 31 Jul . 28 weeks . 7 phases
Prep
Planning
Solution Design
Build
Test
Deploy
Post
5
Transform to Data Driven Decision Making
01 Apr . 31 Jul . 17 weeks . 7 phases
Prep
Plan
Design
Build
Test
Deploy
Post
6
Improve and Scale Commercial Activities
01 Dec . 31 Jul . 35 weeks . 4 phases
Prep
Planning
Execution
Post
7
Cognitize
01 Apr . 31 Jul . 17 weeks . 7 phases
Prep
Plan
Solution Design
Build
Test
Deploy
Post
8
Drive Workspace and Optimal Workflow Adoption
15 May . 31 Jul . 11 weeks . 4 phases
Prep
Planning
Execution
Post
Phase model. Every Initiative runs through the Core Phases in order: Preparation, Planning, Execution, Post Mortem. Development Initiatives (I02, I04, I05, I07) swap Execution for Build and add Solution Design before Build and Test plus Deploy after Build. No Initiative skips Planning. No Initiative skips Preparation. Each bar's segment widths reflect realistic time allocation inside that Initiative, not the program timeline. Scheduling rule. Every Initiative runs as one contiguous window. No holds, no pauses. If an Initiative starts, it finishes. Max 2 working days per working week per contributor. Dependencies honored: I01 publishes the map on 26 Feb, feeding I02 and I03 which start 01 Mar. I04 (UBDM) begins its own Preparation 16 Jan while I01 is still live. I05 (Dashboards) and I07 (Cognitize) wait for UBDM schema and first pipelines, starting 01 Apr. I08 (Adoption) starts 15 May once tools consolidated and new flows live. I06 (Commercial) runs the full program end to end, since founder time audit and pipeline measurement are continuous. I03 ends 30 Jun to give I08 a clean one month runway for adoption and enforcement.
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. Registers of every business process, every piece of software, every user and account, every data source at TYP, enriched with workflow visualizations and management reports. Garbage in equals garbage out, so Execution quality is non negotiable.

TypeDocumentation
Phases4 Core
Window01 Dec 2026 to 26 Feb 2027
CapacityMax 2 days per week

Objective, Mission, Description

Objective

By 26 February 2027, deliver complete and correct Registers of all business processes, software, users and accounts, and data sources across TYP, with workflow visualizations and management reports, published in Notion and backed up in Google Sheets.

Mission

Produce the single source of truth every downstream Initiative draws from. Downstream consumers: I02 Automation reads candidates from the Process Register, I03 Tool Consolidation starts from the Software Register, I04 UBDM pulls from the Data Source Registry, I05 Data Driven baselines metrics from the Management Reports, I07 Cognitize shortlists roles from the Process Register, I08 Adoption works from the User and Accounts Audit.

Description

Four phase documentation initiative. Preparation sets up Notion databases, Google Drive structure and document templates. Planning defines terminology, scope, metrics, interview guide and schedule. Execution researches every business process, categorizes by use case, interviews users and managers, and builds the Process Register, Software Register (in TYP InfoSec and Compliance), User and Accounts Audit, Data Source Registry, and visualization reports. Post Mortem hands over to I02, I03, I04 and I07, and presents the work at a team meeting.

Step by Step Breakdown

Preparation 01 Dec to 12 Dec
1
Prepare Notion database "Software Asset Register"Lives in the TYP InfoSec and Compliance workspace. Fields, views, relations, status taxonomy.
2
Build working templates in NotionProcess Register, Data Source Registry, User and Accounts Audit templates with the agreed fields and linking conventions.
3
Prepare Asset Register backup in Google SheetsA redundant copy of the Software Asset Register, kept in sync for resilience.
4
Create Google Drive files and folder structureDedicated folder for I01 with subfolders for raw materials, interview notes, exports, final reports.
5
Create document templates in Google DriveInterview notes template, Management Report template, Handover brief template.
Planning 15 Dec to 15 Jan
1
Define terminology and scopeWhat counts as a process, software, user, data source. In scope and out of scope boundaries. Discontinued and on hold work decision.
2
Set success metrics and completeness thresholdThe bar that declares Execution complete. Freeze it. No drift.
3
Build the interview guideConsistent prompts per Register. Two tracks: user questions (your daily tools), manager questions (your unit's tools). Florian Forster reviews before first interview.
4
Identify interview subjects per domainNamed people, not roles. Confirm availability across the Execution window.
5
Schedule all Execution interviewsCalendar blocks confirmed before Planning ends. cal.com used where external parties involved.
6
Pilot interview + refineValidate the templates and interview guide before scaling. Refine both from learnings.
7
Confirm handover criteria with 4 downstream ownersAgree with I02, I03, I04 and I07 owners what "ready to consume" looks like on their side.
Execution . main outcome 16 Jan to 20 Feb
1
Research every business process and workflowEvery "series of tasks towards a specific outcome" across the business. Cast wide.
2
Categorize and classify by use caseMarketing, Sales, Operations, Delivery, Admin, Documentation, Management. Group rigorously.
3
Interview usersWhat tools do you use in your daily life and work? Capture the ground truth, not the official stack.
4
Interview managersWhat tools does your unit use? Where are the overlaps and gaps you see?
5
Build the Process RegisterEvery process, grouped by use case or department (e.g. Marketing Asset Creation, Consulting Project Delivery). Owner, inputs, outputs, tools, data touched.
6
Build the Software RegisterComplete and containing all relevant information. Cross checked against monthly licensing spend. Status per tool (active, on hold, discontinued).
7
Build the User and Accounts AuditEvery admin account and user, including credentials location and permissions. The baseline for I08 Adoption.
8
Build the Data Source RegistryEvery data stream (multiple per application or source), tagged, categorized and classified. UBDM candidates flagged for I04.
9
Build visualizations of workflows and processesEnriched with performance data where available. The Management Reports that make the Registers actionable.
10
Cross linking + quality review + Florian Forster sign offEvery Process links to its Software, Users, Data Sources. Zero orphans. Self review against the completeness threshold. Florian Forster sign off.
Post Mortem 23 Feb to 26 Feb
1
Handover to I02 AutomationWhat they do and what they need. Process Register filtered to automation candidates.
2
Handover to I03 Tool ConsolidationSoftware Register with usage context and overlap analysis.
3
Handover to I04 UBDMData Source Registry with priority flags.
4
Handover to I07 CognitizeProcess Register with role shortlist indicators.
5
Complete documentation verified and next steps capturedOpen items from each handover logged and routed to the owning Initiative.
6
Present to the team at a team meetingWalk the Registers, Visualizations and Management Reports. Make it stick.

Timeline and Roadmap

Task level breakdown with honest effort estimates. Every task has exactly one owner: RANDAL or Florian Forster. RANDAL owns documentation, extractions, Notion builds, code, QA and interview facilitation. Florian Forster owns reviews, approvals, strategic decisions and the team presentation. Where "+ SME" appears in the Effort column, that is additional interviewee time, not task ownership. Calendar windows factor in exec availability, meeting lead times and interview scheduling, not just raw task hours.

Task Owner Effort Calendar Window
Preparation . 01 Dec to 12 Dec 2026
Prepare Notion database "Software Asset Register" in TYP InfoSec and Compliance workspace RANDAL 2h 01 to 02 Dec
Build working templates in Notion (Process Register, Data Source Registry, User and Accounts Audit) RANDAL 4h 02 to 05 Dec
Prepare Asset Register backup in Google Sheets RANDAL 2h 03 to 05 Dec
Create Google Drive files and folder structure RANDAL 1h 05 Dec
Create document templates in Google Drive (interview notes, Management Report, handover brief) RANDAL 2h 08 to 09 Dec
Florian Forster review and sign off of Preparation setup Florian Forster 1h 10 to 12 Dec
Planning . 15 Dec 2026 to 15 Jan 2027
Draft terminology and scope definition RANDAL 2h 15 to 16 Dec
Florian Forster review scope, set success metrics and completeness threshold Florian Forster 1.5h 17 to 18 Dec
Identify named interview subjects per domain Florian Forster 1h 15 to 19 Dec
Draft interview guide (user track and manager track) RANDAL 3h 15 to 19 Dec
Florian Forster review and approve interview guide Florian Forster 1h 19 Dec
Schedule all Execution interviews RANDAL 1h+ SMEs confirm 16 to 19 Dec
Holiday break . 22 Dec to 04 Jan . no program work
Pilot interview on one domain + writeup RANDAL 4h+ 1h SME 05 to 06 Jan
Refine templates and interview guide from pilot RANDAL 2h 07 to 09 Jan
Confirm handover criteria with 4 downstream owners (I02, I03, I04, I07) RANDAL 2h+ 4 x 30min meetings 12 to 14 Jan
Planning exit review with Florian Forster Florian Forster 1h meeting+ 30min RANDAL prep 15 Jan
Execution . 16 Jan to 20 Feb 2027 . main outcome, quality non negotiable
Research business processes across the business, categorize by use case RANDAL 4h 16 to 19 Jan
Software Register: Bigin and Make.com extractions and writeup RANDAL 6h 19 to 22 Jan
Software Register: Google Workspace, Mailchimp, GA4, Buffer, Cloudflare, cal.com, Notion extractions RANDAL 6h 22 to 27 Jan
User and Accounts Audit: admin accounts, credentials location, permissions per system RANDAL 6h+ 1h Florian Forster review 23 to 29 Jan
Data Source Registry: per source format, owner, frequency, tags, classifications, UBDM candidates flagged RANDAL 5h 28 to 30 Jan
Marketing processes: user and manager interviews + writeup in Process Register RANDAL 3h+ 1h SME 02 to 04 Feb
Lead Generation processes: interviews + writeup RANDAL 3h+ 1h SME 04 to 05 Feb
Sales processes: Bigin pipeline + Make flows + interviews + writeup RANDAL 5h+ 1h SME 08 to 10 Feb
Delivery processes: Consulting, InquiryIQ, Find My Planner, Event Consulting, FAM Trips, Beyond the Portfolio RANDAL 6h+ 4h SMEs 10 to 15 Feb
Admin, Documentation, Management processes RANDAL 4h+ 2h SMEs 15 to 17 Feb
Build visualizations of workflows and processes enriched with performance data (Management Reports) RANDAL 5h 16 to 18 Feb
Cross linking across all four Registers, zero orphans RANDAL 3h 18 to 19 Feb
Self review against completeness threshold RANDAL 3h 19 to 20 Feb
Florian Forster sign off review Florian Forster 2h 20 to 22 Feb
Post Mortem . 23 Feb to 26 Feb 2027
Handover session with I02 Automation owner (candidates from Process Register) RANDAL 1h prep+ 45min joint 23 Feb
Handover session with I03 Tool Consolidation owner (Software Register + overlap analysis) RANDAL 1h prep+ 45min joint 24 Feb
Handover session with I04 UBDM owner (Data Source Registry with priority flags) RANDAL 1h prep+ 45min joint 24 Feb
Handover session with I07 Cognitize owner (Process Register with role shortlist) RANDAL 1h prep+ 45min joint 25 Feb
Open items from each handover logged and routed to owning Initiative RANDAL 1h 25 Feb
Complete documentation verified, next steps captured RANDAL 1h 25 Feb
Present the work at a team meeting Florian Forster 30min meeting+ 1h RANDAL prep 26 Feb
RANDAL Effort ~80h ~10 working days across 13 weeks
Florian Forster Effort ~11h Review, approval, sign off, presentation
SME Time ~18h Spread across 10+ interviewees
Elapsed Window 13 weeks Including 2 week holiday break

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
  • Florian Forster sign off before publish, no rework after

Checklists

Preparation Checklist 0 / 0
01 Dec to 12 Dec 2026 . RANDAL builds, Florian Forster signs off
Notion
Software Asset Register database created in TYP InfoSec and Compliance workspace
Process Register template built with agreed fields and relations
Data Source Registry template built
User and Accounts Audit template built
Linking relations configured across all templates (zero orphans possible)
Google Sheets Backup
Asset Register backup sheet created
Sync approach documented (manual cadence or scripted)
Google Drive
I01 folder created with subfolders (raw materials, interview notes, exports, final reports)
Interview notes template created
Management Report template created
Handover brief template created
Sign Off
Florian Forster reviewed Preparation setup
Preparation signed off, Planning cleared to start
Planning Checklist 0 / 0
15 Dec 2026 to 15 Jan 2027 . Includes holiday break
Scope and Metrics
Terminology defined (process, software, user, data source)
In scope and out of scope boundaries documented
Discontinued and on hold work decision made
Success metrics defined
Completeness threshold set and frozen
Interview Guide and Subjects
Interview guide drafted (user track)
Interview guide drafted (manager track)
Florian Forster reviewed and approved interview guide
Named interview subjects identified per domain
All Execution interview slots booked on calendar
Pilot
Pilot interview conducted
Templates refined from pilot
Interview guide refined from pilot
Downstream Handover Criteria
Handover criteria agreed with I02 Automation owner
Handover criteria agreed with I03 Tool Consolidation owner
Handover criteria agreed with I04 UBDM owner
Handover criteria agreed with I07 Cognitize owner
Sign Off
Planning exit review with Florian Forster complete
Planning signed off, Execution cleared to start
Execution Checklist 0 / 0
16 Jan to 20 Feb 2027 . Main outcome, quality non negotiable
Software Register
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)
Xero, Stripe, Wise audited (financial stack)
Cross check against monthly licensing spend
Status per tool (active, on hold, discontinued)
User and Accounts Audit
Admin accounts documented per system
User accounts and permissions documented per system
Credentials location documented (password manager, vault)
Data Source Registry
One row per source with format, owner, frequency, access
Tagged, categorized and classified
UBDM input candidates flagged
Process Register . Commercial
Marketing processes cataloged (user + manager interviews)
Lead Generation processes cataloged
Sales processes cataloged (Bigin pipeline + Make flows)
Process Register . Delivery
Consulting cataloged
InquiryIQ implementation cataloged
Find My Planner matching cataloged
Event Consulting and FAM Trips cataloged
Beyond the Portfolio cataloged
Process Register . Admin, Docs, Management
Admin processes cataloged (invoicing, bookkeeping, HR, contracts)
Documentation processes cataloged
Management processes cataloged
Visualizations and Reports
Workflow visualizations built
Process visualizations enriched with performance data
Management Reports assembled
Quality
Every Process links to its Software
Every Process links to its Data Sources
Every Process links to its Users and Accounts
Zero orphan entries confirmed
Self review complete against completeness threshold
Florian Forster review and sign off
Post Mortem Checklist 0 / 0
23 Feb to 26 Feb 2027 . Handovers and team presentation
Handovers
Handover session with I02 Automation owner done
Handover session with I03 Tool Consolidation owner done
Handover session with I04 UBDM owner done
Handover session with I07 Cognitize owner done
Open items from each handover logged and routed to owning Initiative
Documentation and Next Steps
Complete documentation verified in Notion
Google Sheets backup synced to final state
Next steps captured and routed
Team Presentation
Team meeting presentation prepared
Team meeting delivered
Initiative formally closed
Open Decisions Before Preparation Starts (01 Dec)
  • Who owns Initiative 1 (decision needed, kickoff 01 Dec)
  • Is a second contributor assigned to share the Execution interview load
  • What is the completeness threshold to declare Execution complete (90 percent, 95 percent, 100 percent of agreed scope)
  • Does "known business activity" include discontinued work (Events Master Calendar) and on hold work (Annaina)
  • Who is the primary interview subject per domain (named, not role)
  • Password manager or credentials vault of record (needed for User and Accounts Audit)
Why I01 goes first. I02, I03 and I07 all consume the Registers produced here and cannot start until the Registers are published on 26 Feb. I04 (UBDM) starts its own Preparation 16 Jan while I01 is still in Execution, drawing its data source inventory directly from the Data Source Registry being built here. I06 (Commercial) runs from day one in parallel but on unrelated tracks. Running I02, I03 or I07 earlier in parallel would mean each rebuilding its own partial map, so the program compresses that into one well executed Execution here. Garbage in equals garbage out: Execution quality decides whether the whole Transformation stands on solid ground or sinks.