This is the single source of truth for how Hypenext operates — from deal signed to invoice sent. Every role, every handoff, every standard. Built to scale.
12
Workflow stages
17
Sections covered
6
Weekly touchpoints
v1.0
June 2026
START HERE
Deal → Invoice
12-stage master workflow. Every stage has an owner, output, and deadline.
OWNERSHIP
RACI Matrix
Who is responsible, accountable, consulted, and informed — for every activity.
NEW PM
PM Playbook
Day-1 guide for the Project Manager. What you own, what you don't, week 1 & 2 plan.
Section 01
Deal to Invoice — Master Workflow
Every project follows this exact sequence. No stage is skipped. Click any stage to expand the rules and exit criteria.
#
STAGE
OUTPUT / DELIVERABLE
OWNER
MAX
Non-negotiable rules
Stage 3→4 handoff MUST be documented in writing. Client approval must be IN WRITING — verbal does not count. Invoice can ONLY be issued after PM confirms all deliverables in tracker are marked DONE. Any delay must be flagged to PM minimum 2 days before deadline.
Section 02
RACI Matrix
Every activity mapped to ownership. No ambiguity on who does what.
R — Responsible: Does the workA — Accountable: Owns the outcomeA/R — BothC — Must be ConsultedI — Must be Informed
Section 03
Team Capacity Plan — All Divisions
Maximum output per person per division, calculated at full capacity on a single task type. Real-world output is lower due to mixed tasks — use the simulation tab to get realistic client load numbers.
How to read this
Numbers below = max output if 1 person focuses 100% on that single task. Real-world: mix of tasks means effective capacity is ~60–70% of these numbers per person. 1 PIC can comfortably handle 2 clients; 3 clients causes delay on the third.
Important note on production numbers
110 static posts or 160 story assets = what 1 GD can produce if ONLY doing that one asset type all month. In practice, a GD handles a mix — so realistic output per GD is ~40–50 static posts + 50–60 stories + 10–15 ad creatives across all clients combined.
3 Client Scenarios — Click to Explore Each
Different clients require different service mixes — and hit different bottlenecks. Scenario A = SMM + KOC (internal TikTok) + Ads. Scenario B = SMM + KOL campaign (external creators). Scenario C = Full ecomm enabler (OUNA model). Click each to see resource load and max client count.
Section 04
Weekly Operating Rhythm
Non-negotiable. Same day, same time, every week. Click any meeting to see the agenda.
Section 05
SLA & Response Time Standards
Every type of request has a maximum response time. These are not targets — they are commitments.
Internal Communication SLA
SLA Breach Protocol
If any SLA is breached, PM logs it. Three breaches in one month by the same person triggers a formal 1-on-1 review with manager. Five breaches triggers escalation to Mikhael.
Section 06
Escalation Matrix
When something goes wrong, this is the exact path. No guessing. No waiting to see if it resolves itself.
Zero-Delay Rule
PM never waits more than 24 hours to escalate a blocker. Silence is not a solution. If in doubt — escalate. Over-communicating is never punished. Under-communicating always is.
Section 07
Quality Checklist
Every deliverable must pass this checklist before going to the client. Interactive — check off items as you review.
QC Progress0 / 0 checked
Section 08
Client Approval Protocol
The single biggest cause of delays at Hypenext is last-minute client approvals. This protocol eliminates that.
Approval Process Rules
Section 09 — Template
Job Order
Created by PM within 24 hours of deal signing. Single source of truth for every project.
JOB ORDER — Fill & Print
Section 10 — Template
Content Brief
No brief = no production. Every piece of content starts here.
CONTENT BRIEF — Fill & Print
Section 11 — Template
KOL Campaign Brief
No brief = no outreach. No contract = no product shipped. No exceptions.
KOL CAMPAIGN BRIEF — Fill & Print
Non-negotiable KOL Rules
No product shipped and no payment released until contract is signed. Creator list must be client-approved before outreach begins. All posts must be documented with live URLs within 24 hours of going live.
Section 12
Budget & AR Process
All spending goes through this process. No exceptions. Unauthorized spending will not be reimbursed.
Budget Rules
All budget must be settled within the same calendar month. Budget above ₱10,000 requires Mikhael signature regardless of manager approval. KOL creator payments: released only after contract signed AND content posted AND link submitted.
Section 13 — PM Playbook
Project Manager Guide
Your operating manual. Read before Day 1. Refer to every week.
Your Role in One Sentence
You are the connective tissue of Hypenext — you make sure nothing falls through the cracks between Creative, Production, KOL, Ads, and the client.
First 2 Weeks Plan
Master Tracker — Required Columns
One tab per active client. All columns required.
JO #
Deliverable
PIC
Start Date
Due Date
Status
Blocker
Client Approval
Notes
JO-2026-06-001
TikTok Video x4
Jerico
1 Jun
15 Jun
IN PROGRESS
Waiting script
Pending
—
Status options: NOT STARTED / IN PROGRESS / FOR APPROVAL / APPROVED / DONE / DELAYED / BLOCKED
Escalation Rule
If a deliverable is DELAYED or BLOCKED and PIC has not raised it within 24 hours — you raise it. You do not wait. You do not assume. You flag it same day.
Section 14
Client Onboarding Checklist
Every new client goes through this. Completed by PM within the first week of deal signing.
Section 15
Scope Change Process
When a client requests something outside the original scope — this is the exact process. No freebies, no silent additions.
PM Onboarding Plan
30–60–90 Day PM Plan
The PM does not arrive and immediately push everyone. First 30 days: observe and align. Next 30: establish rhythm. Final 30: own the system fully. This protects the team from chaos.
Mikhael's Expectation — Read This First
The goal is not speed. The goal is alignment. A PM who pushes too hard too fast will break team trust and create more chaos than before. The first 30 days are about earning the right to push — by understanding every project, every person, and every bottleneck first.
Primary Goal
Understand everything before changing anything
You are here to learn the current state — not to fix it yet. Build trust with each manager. Do not challenge existing processes publicly in the first 30 days.
What Success Looks Like
By Day 30: you can tell Mikhael the status of every active project, who is bottlenecked, and what the top 3 risks are — without anyone briefing you that week.
Week-by-Week Tasks — Day 1 to 30
People You Must Understand — 1-on-1 Checklist
What NOT to do in Day 1–30
Do not send urgent messages to team members about tasks you don't fully understand yet. Do not restructure anything. Do not tell team members their current process is wrong. Observe, document, ask questions in private. Save recommendations for your Day 30 report to Mikhael.
Primary Goal
The weekly rhythm is running. Everyone knows the cadence.
By Day 60 the 6 weekly meetings are non-negotiable habits. Master Tracker is updated every Monday. No one is surprised by deadlines anymore.
What Success Looks Like
By Day 60: Mikhael has not had to ask "what's the status of X?" because the answer is already in the Friday CEO Pulse report every week.
Day 31–60 Focus Areas
How to push without creating chaos
By now you know who responds well to direct push and who needs more context first. Use that knowledge. Push through the system (tracker, meetings, follow-ups) — not through personal pressure. If something is at risk, raise it to the manager first, not directly to the team member.
Primary Goal
You run this without Mikhael micromanaging
By Day 90 Mikhael only needs 15 minutes on Friday to make decisions. Everything else you handle. Projects are on time. Invoices go out on EOM. No service gets missed.
What Success Looks Like
By Day 90: zero services missed from any invoice. Zero client go-live delays caused by internal miscommunication. Mikhael is out of the day-to-day operations loop.
Day 61–90 Ownership Milestones
Day 90 Self-Assessment — Can you answer yes to all of these?
Section 16
Finance & Monthly Closing
The complete flow from daily transactions to monthly close to tax reporting. Covers Mara, Katriel, and the third-party accounting firm.
• Validate all transactions vs supporting docs
• Reconcile actual spend vs budget
• Coordinate with PM on deliverables for billing
• Issue invoices (target: transition from Mikhael)
• Pass closed books to third party
• Monthly report to Mikhael
Currently: Mikhael issues invoices and handles Cost Estimates (CE). Target: Katriel takes over invoice issuance once coordination with PM is established. Katriel must confirm completed deliverables with PM before issuing any invoice. CE/proposals remain with Mikhael until further notice.
Section 17
Invoice Reconciliation Checklist
This exists because of one real incident: a service was delivered but never invoiced. This checklist ensures it never happens again. Katriel runs this with PM before every invoice is issued.
The Rule That Prevents Revenue Leakage
No invoice is issued until Katriel and PM have completed this reconciliation together. PM owns the deliverables list. Katriel owns the contract scope. Together they confirm every line item before billing.
Per-Client Reconciliation — Run EOM-5 (5 days before month end)
Deliverables Confirmation Table — PM submits to Katriel
Client
Service
Contracted?
Delivered?
Invoiceable?
Notes
Diabetasol
SMM — June
Yes
Yes
✓ Yes
—
Diabetasol
Paid Ads — June
Yes
Yes
✓ Yes
—
Diabetasol
KOL Campaign
Yes
Partial
⚠ Partial
3 of 5 creators posted
FiberCreme
SMM — June
Yes
Yes
✓ Yes
—
FiberCreme
KOL — June
Yes
No
✗ Not yet
Delayed — do not invoice
This is an example. PM fills in actual data each month and submits to Katriel by EOM-5. Katriel cross-checks against signed contract scope before issuing invoice.