9. Dev Check-ins

Dev Check-ins

Outcome: Client informed via right channel at right time -- no surprises at UAT Trigger: Development begins (after specs extracted) Duration: Weekly calls (30 min) + async updates as needed

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Communication Model

Channel	When	Internal Review	Time
Email	Small progress notes	No	5 min
Loom	Spec completes	Yes (Dan)	15-20 min
Call	Weekly	No	30 min

Rule of thumb:

• Finished a spec? → Loom

• Quick FYI? → Email

• End of week? → Call

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Part 1: Milestone Looms (When Spec Completes)

When a spec moves from in_progress to complete, record and send a milestone Loom.

Record the Loom (5-10 min)

1. Open n8n with the workflow visible

2. Record showing:

   • What was built (the spec that's now complete)

   • Quick demo of it working

   • Any decisions made during implementation

3. Keep it under 5 minutes

Internal Review (Required)

1. Share Loom link in Slack to Dan

2. Ask: "Good to send to client?"

3. Incorporate any feedback

4. Re-record if needed

Send to Client

Once Dan approves, send via email:

Subject: {Workflow Name} - {Spec Name} Complete ✓

Hi {Name},

Quick update — we've completed {Spec Name}!

WHAT'S NOW WORKING
{1-2 sentence description}

DEMO
{Loom link}

NEXT UP
{Next spec we're starting}

Questions? Just reply.

Cheers,
{Your Name}

Update settings.json

After sending, ensure specs[].status is "complete" for this spec.

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Part 2: Progress Emails (Small Updates)

For quick FYIs between milestones — no Loom needed.

When to Send

• Started work on a new spec

• Hit a minor snag (not a blocker)

• Small win worth sharing

• Anything the client should know but doesn't need a demo

Template

Subject: Quick Update - {Workflow Name}

Hi {Name},

Quick note: {1-2 sentences about what's happening}

No action needed — just keeping you in the loop.

Cheers,
{Your Name}

Keep it short. If you're writing more than 3 sentences, it's probably a Loom.

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Part 3: Weekly Calls (30 min)

Weekly sync to maintain alignment and surface blockers.

Agenda

Section	Time	Content
This Week	10 min	Specs completed, work done
Blockers	10 min	What's slowing us down, what we need
Next Week	5 min	Which specs we'll tackle
Action Items	5 min	Clear owners and dates

Pre-Call Prep (5 min)

• Review specs completed since last call

• List any blockers or pending questions

• Know which specs are next

Post-Call Recap Email

Same day, send brief recap:

Subject: Check-in Recap - {Client Name} - Week {X}

Hi {Name},

Quick recap from our check-in:

THIS WEEK
• {Spec completed}
• {Other progress}

BLOCKERS
• {Blocker or "None - on track!"}

NEXT WEEK
• {Specs we'll work on}

NEXT CALL
{Day, Date} at {Time}

Talk soon!
{Your Name}

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If Client Raises New Requirements

New request during check-in?
├── Acknowledge: "Good idea!"
├── Assess: Is this in scope?
│   ├── YES → "We can include that"
│   └── NO → "That's a great Phase 2 item"
├── Document: Add to notes
└── Follow up: If major, use Scope Change Process (Sign-Off & Go-Live)

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If Behind Schedule

Be transparent:

1. Acknowledge the delay

2. Explain why (without excuses)

3. Present recovery plan

4. Adjust expectations

Template:

"We hit [blocker] this week. We're [X] days behind. Here's our plan to catch up: [plan]. This means UAT will likely be [new date]. Does that work?"

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Email Templates

milestone-loom

When to send: When a spec completes (after Dan's review) Command: /create:email {CODE} --type milestone-loom

Subject: {Workflow Name} - {Spec Name} Complete ✓

Hi {Name},

Quick update — we've completed {Spec Name}!

WHAT'S NOW WORKING
{1-2 sentence description of the completed spec}

DEMO
{Loom link}

NEXT UP
{Next spec we're starting}

Questions? Just reply.

Cheers,
{Your Name}
The Entourage AI

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progress-note

When to send: Small updates between milestones Command: /create:email {CODE} --type progress-note

Subject: Quick Update - {Workflow Name}

Hi {Name},

Quick note: {1-2 sentences about what's happening}

No action needed — just keeping you in the loop.

Cheers,
{Your Name}
The Entourage AI

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check-in-recap

When to send: Same day after each weekly check-in call Command: /create:email {CODE} --type check-in-recap

Subject: Check-in Recap - {Client Name} - Week {X}

Hi {Name},

Quick recap from our check-in:

THIS WEEK
• {Spec completed}
• {Other progress}

BLOCKERS
• {Blocker or "None - on track!"}

NEXT WEEK
• {Specs we'll work on}

NEXT CALL
{Day, Date} at {Time}

Talk soon!
{Your Name}
The Entourage AI

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Verify

• Milestone Loom recorded for each completed spec

• Dan reviewed Loom before sending to client

• Progress emails sent for small updates

• Weekly call completed (or rescheduled)

• Post-call recap sent same day

• All action items have owners and dates

• Next call confirmed in calendar

Next: UAT (when development complete)