# 9. Dev Check-ins

## Dev Check-ins

**Outcome:** Client informed via right channel at right time -- no surprises at UAT **Trigger:** [Development](https://internal-docs.theentourageai.com/ai-automator/development) begins (after specs extracted) **Duration:** Weekly calls (30 min) + async updates as needed

***

### 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

***

### 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.

***

### 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.

***

### 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}
```

***

### 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)
```

***

### 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?"

***

### 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
```

***

#### 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
```

***

#### 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
```

***

### 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](https://internal-docs.theentourageai.com/ai-automator/uat) (when development complete)