Who Does What During a Workflow Optimization Project?

Every project is a partnership. This guide gives a quick overview of who’s responsible for what during your engagement, so expectations stay clear and momentum stays strong.

You can use this as a reference throughout your project—especially during handoffs or when you’re adding new team members to the mix.

🧩 What Cirface Owns

• Running discovery sessions and capturing requirements

• Designing sandbox environments and workflow prototypes

• Building and configuring projects in your Asana environment

• Delivering training sessions and coaching

• Managing the project plan, timelines, and deliverables

• Providing documentation (SOPs, templates, recordings)

• Offering recommendations based on best practices

• Ongoing support (if enrolled in a support plan)

🧠 What Your Team Owns

• Assigning internal champions and decision-makers

• Submitting workflows via Loom + the Workflow Definition Form

• Granting access to your Asana workspace and tools

• Providing timely feedback during testing and validation

• Participating in trainings and internal adoption

• Approving deliverables and raising red flags early

• Implementing internal change management (if support not included)

🔄 What We Co-Own

• Weekly status check-ins

• Timeline accountability (we’ll hold you to it—you hold us to it)

• Shared documentation folder access

• Change requests or new workflows outside of original scope

• Communication norms: clear, prompt, collaborative

💡 Tip

If you’re ever unclear on who’s responsible for something, just ask your Cirface Project Manager. We’ll clarify it right away—no runarounds.