Pick one set of numbers to trust

Today, several financial pictures run side by side and don't agree. The work here is deciding which source is the one you trust for which question — and then a little clean-up so spend is recorded consistently and over-budget work is handled honestly rather than hidden.

Clears the way for: One clear financial picture · Early warning for clients & team

Decide who owns what

A lot of important work runs on informal ownership right now. Before a system can support an area, that area needs a named owner and a backup — for client relationships, the pipeline, scope conversations, reporting standards, and contractor management. Whatever we build inherits its owner; with no owner, it drifts.

Clears the way for: A new-business pipeline you can see · Early warning for clients & team

Write down how Wild Hive works

The foundational pieces of your methodology — how you approach strategic planning, how scope turns into a status update and an activity report, what every client gets as a baseline, and how a proposal comes together — mostly live in people's heads today. Getting them onto the page is the single biggest enabler in this document.

Clears the way for: The Wild Hive Way, made repeatable · On-brand content, faster · Reporting & recaps

Agree what counts as a lead

The prospect list falls out of date partly because there's no shared definition of what belongs in it. Settling what qualifies something to enter the pipeline, how often it's updated, and what moves a deal forward or marks it lost is a short conversation — but nothing pipeline-related works without it.

Clears the way for: A new-business pipeline you can see

Get comfortable re-pricing scope

This one is a habit, not a tool. When a client asks for more, the move is to say "here's what that adds to your budget" — with the language ready and an approval path agreed. The systems can flag when work is outrunning budget, but only your team can have the conversation.

Makes the most of: One clear financial picture · Early warning for clients & team

Decide where the raw materials live

Much of the reporting burden is really an assembly problem — photos, results, coverage, and scorecards live in different places, so every report starts with a hunt. Deciding, per client, where those materials live means a system can gather them instead of guessing.

Clears the way for: Reporting & recaps, drafted for you

Your foundation

Your Claude environment, set up and ready

The groundwork everything else sits on: getting your own Claude instance up and running and your team trained to use it. In one focused effort, we put in place:

• A working session with Allison and Kim to capture how Wild Hive talks and works — your identity, vocabulary, tone, and team structure — written up as standing instructions that teach the system your business, not AI in general.
• The workspace your team logs into, organized with a dedicated project for each of your active client accounts.
• The private, secure cloud space that runs quietly behind it.
• A decision on where your finished work gets published, plus time to get the team comfortable using it day to day.

Your creation tools

The Creator Package

Sitting on top of that foundation are the tools that produce your branded work, plus the brand kit that makes everything look like you:

• Ready-to-use tools for building branded slide decks, long-form pages, and quick interactive pieces — and publishing them with a click.
• Your Wild Hive brand kit — colors, fonts, logo, design system — so everything these tools produce comes out on brand.

Together they're the shared engine the later per-client work draws on: reporting, recaps, and on-brand materials all plug into these tools rather than starting from scratch.

A strategic home base for every client

A living client knowledge hub

Each of your clients gets a single living hub that holds everything your team knows about them, pulled together from where that knowledge actually lives today — files in SharePoint, conversations in Teams, and documents in Google Drive. It does three things:

• Instant recall — ask a plain question like "what did we decide about this client back in March?" and get a clear, sourced answer instead of digging through folders and chat history.
• One shared picture — the team works from one complete, current view of each account instead of scattered fragments in different people's heads and inboxes, so strategy, planning, and hand-offs all start from the same ground.
• Knowledge that stays — what the agency knows about a client no longer walks out the door when someone's away or moves on.

Connecting to SharePoint and Teams is genuinely new work — the first time we're building those connections — and once in place they draw on all three sources at once, running continuously so the hub stays current as each client's history grows. Your part: decide, per client, which folders and channels are in scope, and loop in your Microsoft administrator for the secure, read-only access it needs.

One clear financial picture

A single, trusted view of the numbers

Today your financial reality is split across at least three places that don't agree — your project and time data in Workamajig, Leanne's billing workbook, and the various budget trackers individual account managers keep — so it's hard to fully trust any one view of where an account stands. This pulls it together:

• We connect the two sources that hold the real numbers — Workamajig and Leanne's billing workbook — and sit down with Kim and Leanne to capture the logic that makes them mean what they mean: how project codes work, when contractor costs land, what counts as an overage, and the quirks in how work gets marked as billed.
• A plain-language snapshot on a regular cadence shows where each account stands against budget and flags anything running hot while there's still time to act.
• Anyone can ask a financial question on the spot — "how's this client tracking right now?" — and get a fresh answer from live data.

Your part is mostly getting the billing workbook into a shared, connectable form and joining that one working session so the logic is captured correctly.

A new-business pipeline you can see

A clear view of what's in play

Right now your pipeline lives in a spreadsheet that falls out of date, so it's hard to know what's really in play, what's gone quiet, or how often you're actually winning. This turns it into something you can manage from:

• Reads your pipeline spreadsheet and flags what needs attention — opportunities missing key details, entries that were never properly qualified, and deals that have sat in the same stage too long.
• Advises rather than writes — a single owner stays the only one who updates the sheet — which keeps the data under your control while trust builds.
• Surfaces what's stalled or aging on a regular cadence, and answers on the spot: "what's in the hunt, what's stuck, what's our win rate?"

The key piece on your side is a short working session with Kim and whoever will own the pipeline to settle the ground rules — what counts as a lead versus a passing conversation, what moves a deal from one stage to the next, and how often it's updated.

Early warning for clients and team

See which relationships need attention

Where the financial picture reports the numbers and the pipeline tracks new business, this does a different job: it watches the health of your existing client relationships and flags the ones that need a conversation.

• Looks for the softer signals that usually surface too late — a client who's gone quiet, scope creeping past what was agreed, an account gone flat when it looks ripe for more, satisfaction starting to slip.
• Gives leadership a short, plain digest on a regular cadence: which accounts are at-risk, which look like upsell opportunities, and which have stalled — each item naming the specific signal that triggered it.
• Can extend to team health — spotting where workload or capacity is under strain — once you decide which signals matter, kept at the level of patterns and never individuals.

The financial and budget data feed in as one input among several, but the value is the judgment layered on top, not the numbers themselves. Your part is a working session with Allison and Kim to define what "at-risk," "likely-upsell," and "stalled" mean for Wild Hive — and because it draws on the financial picture and the pipeline, it's strongest once those two are in place.

The Wild Hive Way, made repeatable

Your best methods, captured and reusable

The way Wild Hive does its best work — how you approach strategic planning, how you scope a proposal, how a scope turns into an activity report — mostly lives in a few people's heads today. This captures it once and makes it reusable by anyone on the team. From a single shared working track with Allison and Kim, run over two or three sessions, we build three connected guides:

• Strategic-planning companion — walks the team through your framework, asking the right questions in the right order and producing a draft in the shape leadership wants.
• Proposal helper — codifies the scoping judgment Kim uses to land the "Goldilocks" middle by default, neither bloated with five people nor one person carrying the whole thing, so new business starts from a sound shape.
• Activity-report shaper — turns an agreed scope into a clean, consistent report, ending the three-versions-in-three-fonts problem.

Together they take the expertise that makes Wild Hive Wild Hive and turn it into a shared asset — so the quality of a plan, a proposal, or a report no longer hinges on who happens to be working on it or whether Kim has the bandwidth that week. New team members get up to speed faster, leadership's standards are built in from the start, and every engagement begins from your best thinking instead of a blank page. This is the build that turns "it depends" and "ask Kim" into something the whole team can run.

On-brand content and materials, faster

Content and materials that sound and look like the client

Two capabilities in one build, built first for Potatoes USA, whose brand and voice are well-defined enough to prove the pattern cleanly:

• A writing system — first drafts that already sound like the client instead of generic AI, built from their brand book and real writing samples, with rules that strip out the tells that make content read as machine-written, plus a compliance-safe variant for nutrition work that bakes in USDA language. Your experts stay the final reviewers; the system just gets them to a strong draft far faster.
• A brand kit — the client's colors, fonts, logo, and layout patterns captured once, so the team can produce on-brand materials like one-pagers, strategy summaries, and campaign briefs as a fill-in-the-details exercise. We template the handful of formats you produce again and again, so each new one starts most of the way done.

Together, content and branded pieces that used to mean a from-scratch effort every time come out fast, consistent, and unmistakably the client's — freeing your team for the thinking and creativity that actually needs a person. Your part is light: share the brand book and voice samples plus Allison's steer on the nutrition rules, and the onboarding handles much of the rest. Prove it with Potatoes USA, and the same pattern rolls out to your other clients as a lighter lift each time.

Where this could grow later: with a brand kit in place, more of your simpler design work — fact sheets, social graphics, on-brand ad variations — could come in-house over time, leaving only the most sophisticated pieces with an outside designer. A direction to explore down the road, tied to a hiring decision as much as to tooling — not part of what's proposed here.

Reporting & recaps, drafted for you

The repetitive assembly work, automated

The same pattern shows up across several of your recurring deliverables: the information already exists somewhere, but a person stitches it together by hand every cycle. This tackles three of those, each built first for the client where the pain is sharpest:

• Scorecard (built first for Potatoes USA) — automates the manual counting Kim does every quarter, like citations and people talked to, and is ready for the per-message scoring system launching next year.
• Coverage email (built first for Prunes) — takes the weekly media-coverage export, filters out the noise and keeps the mentions that actually matter, scores them against your message goals, and drafts the Thursday coverage email.
• Committee deck composer (built first for Potatoes USA) — builds the data-heavy sections of the quarterly committee deck automatically, drawing on the outputs of your other systems and dressing them in the client's brand kit, so you start from a strong draft and spend your time on photos and storytelling rather than assembly.

Together these hand back the hours that today disappear into digging through a hundred files and folders and hopping between tools — turning recurring assembly into near-final drafts your team simply refines. We prove each with the client where it bites most, and from there the same pattern extends to your other accounts as a lighter lift each time.