Set the project intake scope
Triage New Project Requests starts with a written boundary. Name the event, the source, the owner, the evidence, and the point where the work must stop. A clear rule keeps coordination separate from priority, budget, and management decisions.
The main risk is that a request can start without a priority or an available owner. Record the source and time before changing a status.
Capture the evidence
A usable record includes request, requester, outcome, priority, capacity, owner, and decision. Keep the source beside the record so another reviewer can reconstruct what happened.
The operations lead confirms the decision or exception. The coordinator can triage the request, check criteria, and route decisions, but should not fill a gap with an assumption.
| Evidence | Purpose | Owner |
|---|---|---|
| Source record | Shows what was known | Coordinator |
| Current state | Shows the next action | Coordinator |
| Decision note | Shows who approved | Accountable owner |
Separate preparation from judgment
Decisions about priority and resourcing decisions remain with the authorized owner. Use three labels: proceed under the rule, pause for missing evidence, and escalate for a decision.
Run the review
Review intake age, missing criteria, and unowned requests. Sort by age, owner, and exception reason. For example, a request arrives from an executive without a brief. Record what evidence was available and who owned the next step.
Pilot one workflow
Start with one request type. Test the checklist on a small batch and review exceptions with the owner. Expand only after the workflow produces a reviewable record.