1
Contents
01
Daily Standup
02
EOD Update
03
Monday Dashboard
04
Friday Retro
05
Client Management
06
Finance & Payments
07
Social Approval Flow
08
Project Tracking
01
Daily Standup
15-minute sync at 10:00 AM IST. Surface blockers, confirm priorities, keep projects moving. Atrayee facilitates. Gauri listens for people-side patterns. This replaces the founder as the daily information router.
10:00 AM
Daily Trigger
15 min
Max Duration
3 Questions
Fixed Format
24h
Blocker SLA
Atrayee
Facilitator
Opens call sharp at 10:00 AM. Logs blockers in #standup-log. Routes to Dept Leads, escalates to Naveen if unresolved by 12:00 PM next day.
Gauri
People Observer
Listens for overload, disengagement, confusion. Flags patterns to Atrayee after standup. Does not disrupt flow.
Naveen
Decision Only
Attends only when tagged on specific decision. Responds to escalated blockers by 12:00 PM next day.
Figure 1 — Daily Standup Flow: 3 Questions → Blocker Log → Route → Escalate if Needed
Slack
Standup call + log
ClickUp
Task visibility
Google Meet
Video call
Routine
No blockers raised
Blocker
Dept Lead resolves 24h
Escalated
Naveen by 12 PM next day
02
EOD Update
Fixed format daily status by 7:00 PM IST. Every active team member posts to #eod-updates. Format: DONE | SLIPPED | AT RISK | NEED INPUT. Atrayee scans for operational risks. Gauri does weekly people-pattern analysis.
7:00 PM
Daily Deadline
4 Fields
Fixed Format
8:00 PM
Atrayee Review
Weekly
Gauri Analysis
Format requirement:
Team Member
Post EOD Update
Format: DONE | SLIPPED | AT RISK | NEED INPUT with ClickUp links and reasons.
7:00 PM daily
Atrayee
Scan & Flag Risks
Route operational risks to relevant Dept Lead. Consolidate systemic issues for Naveen if critical.
8:00 PM same day
Gauri
Weekly Pattern Review
Analyze who is consistently overloaded, slipping, or disengaged. Flag patterns to Atrayee and/or Naveen.
Fridays before retro
Slack
#eod-updates channel
ClickUp
Task links + tracking
03
Monday Dashboard
Weekly leadership snapshot delivered Monday 10:30 AM. Atrayee assembles. 7 sections: Active Projects, Pipeline, Revenue, Capacity, People Health, Risks, Decisions Needed. Input deadline: Friday 6:00 PM from Dept Leads + Gauri.
7
Dashboard Sections
Monday 10:30 AM
Delivery Time
Friday 6:00 PM
Input Deadline
Cross-Dept
Visibility
Figure 2 — Monday Dashboard: 7 Sections, Friday Input, Monday Delivery
Slack
Delivery + discussion
ClickUp
Project status
Google Sheets
Dashboard data
Google Drive
File storage
04
Friday Retro
30-minute retrospective at 5:00 PM IST. Gauri facilitates. Atrayee tracks action items. What went well, what went wrong, what to change. Top 2-3 action items committed. Sensitive issues go offline to Gauri. Naveen does not attend.
5:00 PM
Retro Time
30 min
Duration
2-3
Action Items
No Naveen
Psychology Safe
Psychological safety rule:
Gauri
Facilitate Discussion
What went well? What went wrong? What to change? Encourage honesty and team input.
5:00–5:25 PM
Atrayee
Capture Action Items
Document top 2-3 action items with owners and deadlines. Post to #retro channel.
By 6:00 PM
Gauri
Handle Sensitive Issues
Sensitive feedback discussed offline with Gauri after retro ends. Not brought to Naveen unless escalation needed.
Following week as needed
Slack
#retro channel
Google Drive
Retro notes
ClickUp
Action tracking
05
Client Management
9-step client lifecycle: Inquiry ‚Üí Scoping ‚Üí Activation Gate ‚Üí Onboarding ‚Üí Communication ‚Üí Review ‚Üí Revision Control ‚Üí Delivery ‚Üí Closure. PM owns execution. Naveen handles commercial gates only. All deliverables pass Pranay QC. 2 revision rounds included default.
9 Steps
Client Workflow
1 Gate
Activation (50% + SOW)
2 Rounds
Default Revisions
100%
QC Pass Mandatory
Figure 3 — Client Lifecycle: 9 Steps with Activation Gate & QC Pass Requirement
PM (Atrayee)
Process Owner
Manages all 9 steps. Routes to Dept Leads. Updates client status. Tracks revisions. Ensures QC pass before delivery.
Naveen
Commercial Gate
Approves SOW and advance payment confirmation only. Does not attend production meetings. Commercial decisions only.
Pranay
QC Lead
Mandatory quality review of all deliverables. No delivery without QC pass. Flags issues to PM.
ClickUp
Project + task tracking
Gmail
Client comms
Frame.io
Review + feedback
Google Drive
Assets + docs
Quick updates
tl;dv
Call transcripts
Written SOW before activation
50% advance payment confirmed by Gauri
All deliverables pass Pranay QC
Max 2 revision rounds included
Client signs off before closure
06
Finance & Payments
Gauri operates day-to-day. Naveen designs V1 framework. Invoice within 24 hours of SOW. 50% advance before activation. Follow-up: Day 3, 5, 7 reminders. Day 14: Naveen follows up. Expenses: Gauri approves up to INR 5K, above that Naveen.
24h
Invoice Deadline
50%
Advance Payment
INR 5K
Gauri Approval Limit
Day 14
Naveen Escalation
Gauri
Create Invoice
Issue invoice within 24 hours of SOW signed. Use template. Include payment terms (50% advance + balance on delivery).
Same day as SOW
Gauri
Advance Payment Gate
Confirm 50% advance payment received before activation. Unlock project gates. Log in ClickUp.
Before step 4
Gauri
Payment Follow-up
Day 3, 5, 7: Send gentle reminder. Day 14: Escalate to Naveen for personal follow-up.
On schedule
Gauri
Monthly Close
Reconcile all invoices, payments, expenses. Final close by 5th of each month.
By 5th of month
No Issue
Payment received on time
Reminder
Day 3–7 gentle nudge
Escalation
Day 14 Naveen follows up
Hold
No delivery until paid
Google Sheets
Invoice tracking
Gmail
Invoice delivery
Google Drive
Templates + docs
Banking Portal
Payment confirmation
07
Social Approval Flow
4 lanes: Lane 1 (Founder Video), Lane 2 (Naveen X/Web3), Lane 3 (Brand Social), QC (Pranay). Lane 1 = 24h auto-approve. Lane 2 = NO auto-approve on personal accounts. Performance metrics logged 48h after publish.
4
Content Lanes
24h
Lane 1 Auto-Approve
Manual
Lane 2 Approval
48h Post
Metrics Log
Figure 4 — Social Approval Flow: 4 Lanes with QC Gate & Performance Tracking
Devansh + Naveen
Lane 1 Owners
Founder video content. 24h auto-approval after QC pass. Direct publish.
Naveen + Arpit
Lane 2 Owners
Naveen personal X/Web3. NO auto-approve. Manual approval every time. High sensitivity.
SM Manager/Atrayee
Lane 3 Owner
Brand social accounts. Standard approval workflow. QC pass required.
Pranay
QC Gate
Mandatory QC on all lanes. Brand voice, accuracy, technical quality. Flags issues before publish.
Slack
Approval reviews
Google Drive
Content staging
08
Project Tracking
Atrayee owns the system. Dept Leads own execution. ClickUp project created within 4 hours of activation. Fixed pipeline: Not Started ‚Üí In Progress ‚Üí Internal Review ‚Üí QC ‚Üí Client Review ‚Üí Approved ‚Üí Done. Daily status updates. 48h milestone notifications.
4h
Project Setup
7 Stages
Fixed Pipeline
Daily
Status Updates
48h
Milestone Alert
Figure 5 — ClickUp Project Pipeline: 7 Fixed Stages with Closure Gate
Atrayee
Create ClickUp Project
Set up project with fixed pipeline. Assign to relevant Dept Lead. Add all tasks. Link to client project in drive.
Within 4h of activation
Dept Lead
Daily Status Updates
Update task status and progress daily. Move tasks through pipeline. Flag blockers. Add comments.
Every working day
ClickUp project created within 4 hours
Fixed 7-stage pipeline applied
Daily status updates from Dept Lead
All tasks moved to Done status
QC pass recorded
Client sign-off captured
Final payment confirmed
Atrayee
System Owner
Creates projects. Monitors pipeline health. Sends milestone alerts. Enforces closure requirements.
Dept Lead
Execution Owner
Owns execution. Updates status daily. Moves tasks through pipeline. Flags blockers.
Pranay
QC Gate
Mandatory QC review. Cannot move to "Done" without QC pass.
IX
Master Operations Flow
Complete overview of how all 8 SOPs interconnect across a weekly and monthly cadence. Each SOP feeds data into the next, creating a unified operations system.
Figure 6 — Master Operations Flow: Daily → Weekly → Project Lifecycle → Data Integration
Vortex Films + Vortex Labs
Operations SOP Stack — v2.1 — March 2026
1
2
3
1
2
3
2
3
4
1
2
Google Docs
Copy & captions
Frame.io
Video review
ClickUp
Content calendar
Dept Lead
Daily Status Updates
Update task status and progress daily. Move tasks through pipeline. Flag blockers. Add comments.
Every working day
3
Dept Lead
Daily Status Updates
Update task status and progress daily. Move tasks through pipeline. Flag blockers. Add comments.
Every working day
4
Owner
Version
Date
Status
Active
March 2026
v1.1
Naveen Kumar
Standard Operating Procedure
Operations SOP Stack
8 core processes defining daily standup, EOD updates, Monday dashboard, Friday retro, client management, finance, social approval, and project tracking.