Studio Forma
A simple system for a four-person design company, so every new client starts the same way and nobody has to remember what comes next.
The business
Studio Forma is an imagined design company with four people, working on four to six client jobs at a time.
The work is good. But keeping track of it depends on a shared email inbox, a group chat and one person’s memory.
The problem
- New clients send their details bit by bit, so the first meeting is spent asking for the basics.
- Work sometimes starts before the contract is signed or the deposit is paid.
- Nobody can see at a glance which jobs are running late.
- Passing work to the next person, like “this is ready for you to check,” only happens if someone remembers to send a message.
What koya made
One clear path from “yes, let’s do it” to “all done.” A new client fills in one form with everything the team needs. That form sets up the job automatically: the to-do list, who does each task, and when each one is due.
A short checklist makes sure the contract is signed and the deposit is paid before work starts. Once it’s all ticked, the job moves forward on its own. Reminders handle the hand-offs people used to forget, and one overview shows every job and anything that’s running late.
What’s included
- A new-client form that collects everything up front
- Ready-made to-do lists for each type of job
- An overview of every job and how far along it is
- A task board where you can see and move work along
- A start-of-job checklist (contract, deposit, welcome email)
- Automatic reminders and next steps
- A short written how-to guide for the team
Why it’s built this way
A logo project and a website need different steps. Short, specific lists get used. One giant list gets ignored.
The lists say “designer” or “project manager,” so they still work when someone new joins.
The job only starts once the checklist is done. That protects the business’s cash flow.
The welcome email is written automatically, but someone reads it before it goes out. The system handles the busywork, not the relationship.
What you’d get
- The whole system set up for you in Asana, a popular to-do and project app with a free plan
- A new-client form you can send with your quote or link from your website
- Simple written guides for how your business handles each step
- A walkthrough with you and your team, plus a check-in two weeks later
The sample works on its own so you can try it. It isn’t connected to Asana. Some Asana features need a paid plan; we’d check what you need before starting.
Is your business running on memory?
Business Systems Reset starts at $500. Tell us where things slip through the cracks.