naive-framework 0.0.0-stage → 0.1.0

package/purpose/checklists/vault-and-tooling-consultancy-setup.md

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+---
+type: checklist
+ai-model: none
+source: human
+created: 2026-05-19T05:11:51Z
+tags: [methodology, consultancy, vault-setup, tooling, checklist, anything-factory]
+related-ideas:
+  - "[[idea-187]]"
+related-entities:
+  - "[[everything-ecosystem]]"
+status: living-document
+---
+
+# Vault + Tooling Consultancy Setup Checklist
+
+A working checklist for setting up another operator's vault, AI tooling, methodology layer, and external tool connections — regardless of industry. Use it as a session-by-session guide; not every customer needs every item.
+
+This is a *living document*. After each engagement, refine the checklist with what you learned.
+
+---
+
+## Phase 0 — Pre-engagement (before first session)
+
+- [ ] **Scope conversation** — what does the customer want at the end of this engagement? One-session setup, or multi-session articulation?
+- [ ] **Pricing agreement** — hourly, fixed project, or retainer. Captured in writing.
+- [ ] **Contract / engagement letter** — basic terms, IP ownership (customer owns their vault), confidentiality, cancellation
+- [ ] **Discovery questionnaire** sent ahead of session — what do they sell, who do they serve, what tools do they use, what's painful
+- [ ] **Hardware/OS check** — Mac / Windows / Linux. Obsidian works on all; Claude Code works on macOS/Linux/WSL; Cowork is macOS for now
+- [ ] **Schedule** — 2-4 hour blocks work better than 1-hour sessions for setup work
+- [ ] **Pre-share methodology overview** — give them a one-pager so they're not blind on session-day
+
+## Phase 1 — Discovery / intake (first hour of first session)
+
+- [ ] **BASED elicitation** — what's the fullest extent of what they want this business to become? Don't accept pre-narrowed answers.
+- [ ] **Business shape** — solo / partnership / team / has-employees / has-physical-location / online-only / hybrid
+- [ ] **Customer / clientele** — who they serve, how they reach them, retention model
+- [ ] **Revenue model** — service / product / subscription / commission / mixed
+- [ ] **Current tools inventory** — every tool they currently use, even tools they don't love
+- [ ] **Current pain points** — what's most painful about running the business right now
+- [ ] **Compliance/regulatory** — licenses, insurance, certifications, industry rules (e.g., HIPAA for medical, PCI for cards, food safety, etc.)
+- [ ] **Team / staffing** — current team size, hiring plans, contractor vs. employee
+- [ ] **Budget for tools** — monthly software budget; what they're willing to pay for
+- [ ] **Tech comfort level** — affects how much hand-holding the handoff needs
+
+## Phase 2 — Vault foundation
+
+- [ ] **Install Obsidian** (if not already)
+- [ ] **Vault location decision** — local-only / iCloud / Dropbox / Git-backed. Recommend Git-backed if you'll collaborate ongoing.
+- [ ] **Initial folder structure** — adopt or adapt the SAD vault constitution
+  - [ ] `_meta/` — templates, queries, infra
+  - [ ] `_ideas/` — cross-entity ideas
+  - [ ] `_sessions/` — session logs (raw + compiled)
+  - [ ] `projects/` — flat folder for all entities
+  - [ ] Personal/operator folders as needed
+- [ ] **Core plugins**
+  - [ ] Templater (template engine)
+  - [ ] Dataview (queries)
+  - [ ] Obsidian Git (if Git-backed sync)
+  - [ ] Recommended community plugins per industry (Excalidraw for visual planning, etc.)
+- [ ] **Theme** — pick one that works for them; default is fine
+- [ ] **CLAUDE.md (vault root)** — vault constitution + operator preferences
+- [ ] **Backup of initial state** — before any further changes (especially if they had a pre-existing vault you're restructuring)
+
+## Phase 3 — AI tooling
+
+- [ ] **Anthropic account** — sign up, choose tier (Free / Pro / Max / Team / Enterprise)
+- [ ] **Claude Code install** — verify it runs on their machine
+- [ ] **Cowork install** (if macOS) — verify it runs
+- [ ] **MCP / connector setup** — at minimum, the workspace MCPs that read their selected folders
+- [ ] **Verify Claude can read/write their vault** — first smoke test
+- [ ] **Recommend plugin tier** for cost-aware operators — what gets used vs. what's premium
+
+## Phase 4 — Plugin + skills layer
+
+- [ ] **Identify business-type-relevant skill bundles** from the cowork plugin marketplace
+- [ ] **Install relevant plugins** — engineering, product-management, etc., as fits
+- [ ] **Author or customize business-type-specific plugin** via `cowork-plugin-management:create-cowork-plugin` or `:cowork-plugin-customizer` skills
+- [ ] **Install operator-essential skills** — `time-awareness`, `session-capture`, methodology-aligned skills
+- [ ] **Author custom skills if needed** — for unique workflows the customer has that no off-the-shelf skill handles
+- [ ] **Configure CLAUDE.md** at vault root and per-project — the operator-level memory layer
+
+## Phase 5 — External tool connections
+
+- [ ] **Inventory external tools the business uses** (often discovered in Phase 1; revisit now)
+- [ ] **For each tool, check MCP availability** via the MCP registry
+- [ ] **For each available MCP, walk through OAuth / auth flow** with the customer (their credentials, their hands on keyboard for the auth step)
+- [ ] **Test connection per tool** — quick smoke test that the connector actually works
+- [ ] **Document which tools have no MCP** and fall back to browser / manual workflows
+- [ ] **Configure scheduled tasks** that touch external tools (where applicable) — daily digest, weekly report, etc.
+
+## Phase 6 — Methodology onboarding
+
+- [ ] **Walk customer through SAD phases** at a high level — phases 0A → 1A in particular
+- [ ] **Identify their first entity** — usually the business itself, but sometimes a specific surface or product
+- [ ] **Run Phase 0A on the first entity** — IDEA_MAP from their stated ideas, surface tensions
+- [ ] **Run Phase 0B** — research synthesis (industry / competitors / state of the art for their domain)
+- [ ] **Run Phase 0C** — apply BASED discipline to produce VISION_SPEC
+- [ ] **Run Phase 1A** — apply SMART discipline to produce VERSION_SPEC for their realistic-now slice
+- [ ] **Defer Phase 1B+ to a later session** unless the engagement covers it
+- [ ] **Identify which Phase 1B specs are relevant** — for a non-software business, this is where the spec-stack template needs adaptation (see `idea-187`)
+
+## Phase 7 — Wiki schema design
+
+- [ ] **Identify business-specific entity types** — for a pet-care business: Client, Pet, Visit, Package, Employee. For a restaurant: Recipe, Menu, Vendor, Shift, Customer.
+- [ ] **Frontmatter conventions per entity type** — what fields, what types, what required vs. optional
+- [ ] **Templater templates** per entity type — so creating a new Client is a single command
+- [ ] **Dataview queries for dashboards** — "active clients," "upcoming visits," "low-stock supplies"
+- [ ] **Note-type taxonomy** — what types of notes exist beyond entities (decisions, retros, ideas, etc.)
+- [ ] **Tag conventions** if used
+
+## Phase 8 — Collaboration setup (if ongoing)
+
+- [ ] **Git repo creation** (private, on GitHub / GitLab / Codeberg)
+- [ ] **Customer pushes their vault to the repo**
+- [ ] **You get collaborator access** — explicit scope (read-only review, write-via-PR, or write-direct)
+- [ ] **Both sides install Obsidian Git plugin** — auto-pull on interval, manual push on commit
+- [ ] **Conflict-handling agreement** — when both edit same file, who wins, how to merge
+- [ ] **Session cadence** — weekly, biweekly, ad-hoc
+- [ ] **Async communication channel** — text / Slack / email — for between-session questions
+- [ ] **Branch convention** if using PRs (`consultant/feature-x`, `customer/idea-y`)
+
+## Phase 9 — Handoff / training
+
+- [ ] **Customer can independently:**
+  - [ ] Start a Claude Code or Cowork session
+  - [ ] Capture an idea into `_ideas/`
+  - [ ] Create a new entity profile
+  - [ ] Invoke BASED + SMART skills
+  - [ ] Open a planned session
+  - [ ] Pull updates from the shared repo (if applicable)
+- [ ] **Documentation of what was set up** — handoff doc that lives in their vault under `_meta/` or `engagement-log.md`
+- [ ] **Maintenance/support plan** — what happens when the methodology updates, when tools change, when they're stuck
+- [ ] **Customer signs off** — explicit "this is what we agreed to and what was delivered"
+
+## Phase 10 — Post-engagement
+
+- [ ] **Capture methodology amendments** — anything you learned doing this customer that should feed back into your methodology
+- [ ] **Add the business-type template to your library** — refined skills + plugin + spec-stack template for the next customer in this industry
+- [ ] **Schedule follow-up** — 30-day check-in, 90-day retainer review
+- [ ] **Case study draft** (with permission) — quotable testimonial, before/after, time saved
+
+---
+
+## Cross-cutting safety / considerations
+
+Apply throughout all phases:
+
+- [ ] **Backup before changes** — every time you restructure something the customer relies on, snapshot first
+- [ ] **Don't break what works** — if the customer has a tool that works for them, don't replace it unless replacement clearly wins
+- [ ] **IP boundaries** — if the customer has co-authored work, employer-owned content, or sensitive customer data, those need protection
+- [ ] **Sensitive data handling** — HIPAA, PCI, FERPA, customer PII — flag and protect; don't paste into Claude conversations
+- [ ] **Privacy / data ownership clarity** — customer owns their vault; consultant has access for the duration of the engagement
+- [ ] **Access duration** — when does your collaborator access on their repo end? Make this explicit.
+- [ ] **Verify-don't-trust on first-party tools** — don't assume tool X works the way you remember; check the actual current state
+- [ ] **Pace** — vault setup is fatiguing for the customer; take breaks, don't over-load a single session
+
+---
+
+## Industry-specific addenda
+
+These are starter notes; expand as you build templates per business type.
+
+### Pet-care / Pet-services
+
+- Industry-specific CRMs exist (Time To Pet, Pet Sitter Plus, Precise Petcare). Evaluate whether to integrate or replace.
+- Liability insurance is non-trivial; not your job to recommend but flag it during legal-spec articulation.
+- Many states have business licensing rules specific to pet-services.
+- Recurring revenue is common (boarding contracts, weekly visits) — model this in DATA / FINANCIAL_SPEC.
+
+### Restaurant / Food-service
+
+- Health code compliance, food safety certifications.
+- Vendor / supplier relationships are core.
+- POS integration matters (Toast, Square, Clover).
+- Shift scheduling tools (When I Work, 7shifts).
+
+### Solo consulting / Service business
+
+- Client intake forms + contracts.
+- Time tracking + invoicing.
+- Knowledge-management is the actual product (consulting *is* the deliverable).
+
+### E-commerce / D2C
+
+- Shopify / Amazon / Etsy as primary platforms.
+- Fulfillment integration (3PL, Shopify Fulfillment, ShipStation).
+- Inventory management is critical.
+- Customer support tooling (Gorgias, Help Scout, Zendesk).
+
+### Software / SaaS
+
+- Current SAD framing applies most directly.
+- GitHub, CI/CD, deploy providers, APM.
+- Customer onboarding flows are part of product.
+
+### Real-estate / Brokerage
+
+- MLS integration.
+- Contract templates as a core asset.
+- Commission tracking.
+- License + continuing education tracking.
+
+### Fitness / Wellness
+
+- Class scheduling (Mindbody, ClassPass partner).
+- Waivers + intake forms.
+- Recurring billing (memberships).
+
+---
+
+## What this checklist is NOT
+
+- Not a substitute for thinking. Use it as a prompt, not a script.
+- Not exhaustive. Every business surfaces something new — capture and add it back here.
+- Not pricing guidance. Pricing depends on scope, customer, and your time. See `idea-187` for the business-model thread.
+- Not legal/financial advice for the customer. Direct them to their own attorney / accountant for those.

package/purpose/frameworks/business-discovery-framework-amendments-2026-05-20.md

@@ -0,0 +1,181 @@
+---
+type: framework-amendment
+ai-model: claude
+source: hybrid
+amends: "[[business-discovery-framework]]"
+created: 2026-05-20T...
+tags: [methodology, framework-amendment, discovery, consultancy]
+amendment-source: Lauren engagement retro (2026-05-20)
+related-entities:
+  - "a project note"
+status: PROPOSED — to merge into the main discovery framework after second customer engagement validates
+---
+
+# Discovery Framework Amendments — 2026-05-20
+
+After the Lauren engagement, the existing `business-discovery-framework.md` needs these additions and refinements. Captured here as a discrete amendment; will merge into the main framework after customer #2 validates.
+
+## Amendment 1 — Pre-discovery folder review (NEW Phase 0)
+
+**Add before Layer 1 (Vivid Present).**
+
+Before the discovery session itself, request the customer's existing business folder. Skim it ahead of the call. Note:
+
+- **Tools currently in use** — visible from filenames + structure (e.g., `.docx` = Word/Google Docs; `Invoice.pdf` = some invoicing process; presence of `Insurance` folder = insurance probably exists)
+- **Documentation that already exists** — business plans, compliance docs, training materials, contracts, financial trackers, marketing assets
+- **Visible gaps** — categories of documentation that *should* exist for a business of this type but don't
+- **Industry-specific tools they're using** — sometimes obvious from naming (`PandaDoc - <Client>.pdf` signals PandaDoc adoption)
+- **Quality of existing documentation** — well-organized vs. scattered, current vs. stale
+
+Use the folder review to:
+- **Tailor discovery questions** to what's already there (don't ask "do you have an LLC?" if there's an `LLC Formation` folder)
+- **Avoid obvious questions** — respect the customer's time
+- **Identify scattered vs. missing** — these need very different interventions
+- **Estimate deliverable shape** — substantial existing docs → Shape B candidate; sparse → Shape A is right
+
+### How to ask for the folder
+
+> "Before our call, could you share the folder on your computer where most of your business docs live? Could be Google Drive, Dropbox, a local folder — whatever has the most. I'll skim it ahead of our conversation so I can ask sharper questions and not waste your time on the obvious."
+
+**Privacy note:** the consultant accesses temporarily, doesn't retain copies, doesn't include in any other artifact without explicit permission.
+
+## Amendment 2 — Layer 7 (Tooling Inventory) — expanded questions
+
+**Add these specific questions to Layer 7.**
+
+The original tooling inventory was general. Expand to explicitly cover industry-specific tools that didn't surface in Lauren's discovery (only came up later from folder review):
+
+### Document signing / e-signature
+- "Do you have an e-signature tool? PandaDoc, DocuSign, HelloSign, Adobe Sign?"
+- "When you onboard a new client / employee / contractor, how do they sign agreements?"
+
+### Industry-specific CRM
+- For service businesses: "Do you have a CRM specific to your industry? E.g., for pet care: Time To Pet, Pet Sitter Plus, Precise Petcare. For real estate: Top Producer, Lofty. For consulting: Dubsado, HoneyBook."
+- "If not, where do client records actually live today?"
+
+### Compliance + protections
+- "What's your insurance situation? Liability, bonding, professional, vehicle, workers comp?"
+- "Background check provider, if any?"
+- "Industry-specific compliance — licenses, certifications, regulatory portals?"
+
+### E-commerce + payments
+- "Do you sell anything online? Shopify, Etsy, Square Online, Amazon, custom?"
+- "How do you take payment from clients? In-person, online, invoice-based?"
+- "Stripe, Square, PayPal, Venmo Business?"
+
+### Email + marketing
+- "Do you have an email list? What tool? ConvertKit, Mailchimp, Resend?"
+- "What about a CRM for prospects (vs. clients)? HubSpot, Pipedrive?"
+
+### Booking + scheduling
+- "Self-serve booking tool for clients? Calendly, Acuity, Square Appointments, Cal.com?"
+- "Scheduling for your team? When I Work, 7shifts, custom?"
+
+### Operations-specific
+- For restaurants: POS, supplier portals, health code apps
+- For real estate: MLS, electronic key access
+- For fitness: class scheduling (Mindbody, ClassPass partner)
+- For service businesses: dispatch / routing tools
+- For e-commerce: fulfillment (ShipStation, Shopify Fulfillment)
+
+### Customer support
+- "Anything for handling customer support? Help Scout, Zendesk, Gorgias, just inbox?"
+
+### AI tools
+- "Are you using any AI tools today? Claude, ChatGPT, Gemini, Whisper (transcription), Otter (meetings)?"
+
+The expanded questions identify both *existing investments* (tools to integrate around) and *gaps* (potential tooling recommendations after the engagement).
+
+## Amendment 3 — Reframe "compliance gaps" → "compliance inventory"
+
+**Apply throughout the discovery, especially Layer 7 (Tooling) and any conversation about insurance / legal / compliance.**
+
+Old framing (Lauren's discovery): "What compliance items are missing?"
+**New framing:** "What compliance items are in place, and which need attention?"
+
+The change matters because:
+- Most established businesses have *more* compliance documentation than discovery surfaces — it's just scattered
+- The "missing" framing assumes worst-case and over-authors corrective work
+- The "inventory" framing surfaces what exists first; gaps become evident by contrast
+
+### Specific question replacements
+
+| Old question | New question |
+|---|---|
+| "Do you have insurance set up?" | "What insurance do you have? Liability, bonding, vehicle, workers comp? Walk me through what's bound." |
+| "Are you formed as an LLC?" | "What's your business entity structure? LLC, sole prop, S-corp? When was that set up?" |
+| "Do you have employee paperwork?" | "Walk me through how a new sitter / employee gets onboarded — what paperwork do they sign? Where does it live?" |
+| "Are background checks done?" | "What's your current process for vetting new hires? Background check provider, when in the process, how documented?" |
+| "Do you have a cancellation policy?" | "What's the client experience when they cancel? Is there a written policy? Where does it live?" |
+
+The new questions assume something exists; the customer confirms or corrects.
+
+## Amendment 4 — Closing question for Layer 6 (Next Step)
+
+**Add this question at the end of Layer 6:**
+
+> *"What's something you already have that you wish was more organized?"*
+
+This question surfaces **scattered-but-existing** assets — Lauren-shaped problems where the work isn't to *author* but to *consolidate*. It's the inverse of "what's missing?" and gives the consultant a much sharper read on what to build.
+
+Examples of answers:
+- "My care plans live in like four different Google Docs — I never find the one I need"
+- "I've got business plans from like three versions ago and they don't match what we actually do"
+- "All my financial stuff is in QuickBooks, Venmo, Google Sheets, and a notebook"
+
+Each answer surfaces a consolidation opportunity that's much more valuable to the customer than authoring something net-new.
+
+## Amendment 5 — Add "Phase 8" — Post-discovery folder deep review
+
+**Add as a Phase 8, after the 7 layers complete.**
+
+Within 24 hours of discovery, do a thorough review of the customer's actual folder. This is the **deep version** of the Phase 0 pre-discovery skim. Now you know what to look for because discovery told you.
+
+Catalog:
+- **Existing assets** by category — compliance, training, plans, financial, marketing, customer records
+- **Tools confirmed in use** — from real artifacts, not just self-report
+- **Industry-specific tools surfaced** that weren't in the discovery conversation
+- **Quality of existing documentation** — is it well-organized? Current? Stale?
+- **Estimated migration effort** — for Shape B (full vault) determination
+- **Hidden gems** — documents the customer didn't mention but that are valuable
+
+The Phase 8 review feeds the deliverable triage decision in `post-discovery-deliverable-playbook.md`.
+
+## Amendment 6 — Discovery captures into the vault from minute one
+
+**Add to the "Capture protocol" section of the existing framework.**
+
+Discovery captures (transcript, summary, your notes) belong in the customer's eventual vault at `_sessions/raw/`. Even if the customer doesn't have a vault yet, save these into a placeholder location that gets transferred during deliverable build.
+
+The raw IS the source of truth. The compiled idea dump is a synthesis layer; the entity profiles and pillar specs are further-compiled. When in doubt about what was actually said, the raw transcript wins.
+
+**Specifically:**
+- Recorded session → save transcript + summary as markdown files
+- Live notes → save as `_sessions/raw/<date>-discovery-session-notes.md`
+- Photos / whiteboard captures → save into the same folder
+- Pre-discovery folder review notes → save as `_sessions/raw/<date>-pre-discovery-folder-review.md`
+
+## What changes after these amendments merge
+
+The discovery framework gets longer but sharper. Estimated time impact:
+- Pre-discovery folder review: +30-60 min of consultant time before the call
+- Discovery session itself: unchanged (still 60-120 min)
+- Post-discovery folder deep review: +1-2 hours of consultant time after the call
+- Total: ~1-3 extra consultant hours per engagement
+
+**Worth it.** Lauren's engagement showed the cost of skipping these: weeks of work corrected later, "12 compliance gaps" that were mostly already closed, deliverable shape chosen without folder context, raw transcripts added retroactively.
+
+## Ratification path
+
+These amendments are **PROPOSED**. Ratify (merge into main framework) when:
+- Customer #2 engagement applies them and they hold up
+- Or sooner if the owner decides they're obviously correct
+
+After ratification: merge content into `business-discovery-framework.md` and `business-discovery-framework.html`; archive this amendment file with status `RATIFIED <date>`.
+
+## Companion
+
+- `business-discovery-framework.md` — the parent framework being amended
+- `post-discovery-deliverable-playbook.md` — what to do *with* the discovery findings
+- `onboarding-handoff-framework.md` — what happens after the deliverable lands
+- `a consulting practice/_ideas/lauren-engagement-retro-2026-05-20.md` — the retro that generated these amendments