Systems & People Operations — Sample Template

What I Deliver

One organized system, with a clear internal owner

I consolidate scattered documentation, contracts, and policies into a single information architecture, and I build the hiring, onboarding, and people infrastructure that scales with headcount. I'm not a lawyer, and nothing here is legal drafting or advice; contracts are drafted and reviewed by qualified counsel. I handle organization, tracking, and process.

Included In This Engagement

Information architecture design and a phased workspace migration
Contract and policy filing with a renewal-tracking system, not legal drafting
Hiring pipeline design with stage owners and target SLAs
Onboarding checklists and 30/60/90 day plans
PTO, pulse survey, PIP, and offboarding infrastructure

Delivery Guarantees

A single, searchable system replacing scattered drives, inboxes, and chat threads
Every top-level section assigned a named internal owner before I step back
A hiring pipeline with defined stage owners and measurable time-to-hire targets
Onboarding and offboarding checklists that outlast any one hire or my own involvement

From The Assessment

Issues we typically find, and how we solve them

A sample of the kinds of gaps the Business Assessment surfaces in systems and people operations, and the fix each one gets.

IssueCompany knowledge is split across five tools (Drive, Slack pins, someone's Notes app, email), and no one agrees on which version is current.

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SolutionOne consolidated workspace with a phased migration checklist and a named owner per section, so "current" has exactly one meaning.

IssueContracts and vendor agreements get found by asking around, and renewal dates get missed because no one is tracking them.

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SolutionA renewal tracker flags every contract 30/60/90 days out, so nothing lapses by surprise. Filing and tracking only, not legal drafting.

IssueNew hires ramp slowly because onboarding depends entirely on whichever manager remembers to set it up.

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SolutionA standard 30/60/90 day onboarding checklist that runs the same way regardless of who's hiring.

IssueTime-to-hire keeps creeping up because there's no visibility into where candidates stall in the pipeline.

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SolutionA staged hiring pipeline with an owner and SLA at every step, so stalls get caught and fixed within days, not months.

Template Preview

What this looks like in practice

Below is an illustrative example of how I set up systems and people as one connected function: the target information architecture, a phased migration checklist, the tracking system that keeps contracts and policy documents from going stale, and the hiring, onboarding, and people infrastructure that keeps the org scaling without chaos. I build the structure and hand it off with a named internal owner for each piece — I'm not a lawyer, and nothing here is legal drafting or advice. Structure and content are representative, not tied to any one client.

Systems & People Operations Playbook.pdf

Systems & People Operations Playbook

Owner: Chief of Staff · Target Platform: Notion · Applies to: Company-Wide

Illustrative Template

Purpose

Consolidate documentation currently spread across drives, inboxes, chat threads, and personal notes into a single, searchable system with clear ownership, and run hiring, onboarding, and people infrastructure through that same system so knowledge and people processes survive team turnover together.

Target Information Architecture

Company Hub — mission, org chart, key policies, meeting notes
People — onboarding, PTO, handbook, org design
Finance & Legal — SOPs, contracts, expense policy
Product & Engineering — specs, roadmaps, technical docs
Partnerships — board decks, partnership agreements, updates
Archive — deprecated content, retained for reference only

Migration Checklist

Phase	Task	Status
Audit	Inventory all existing drives, inboxes, and tools in use	Complete
Structure	Design new information architecture and permission model	Complete
Migrate	Move and re-tag content by category, owner, and freshness	In Progress
Adopt	Train team on new system and retire legacy tools	Not Started

Naming & Access Conventions

Every top-level page has a named owner responsible for keeping it current
Stale content (no updates in 6+ months) is flagged for review, not silently kept
Access tiers: Company-wide, Department, Leadership-only, defined per section

Document & Contract Filing

Contracts, policies, and other legal-adjacent documents live in the same system, organized and tracked like everything else. This is document management and renewal tracking, not legal drafting or advice — agreements themselves are drafted and reviewed by qualified counsel.

Document Type	Owner	Review Cadence
Vendor & Partner Contracts	Chief of Staff	Flagged 30/60/90 days before renewal
Internal Policies	Chief of Staff	Annual
Client Agreements	Chief of Staff (filing only)	Per engagement

Hiring Pipeline

Stage	Owner	Target SLA
Sourcing	Hiring Manager	Ongoing
Screen	Chief of Staff / Recruiter	3 business days
Interview Loop	Panel	1 week
Offer	Chief of Staff	2 business days
Onboarding	People Ops	Day 1–30

Onboarding Checklist

Equipment, accounts, and access provisioned before day one
30-60-90 day plan agreed with manager in week one
Culture and systems orientation scheduled in first two weeks
First formal check-in at day 30

People Infrastructure

PTO framework with clear accrual and approval rules
Pulse survey cadence to catch engagement issues early
PIP process with defined timelines and documentation standards
Offboarding checklist covering access revocation, knowledge transfer, and exit interview

information-architecture-map.png

Fig. 1 — Sample top-level map: one root workspace branching into owned, access-controlled sections.

tool-consolidation.png

Fig. 2 — Sample before-and-after: scattered tools consolidated into one owned system.

upcoming-renewals.png

Fig. 3 — Sample renewal horizon flagged well ahead of each date, so nothing lapses quietly.

hiring-funnel.png

Fig. 4 — Sample pipeline view; stage counts vary by role, seniority, and market.

onboarding-30-60-90.png

Fig. 5 — Sample onboarding arc from ramp to full ownership.

This is a representative template, not a real client deliverable. Actual engagements are scoped and customized to each company's stage, structure, and existing tools.

Downloadable Templates

Systems & Documentation

Workspace Migration Checklist

PDF · 4-phase checklist

Download

Information Architecture Template

PDF · Section map & conventions

Download

Contract & Document Renewal Tracker

PDF · Filing & renewal log, not legal drafting

Download

People Operations

Onboarding Checklist Template

PDF · Day 1 through Day 90

Download

Hiring Pipeline Tracker Template

PDF · Stage-by-stage tracker

Download