When a Project Fails Before It Begins – The Cost of Skipping Intake

The Attempted Process

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1. Initial Scope Attempt	The project started with vague instructions and missing intake forms
2. Request for Clarity	Created a spreadsheet of missing info and sent follow-up communications
3. Wait & Stall	No response or feedback came, so work couldn’t proceed further
4. Process Reflection	Analyzed bottlenecks and broken communication points
5. Process Improvement	Developed mandatory intake form and communication protocols for future projects

Tools Used

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• Shared spreadsheet – to detail missing items and action steps

• Email communication log – to document interactions and attempts

• Intake process template – created for future onboarding

• Communication protocol document – to keep clients and project aligned

Results

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No deliverables produced	The project never launched due to poor communication
5+ hours of prep effort	Work stopped before real progress could happen
Process overhaul	Mandatory intake form and lead contact structure implemented
Clearer client expectations set	Better boundaries for future collaborations established

✅ Overview

Not every case study ends with a win — and that’s exactly the point.

This project never officially launched because the client bypassed the onboarding process and failed to communicate critical details. The result? Time lost, resources blocked, and no deliverables produced — all due to a lack of upfront alignment.

We’re sharing this failed engagement to highlight why process matters, like not skipping intakes, and how the right systems protect both sides.

🔍 The Breakdown

• A new client expressed urgency but refused to complete the intake form

• Project details were delivered in scattered emails and text-style DMs

• No formal contract or agreed-upon scope was signed

• The client requested edits and updates before the project even started

• Several deliverables were assumed — but never confirmed

• Communication dropped off entirely after initial back-and-forth

🛠️ What We Learned (and Changed)

Even though no work was completed, the experience shaped our current onboarding and boundary-setting process:

• Intake forms are now mandatory before discovery or strategy sessions

• Project scopes are confirmed and signed before any work begins

• Clients are informed upfront about communication channels, response time, and revision windows

• A clear non-refundable deposit policy is in place to secure the calendar

• Discovery calls are structured around pre-filled forms, not vague back-and-forth

📊 The (Non-)Result

• ❌ No deliverables were produced

• ⏱️ 5+ hours of unpaid time lost between back-and-forth emails

• 🤝 Client relationship ended with no work started and no clarity gained

• ✅ Systems were upgraded to prevent future breakdowns

💬 Our Take

“We don’t just do data entry. We build structure into projects. And structure starts before the first file is opened.”

We don’t regret the project — because it helped us refine our process and protect our time, energy, and clients moving forward.

📌 Why Not Skipping Intakes Matters

In service-based businesses, failure isn’t always technical — sometimes it’s procedural. Clear onboarding, scope approval, and boundaries aren’t just nice to have — they’re the reason the work gets done.

👩🏽‍💻 Want a Partner Who Values Process?

Brilliant Data Solutions isn’t just here to do the work — we’re here to do it right. That means structure, clarity, and systems you can count on — from day one.

👉 Book a Discovery Call – Start with intake and set your next project up for success.

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