Draft one · journey view · seminar scenario

One seminar, three journeys

The same span of time, watched three ways: what the prospect experiences, what the people do, and what happens to the documents. First as it runs today, then rewired. The moments are identical — compare any column top to bottom.

As it runs today

Six moments from the seminar evening to the consultation. Red cells are where a journey stalls or dies.

M1 Seminar evening
M2 Next morning
M3 Data entry
M4 Callback & booking
M5 The prep week
M6 Consultation day
THE
PROSPECT
Attends, hand-fills the blue formhands it in with ~60 others
Silencenothing acknowledges them
Still silencethey exist only in a stack of paper
The phone rings — for voicemail prospectsreceives Charles’s three-tier template email (seminar / webinar / a quick call with Traci), books a slotCALENDLY / GROW
Maybe returns the PIFon paper or via the existing online form, if at all
The consultationtells their story; signs on paper; pays
THE
PEOPLE
Seminar team runs the roomTraci Carver, inferred owner — collects the stack, eyeballs priority
Seminar owner scans the stackTraci Carver (inferred) — one PDF, emailed to ShannonSCAN → EMAIL
Shannon types all ~60off handwriting, into Grow — “at some point today”GROW
Brittany works the voicemail loopcalls prospect voicemails back, sends Charles’s template; Tiffany feeds her the sheet, Joanna Burns feeds the front-desk line. How the ~60 seminar attendees are followed up is not covered — needs askingOUTLOOK
Shannon’s six-step prep, by handcontact · consult matter · P-drive folder · recap staged · convert to Manage. For existing clients, Joanna pulls the originals (accounts conflict on whether they are scanned or held)GROW → MANAGE → P DRIVE
Attorney converts the meeting to Teams by handruns it, fills the packet, scans one bundle to ShannonTEAMS → SCAN
THE
DOCUMENTS
~60 paper forms in a pilethe only record of every lead
One 20–30 page PDForiginals stay behindDEAD END
60 Grow records, unlinkedthe forms’ answers — the team’s priority-sorting tool — stay on paper
Template email · a bookingattorneys on Calendly + Outlook, paralegals on Clio Grow links — both reached via Traci Carver’s 340 Network SharePoint page (P8)GROW ∦ MANAGE
Packet assembled & circledselection recorded nowhere; PIF scanned by someone
Filled paper packetscanned as one bundle right after the meeting (Suzanne to the Z drive 100%; Charles unpredictably, sometimes over several emails) — split back and renamed by hand; the transcript is saved separately to the P drive

Rewired

Same six moments. Two triggers — the scan and the booking — plus one review queue now do what six people did by hand. Amber = the trigger firing.

M1 Seminar evening
M2 Next morning
M3 Review
M4 Callback & booking
M5 The prep week
M6 Consultation day
THE
PROSPECT
Fills the blue form as todaya QR tag on the paper — or an iPad option at check-in, offered, never imposed [DESIGN GOAL]
Gets an acknowledgementwith the booking link in it [DESIGN GOAL]
Some book themselvesfrom the link, before any call [DESIGN GOAL]
The phone rings for the restworked in the priority order Traci sets; evaluation answers become data
Completes the PIF onlinethe form already asks “prefer to complete online?”
The consultation — unchangedthe room is the attorneys’ domain
THE
PEOPLE
Seminar team runs the roomnothing new to do
⚡ The scan IS the triggerthe platform splits the bundle, reads handwriting, drafts prospects, spawns Shannon’s follow-up as a task queue; QR page-naming [DESIGN GOAL]SCAN → PLATFORM
Shannon approves, corrects the illegible fewa queue beside the scans — not sixty typing jobsPLATFORM → GROW LEADS
Brittany works a ranked queueone tap sends the template; the send is loggedPLATFORM
⚡ The booking spawns the prepconsultation matter created via the Clio Manage API; recap posted via the Grow notes write; trigger source: Calendly webhook and/or a platform booking surface — Grow-link bookings must move, Grow’s API exposes no calendar. The Grow-side conversion and the P-drive folder are [DESIGN GOAL] — queued as tasks for Shannon until Grow capability and P-drive access exist. For existing clients, Joanna’s pull gets logged with one tapPLATFORM → MANAGE/GROW
Nothing to remembercapture starts from the meeting itself — one path for Teams, in-person and phone (TO-BE G2); no calendar trick. The bundle scan splits itself on the QRs [DESIGN GOAL]PLATFORM
THE
DOCUMENTS
Blue forms with identityeach page knows what it is and which seminar [DESIGN GOAL]
Every page linked to its prospectevaluation answers become data
60 Grow leads with provenanceeach traceable to its scanned page
Booking + template sendone linked chain on the matter
Packet printed from a manifestQR per form; the circled selection is recorded data [DESIGN GOAL — TO-BE’s manifest exists only for the stage-10/11 binder pack, and who decides the circled selection is open (Q3)]
Bundle self-splits, checks itselfevery form filed individually, verified against the manifest [DESIGN GOAL]; transcript event drafts the memo for approval

What the comparison says

The prospect’s journey gains a voice

Today they hear nothing between the seminar and the callback. Rewired, the scan itself triggers the acknowledgement — and some prospects book before anyone calls [DESIGN GOAL: neither the acknowledgement nor self-booking from it appears in TO-BE-DESIGN].

The people keep the judgement, lose the typing

Shannon: sixty typing jobs become one review queue. Brittany: a ranked queue instead of a spreadsheet. The attorneys: a short approval pass — approve per document, plus the forced selections the gate will not close without — instead of 15–20 minutes of admin.

The documents stop dying

Every dead end in the top board — the paper pile, the unlinked records, the paper-bound evaluation answers, the flattened bundle — becomes a linked, queryable record in the bottom one.

Two triggers carry the whole phase

The scan and the booking. Both are events the firm already produces — the scan after every seminar, the booking every week. Nothing about how the firm meets clients changes — only what happens when the event fires.

⚠ Not yet drawn — coverage gaps

Three journeys this page does not show: the financial-checkup disclosure Charles has signed in the room, whose referral email to Traci Carver is requested but not yet AS-IS (B12, §8); the virtual consult’s LSA — e-sign (system unresolved, §7 C3, #255) with the retainer arriving later, chased by Joanna Burns (B10, Phase E); and the did-not-retain ending — consultation matter closed, “EP did not retain” task list assigned, no work matter opened (A3, C12).