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SkyMirror Academy Playbook

Overview​

This playbook defines the operational processes, curriculum development, and delivery standards for SkyMirror Academy's educational programs.

Team Lead: Academy Lead (Huzaifa)
Scope: Bootcamps, corporate training, curriculum development
Last Updated: December 2024

Tooling Reference

For detailed tool configurations and integrations, see the Workflow & Tooling Guide.

Academy Tool Stack​

ToolPurposeWhen to Use
TrelloProgram planning, enrollment pipeline, content calendarCurriculum development, student tracking
NotionCourse content, documentation, invoicingCurriculum, student resources, billing
SlackTeam & student communicationDaily coordination
TraquivaLearning delivery platformCourse delivery
Google MeetLive sessionsClasses, mentoring

Trello Board Structure​

Academy Programs Board​

┌─────────────┬─────────────┬─────────────┬─────────────┬─────────────┐
│   Ideas     │   Planning  │  In Progress│   Review    │    Done     │
├─────────────┼─────────────┼─────────────┼─────────────┼─────────────┤
│ New course  │ Q1 Bootcamp │ Python      │ Web Dev     │ Data Science│
│ ideas       │ planning    │ curriculum  │ curriculum  │ Bootcamp    │
│             │             │             │ review      │ (Dec 2024)  │
│ Partner     │ Corporate   │ Marketing   │             │             │
│ programs    │ training    │ materials   │             │             │
│             │ proposal    │             │             │             │
└─────────────┴─────────────┴─────────────┴─────────────┴─────────────┘

Content Development Board​

┌─────────────┬─────────────┬─────────────┬─────────────┬─────────────┐
│  Backlog    │  Writing    │   Review    │  Recording  │  Published  │
├─────────────┼─────────────┼─────────────┼─────────────┼─────────────┤
│ Module      │ Python      │ JavaScript  │ React       │ HTML/CSS    │
│ ideas       │ basics      │ fundamentals│ intro       │ course      │
│             │             │             │             │             │
│ Exercise    │ SQL         │             │ Node.js     │ Git basics  │
│ concepts    │ queries     │             │ API course  │ course      │
└─────────────┴─────────────┴─────────────┴─────────────┴─────────────┘

Trello Labels​

LabelColorMeaning
UrgentRedDue within 48 hours
High PriorityOrangeImportant this week
BootcampBlueBootcamp program
CorporatePurpleCorporate training
ContentGreenContent creation
Review NeededYellowAwaiting review

Slack Channels for Academy​

ChannelPurpose
#team-academyAcademy team discussions
#product-academyCross-functional academy updates
#academy-studentsStudent community (shared)
#academy-instructorsInstructor coordination
#academy-contentContent development

Daily Academy Workflow​

09:00 - Check student inquiries (Slack, email)
09:30 - Curriculum development (Notion)
11:00 - Instructor coordination
12:00 - Lunch
13:00 - Student sessions (Google Meet)
15:00 - Content creation
16:00 - Update Trello, plan ahead
17:00 - Review student progress

Weekly Academy Rituals​

DayActivityTool
MondayWeek planningTrello
TuesdayCurriculum reviewNotion
WednesdayInstructor syncSlack/Meet
ThursdayStudent feedback reviewNotion
FridayContent publishingTraquiva

Team Structure​

Academy Organization​

Academy Lead (Huzaifa)
├── Curriculum Development
│   ├── Curriculum Designer
│   └── Content Writers (2)
├── Instruction
│   ├── Lead Instructor
│   ├── Instructors (3)
│   └── Teaching Assistants (4)
├── Student Success
│   ├── Student Success Manager
│   └── Career Coaches (2)
└── Operations
    ├── Program Coordinator
    └── Enrollment Specialist

Program Types​

Bootcamps​

ProgramDurationFormatPrice
Full-Stack Web Development12 weeksFull-time€4,000
Data Science & ML12 weeksFull-time€4,500
Frontend Development8 weeksPart-time€2,500
Backend Development8 weeksPart-time€2,500

Corporate Training​

ProgramDurationFormatPrice
Tech Fundamentals3 daysOn-site/Virtual€800/person
Custom DevelopmentVariableOn-site/VirtualCustom
Leadership in Tech2 daysVirtual€600/person

Curriculum Development Process​

Phase 1: Planning (Trello)​

┌──────────────┐   ┌──────────────┐   ┌──────────────┐
│   Research   │──▶│   Outline    │──▶│   Approve    │
└──────────────┘   └──────────────┘   └──────────────┘
  • Market research completed
  • Learning objectives defined
  • Module structure outlined
  • Timeline established
  • Resources identified

Phase 2: Development (Notion)​

┌──────────────┐   ┌──────────────┐   ┌──────────────┐
│    Write     │──▶│    Review    │──▶│   Finalize   │
└──────────────┘   └──────────────┘   └──────────────┘
  • Content written in Notion
  • Exercises created
  • Peer review completed
  • Technical review completed
  • Final edits applied

Phase 3: Production (Traquiva)​

┌──────────────┐   ┌──────────────┐   ┌──────────────┐
│   Record     │──▶│    Edit      │──▶│   Publish    │
└──────────────┘   └──────────────┘   └──────────────┘
  • Videos recorded
  • Content uploaded to Traquiva
  • Quizzes/assessments added
  • Quality check completed
  • Published and announced

Student Lifecycle​

Inquiry → Application → Enrollment → Onboarding → Learning → Graduation → Career Support → Alumni

Stage Details​

StageActivitiesTools
InquiryAnswer questions, provide infoTrello, Slack
ApplicationReview application, interviewTrello, Meet
EnrollmentPayment, contractsNotion, Trello
OnboardingWelcome, setup, orientationNotion, Slack
LearningClasses, projects, mentoringTraquiva, Meet
GraduationFinal project, certificationTraquiva
Career SupportResume, interviews, placementNotion, Slack
AlumniCommunity, referralsSlack

Quality Metrics​

Student Success KPIs​

MetricTargetMeasurement
Completion Rate>85%Students completing program
NPS Score>50Post-program survey
Job Placement Rate>80%Within 6 months of graduation
Time to First JobUnder 90 daysFrom graduation
Student Satisfaction>4.5/5Course ratings

Operational KPIs​

MetricTargetMeasurement
Enrollment Conversion>15%Inquiries to enrolled
Instructor Rating>4.5/5Student feedback
Content Quality>4.5/5Student ratings
Support Response TimeUnder 4 hoursInquiry response

Content Standards​

Video Lessons​

ElementStandard
Length5-15 minutes per video
Quality1080p minimum
AudioClear, no background noise
CaptionsRequired for all videos
BrandingSkyMirror Academy intro/outro

Written Content​

ElementStandard
FormatMarkdown in Notion
Code ExamplesSyntax highlighted, tested
ImagesHigh quality, annotated
ExercisesClear instructions, expected output
Quizzes5-10 questions per module

Instructor Guidelines​

Before Class​

  • Review lesson plan (Notion)
  • Test all code examples
  • Prepare screen share
  • Check recording setup
  • Post pre-class materials (Slack)

During Class​

  • Start recording
  • Welcome students
  • Cover learning objectives
  • Interactive coding
  • Q&A time
  • Assign homework

After Class​

  • Upload recording to Traquiva
  • Post summary in Slack
  • Update Trello card
  • Review student questions
  • Prepare next session

Trello for Academy Enrollment​

Lead Sources (Labels)​

LabelColorSource
WebsiteBlueInquiry form
SocialPurpleLinkedIn, Instagram
ReferralGreenAlumni, partners
EventOrangeWebinars, workshops
CorporateYellowDirect outreach

Enrollment Pipeline (Trello Board)​

┌───────────┬───────────┬───────────┬───────────┬───────────┐
│  Inquiry  │ Qualified │ Interview │ Enrolled  │  Started  │
├───────────┼───────────┼───────────┼───────────┼───────────┤
│ New       │ Reviewed  │ Scheduled │ Payment   │ Active    │
│ inquiries │ applicants│ interviews│ received  │ students  │
└───────────┴───────────┴───────────┴───────────┴───────────┘

Required Card Fields (Custom Fields)​

  • Name, Email, Phone
  • Program of Interest
  • Start Date Preference
  • Background/Experience

Integrations​

IntegrationTriggerAction
Trello → SlackNew inquiryPost to #team-academy
Trello → SlackCard completedNotify team
Traquiva → NotionCourse publishedUpdate curriculum docs
Trello → NotionEnrollmentUpdate student database

Templates​

Notion Templates​

  • Course Outline Template
  • Lesson Plan Template
  • Student Progress Tracker
  • Feedback Survey Template
  • Career Support Checklist

Trello Templates​

  • New Program Card
  • Content Development Card
  • Corporate Training Card
  • Event Planning Card

Onboarding New Instructors​

Week 1​

  • Tool access (Trello, Notion, Slack, Traquiva)
  • Review Academy playbook
  • Shadow existing instructor
  • Review curriculum standards
  • Meet the team

Week 2​

  • Practice teaching session
  • Feedback and coaching
  • Assign first module
  • Review student feedback process

Week 3+​

  • Lead first class (observed)
  • Independent teaching
  • Regular check-ins

Document Version: 1.0
Last Updated: December 2024
Owner: Academy Lead (Huzaifa)
Review Cycle: Quarterly

Last updated on