SkyMirror Workflow & Tooling Guide

Overview

This document defines SkyMirror's world-class workflow system using our integrated tooling stack. Every team follows standardized processes while maintaining flexibility for their specific needs.

Effective Date: December 2024
Owner: CEO (Lukman Ibrahim)
Review Cycle: Quarterly

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Tool Stack Overview

Tool	Primary Purpose	Teams	Cost
Linear	Product development, sprint management	Engineering, Product	€8/user/month
Jira	Enterprise client projects, complex workflows	Software Solutions	€7.75/user/month
Trello	Visual task boards, simple projects	Academy, Marketing	Free/€5/user
Slack	Real-time communication	All Teams	€7.25/user/month
Notion	Documentation, wikis, knowledge base	All Teams	€8/user/month
GitHub	Code repository, CI/CD, code review	Engineering	€4/user/month
Zoho Mail	Email	All Teams	€3/user/month

Tool Assignment by Team

┌─────────────────────────────────────────────────────────────────────┐
│                        SKYMIRROR TOOL ECOSYSTEM                      │
├─────────────────────────────────────────────────────────────────────┤
│                                                                      │
│  ┌─────────────┐    ┌─────────────┐    ┌─────────────┐              │
│  │   LINEAR    │    │    JIRA     │    │   TRELLO    │              │
│  │  Products   │    │  Enterprise │    │   Academy   │              │
│  │  CheckMet   │    │  Projects   │    │  Marketing  │              │
│  │  Traquiva   │    │  Software   │    │   Simple    │              │
│  │             │    │  Solutions  │    │   Tasks     │              │
│  └──────┬──────┘    └──────┬──────┘    └──────┬──────┘              │
│         │                  │                  │                      │
│         └──────────────────┼──────────────────┘                      │
│                            │                                         │
│                    ┌───────▼───────┐                                 │
│                    │    SLACK      │                                 │
│                    │  Communication│                                 │
│                    │    Hub        │                                 │
│                    └───────┬───────┘                                 │
│                            │                                         │
│         ┌──────────────────┼──────────────────┐                      │
│         │                  │                  │                      │
│  ┌──────▼──────┐    ┌──────▼──────┐    ┌──────▼──────┐              │
│  │   NOTION    │    │   GITHUB    │    │  ZOHO MAIL  │              │
│  │    Docs     │    │    Code     │    │    Email    │              │
│  │    Wiki     │    │   CI/CD     │    │  @skymirror │              │
│  │  Knowledge  │    │   Reviews   │    │     .eu     │              │
│  └─────────────┘    └─────────────┘    └─────────────┘              │
│                                                                      │
└─────────────────────────────────────────────────────────────────────┘

---

Slack Workspace Structure

Channel Naming Convention

#[team]-[purpose]
#[product]-[purpose]
#[project]-[client]

Core Channels

Channel	Purpose	Members
#general	Company-wide announcements	Everyone
#random	Social, non-work chat	Everyone
#leadership	Executive discussions	Leadership team
#wins	Celebrate successes	Everyone

Team Channels

Channel	Purpose	Members
#team-engineering	Engineering discussions	All engineers
#team-sales	Sales team coordination	Sales team
#team-academy	Academy operations	Academy team
#team-finance	Finance discussions	Finance team
#team-operations	Operations coordination	Operations team
#team-marketing	Marketing coordination	Marketing team

Product Channels

Channel	Purpose	Members
#product-checkmet	CheckMet development	CheckMet team
#product-traquiva	Traquiva development	Traquiva team
#product-academy	Academy programs	Academy team
#product-solutions	Software Solutions	Solutions team

Integration Channels

Channel	Purpose	Integrations
#alerts-production	Production alerts	PagerDuty, Datadog
#alerts-security	Security notifications	GitHub, Snyk
#github-activity	Code activity	GitHub
#linear-updates	Sprint updates	Linear
#jira-updates	Project updates	Jira
#trello-deals	Sales pipeline	Trello

Slack Best Practices

1. Use threads for discussions to keep channels clean
2. @channel only for urgent, everyone-needs-to-see messages
3. @here for online team members only
4. Set status when away, in meetings, or focused
5. Respond within 4 hours during business hours
6. Use reactions (✅, 👀, 🎉) to acknowledge without cluttering

---

Linear Workflow (Product Teams)

Workspace Structure

SkyMirror (Workspace)
├── CheckMet (Team)
│   ├── Backlog
│   ├── Current Sprint
│   └── Roadmap
├── Traquiva (Team)
│   ├── Backlog
│   ├── Current Sprint
│   └── Roadmap
└── Platform (Team)
    ├── Infrastructure
    └── DevOps

Issue States

State	Description	Color
Backlog	Prioritized but not scheduled	Gray
Todo	Scheduled for current sprint	Blue
In Progress	Actively being worked on	Yellow
In Review	Code review or QA	Purple
Done	Completed and deployed	Green
Canceled	Won't do	Red

Labels

Category	Labels
Type	feature, bug, improvement, chore, spike
Priority	urgent, high, medium, low
Area	frontend, backend, api, ml, infra, docs
Size	xs, s, m, l, xl

Sprint Workflow

Week 1:
├── Monday: Sprint Planning (2 hours)
├── Tuesday-Thursday: Development
└── Friday: Backlog Refinement (1 hour)

Week 2:
├── Monday-Wednesday: Development
├── Thursday: Code Freeze, QA
└── Friday: Sprint Review + Retrospective (2 hours)

Linear + GitHub Integration

# Automatic linking
Branch: feature/SKY-123-add-user-auth
Commit: "feat(auth): add OAuth2 support SKY-123"
PR Title: "[SKY-123] Add OAuth2 authentication"

# Auto-transitions
PR Opened → Issue moves to "In Review"
PR Merged → Issue moves to "Done"

Linear + Slack Integration

• New issues posted to #linear-updates
• Sprint summaries every Monday
• Blockers flagged in #team-engineering

---

Jira Workflow (Software Solutions)

Project Structure

Software Solutions (Project)
├── Client Projects
│   ├── CLIENT-A
│   ├── CLIENT-B
│   └── CLIENT-C
└── Internal Projects
    ├── Infrastructure
    └── Tools

Issue Types

Type	Description	Workflow
Epic	Large feature/initiative	Planning → In Progress → Done
Story	User-facing feature	Full workflow
Task	Technical work	Full workflow
Bug	Defect	Triage → Full workflow
Sub-task	Breakdown of story/task	Simple workflow

Workflow States

┌─────────┐    ┌──────────┐    ┌─────────────┐    ┌────────┐    ┌──────┐
│ Backlog │───▶│ Selected │───▶│ In Progress │───▶│ Review │───▶│ Done │
└─────────┘    └──────────┘    └─────────────┘    └────────┘    └──────┘
                                      │                │
                                      │    ┌───────┐   │
                                      └───▶│ Blocked│◀──┘
                                           └───────┘

Custom Fields

Field	Purpose	Required
Client	Client name	Yes
Billable Hours	Time tracking	Yes
Due Date	Delivery deadline	Yes
Story Points	Estimation	Yes
Sprint	Sprint assignment	Yes

Jira + Trello Integration

• Jira issues can link to Trello cards for visibility
• Time tracking in Jira for client billing
• Milestones tracked in Notion
• Project updates shared via Slack

---

Trello Workflow (Academy & Marketing)

Board Structure

SkyMirror Academy 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    │             │             │             │
└─────────────┴─────────────┴─────────────┴─────────────┴─────────────┘

Marketing Board

┌─────────────┬─────────────┬─────────────┬─────────────┬─────────────┐
│  Backlog    │  This Week  │  Creating   │   Review    │  Published  │
├─────────────┼─────────────┼─────────────┼─────────────┼─────────────┤
│ Blog ideas  │ CheckMet    │ Traquiva    │ Academy     │ CheckMet    │
│             │ case study  │ launch post │ testimonial │ launch      │
│ Social      │             │             │             │ (Nov 2024)  │
│ campaigns   │ LinkedIn    │ Product     │             │             │
│             │ series      │ demo video  │             │             │
└─────────────┴─────────────┴─────────────┴─────────────┴─────────────┘

Labels

Label	Color	Meaning
Urgent	Red	Due within 48 hours
High Priority	Orange	Important this week
Content	Blue	Content creation
Design	Purple	Design needed
Approved	Green	Ready to publish

Power-Ups

• Calendar - Deadline visualization
• Slack - Card notifications
• Google Drive - File attachments

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Notion Workspace Structure

Top-Level Structure

SkyMirror Workspace
├── 🏠 Home (Dashboard)
├── 📚 Company Wiki
│   ├── About SkyMirror
│   ├── Culture & Values
│   ├── Policies
│   └── Benefits
├── 📋 Meeting Notes
│   ├── Leadership Meetings
│   ├── All-Hands
│   └── Team Meetings
├── 📖 Documentation
│   ├── Engineering Docs
│   ├── Product Specs
│   ├── API Documentation
│   └── Runbooks
├── 🎯 OKRs & Goals
│   ├── Company OKRs
│   └── Team OKRs
├── 📊 Reports
│   ├── Weekly Reports
│   ├── Monthly Reports
│   └── Quarterly Reviews
└── 🗂️ Templates
    ├── Meeting Templates
    ├── Project Templates
    └── Document Templates

Key Databases

Team Directory

Property	Type	Purpose
Name	Title	Team member name
Role	Select	Job title
Team	Select	Department
Email	Email	Contact
Slack	Text	Slack handle
Start Date	Date	Join date
Manager	Relation	Reports to

Project Database

Property	Type	Purpose
Project Name	Title	Project identifier
Status	Select	Active/Complete/On Hold
Team	Multi-select	Assigned teams
Owner	Person	Project owner
Start Date	Date	Kickoff date
Due Date	Date	Target completion
Linear/Jira Link	URL	Issue tracker

Decision Log

Property	Type	Purpose
Decision	Title	What was decided
Date	Date	When decided
Participants	Person	Who was involved
Context	Text	Background
Outcome	Text	Result
Status	Select	Implemented/Pending

Notion Best Practices

1. Use templates for consistency
2. Link related pages for discoverability
3. Archive instead of delete
4. Tag owners on all documents
5. Review quarterly for outdated content

---

GitHub Workflow

Repository Structure

skymirror/
├── checkmet-api          # CheckMet backend
├── checkmet-web          # CheckMet frontend
├── checkmet-mobile       # CheckMet mobile app
├── checkmet-ml           # CheckMet ML models
├── traquiva-api          # Traquiva backend
├── traquiva-web          # Traquiva frontend
├── traquiva-ai           # Traquiva AI engine
├── skymirror-infra       # Infrastructure as code
├── skymirror-docs        # Documentation
└── client-projects/      # Software Solutions
    ├── client-a-project
    └── client-b-project

Branch Strategy

main (production)
├── develop (staging)
│   ├── feature/SKY-123-feature-name
│   ├── bugfix/SKY-456-bug-description
│   └── chore/update-dependencies
└── hotfix/SKY-789-critical-fix

Pull Request Template

## Description
Brief description of changes.

## Type of Change
- [ ] Feature
- [ ] Bug fix
- [ ] Refactor
- [ ] Documentation

## Linear/Jira Issue
SKY-123

## Testing
- [ ] Unit tests added/updated
- [ ] Integration tests passing
- [ ] Manual testing completed

## Checklist
- [ ] Code follows style guidelines
- [ ] Self-review completed
- [ ] Documentation updated
- [ ] No console.log or debug code

GitHub Actions Workflows

# .github/workflows/ci.yml
name: CI Pipeline

on:
  push:
    branches: [main, develop]
  pull_request:
    branches: [main, develop]

jobs:
  test:
    runs-on: ubuntu-latest
    steps:
      - uses: actions/checkout@v4
      - name: Run tests
        run: npm test
      
  lint:
    runs-on: ubuntu-latest
    steps:
      - uses: actions/checkout@v4
      - name: Run linter
        run: npm run lint

  security:
    runs-on: ubuntu-latest
    steps:
      - uses: actions/checkout@v4
      - name: Security scan
        run: npm audit

Code Review Requirements

Branch	Required Reviews	Required Checks
main	2 approvals	All CI passing
develop	1 approval	All CI passing
feature/*	1 approval	Tests passing

---

---

Cross-Tool Integrations

Integration Map

┌─────────────────────────────────────────────────────────────────────┐
│                      INTEGRATION ARCHITECTURE                        │
├─────────────────────────────────────────────────────────────────────┤
│                                                                      │
│    ┌──────────┐         ┌──────────┐         ┌──────────┐           │
│    │  LINEAR  │◀───────▶│  SLACK   │◀───────▶│   JIRA   │           │
│    └────┬─────┘         └────┬─────┘         └────┬─────┘           │
│         │                    │                    │                  │
│         │    ┌───────────────┼───────────────┐    │                  │
│         │    │               │               │    │                  │
│         ▼    ▼               ▼               ▼    ▼                  │
│    ┌──────────┐         ┌──────────┐         ┌──────────┐           │
│    │  GITHUB  │◀───────▶│  NOTION  │◀───────▶│  TRELLO  │           │
│    └──────────┘         └──────────┘         └──────────┘           │
│                                                                      │
└─────────────────────────────────────────────────────────────────────┘

Key Integrations

Integration	Trigger	Action
Linear → Slack	Issue created/updated	Post to channel
Linear → GitHub	Branch created	Link to issue
GitHub → Linear	PR merged	Close issue
GitHub → Slack	PR opened/merged	Notify team
Jira → Slack	Sprint started/ended	Notify team
Jira → Notion	Project completed	Update client database
Trello → Slack	Deal won	Celebrate in #wins
Trello → Notion	Deal closed	Update client database
Trello → Slack	Card moved to Done	Notify channel

Zapier Automations

Zap Name	Trigger	Action
New Lead Alert	Trello: New card in Leads	Slack: Post to #trello-deals
Deal Won Celebration	Trello: Card moved to Won	Slack: Post to #wins
Invoice Reminder	Trello: Card in Overdue list	Slack: DM to finance
New Hire Announcement	Trello: Card in Onboarding	Slack: Post to #general
Weekly Report	Schedule: Every Friday	Notion: Create report page

---

Team-Specific Workflows

Engineering Team (Eric - CTO)

Primary Tools: Linear, GitHub, Slack, Notion

Daily Workflow:
├── 09:00 - Check Linear for sprint priorities
├── 09:15 - Daily standup (Slack huddle or meet)
├── 09:30 - Deep work: coding, reviews
├── 12:00 - Lunch
├── 13:00 - Meetings, collaboration
├── 15:00 - Code reviews (GitHub)
├── 16:00 - Documentation (Notion)
└── 17:00 - Update Linear, plan tomorrow

Weekly Rituals:
├── Monday: Sprint planning (Linear)
├── Wednesday: Tech talk (Notion + Slack)
├── Friday: Retrospective, backlog refinement
└── Friday: Update engineering docs (Notion)

Sales Team (CMO - Jerone)

Primary Tools: Trello, Slack, Notion

Daily Workflow:
├── 08:30 - Review pipeline (Trello)
├── 09:00 - Team sync (Slack)
├── 09:30 - Outreach: calls, emails
├── 12:00 - Lunch
├── 13:00 - Client meetings
├── 15:00 - Proposal work (Notion templates)
├── 16:00 - Update Trello cards, log activities
└── 17:00 - Plan tomorrow's outreach

Weekly Rituals:
├── Monday: Pipeline review (Trello)
├── Wednesday: Sales training (Notion)
├── Thursday: Forecast update (Trello)
└── Friday: Win/loss analysis (Notion)

Finance Team (Abdulwahab - CFO)

Primary Tools: Trello, Notion, Slack

Daily Workflow:
├── 09:00 - Review cash position (Notion)
├── 09:30 - Process invoices, payments (Trello)
├── 11:00 - Expense approvals (Trello)
├── 12:00 - Lunch
├── 13:00 - Financial analysis (Notion)
├── 15:00 - Vendor management
└── 16:00 - Update financial reports (Notion)

Weekly Rituals:
├── Monday: Cash flow review (Notion)
├── Wednesday: Budget vs actual review (Notion)
├── Thursday: Invoice follow-ups (Trello)
└── Friday: Weekly financial summary (Notion)

Operations Team (Dr. Loveday - COO)

Primary Tools: Jira, Trello, Notion, Slack

Daily Workflow:
├── 08:30 - Review team status (Slack)
├── 09:00 - Operations standup
├── 09:30 - Process improvements
├── 12:00 - Lunch
├── 13:00 - Cross-team coordination
├── 15:00 - HR matters (Trello)
└── 16:00 - Documentation updates (Notion)

Weekly Rituals:
├── Monday: Leadership sync (Slack/Meet)
├── Tuesday: All-hands preparation (Notion)
├── Wednesday: Process review (Notion)
└── Friday: Operational metrics review (Jira/Notion)

Academy Team (Huzaifa - Academy Lead)

Primary Tools: Trello, Notion, Slack, Traquiva

Daily Workflow:
├── 09:00 - Check student inquiries
├── 09:30 - Curriculum development
├── 11:00 - Instructor coordination
├── 12:00 - Lunch
├── 13:00 - Student sessions
├── 15:00 - Content creation
└── 16:00 - Update Trello, plan ahead

Weekly Rituals:
├── Monday: Week planning (Trello)
├── Tuesday: Curriculum review
├── Thursday: Student feedback review
└── Friday: Content publishing

---

Meeting Cadence

Company-Wide

Meeting	Frequency	Duration	Tool	Attendees
All-Hands	Bi-weekly	45 min	Slack/Meet	Everyone
Leadership Sync	Weekly	60 min	Meet	Leadership
Town Hall	Monthly	60 min	Meet	Everyone

Team-Level

Meeting	Frequency	Duration	Tool	Attendees
Daily Standup	Daily	15 min	Slack Huddle	Team
Sprint Planning	Bi-weekly	2 hours	Linear/Jira	Team
Retrospective	Bi-weekly	1 hour	Notion	Team
1:1s	Weekly	30 min	Meet	Manager + Report

Cross-Functional

Meeting	Frequency	Duration	Purpose
Product Review	Weekly	1 hour	Demo progress
Sales + Product	Bi-weekly	30 min	Feature requests
Engineering + Ops	Weekly	30 min	Infrastructure

---

Onboarding Checklist

Day 1: Access Setup

• Zoho Mail account created (@skymirror.eu)
• Slack workspace invitation sent
• Notion workspace access granted
• GitHub organization invitation sent
• Linear/Jira/Trello access (based on team)
• 1Password vault access

Week 1: Tool Training

• Slack channels joined, profile completed
• Notion workspace tour completed
• Primary project tool training (Linear/Jira/Trello)
• GitHub setup (SSH keys, 2FA)
• First team meeting attended

Week 2: Workflow Integration

• First task assigned in project tool
• First PR submitted (engineering)
• First document created in Notion
• Integrations configured
• Workflow questions addressed

---

Security & Compliance

Access Control

Tool	SSO	2FA	Access Review
Zoho Mail	Yes	Required	Monthly
Slack	Yes	Required	Quarterly
Notion	Yes	Required	Quarterly
GitHub	Yes	Required	Monthly
Linear	Yes	Required	Quarterly
Jira	Yes	Required	Quarterly
Trello	Yes	Required	Quarterly

Data Classification

Level	Examples	Allowed Tools
Public	Marketing content	All
Internal	Meeting notes, processes	Notion, Slack
Confidential	Financial data, client info	Encrypted Notion, Trello
Restricted	Credentials, PII	1Password only

Offboarding Checklist

• Zoho Mail account suspended
• Slack deactivated
• Notion access removed
• GitHub access removed
• Linear/Jira/Trello access removed
• 1Password vault access revoked
• Handover documentation completed

---

Tool Administration

Tool Owners

Tool	Primary Admin	Backup Admin
Slack	Operations	CTO
Notion	Operations	CEO
GitHub	CTO	DevOps Lead
Linear	CTO	Tech Lead
Jira	Delivery Manager	CTO
Trello	Academy Lead	CMO
Zoho Mail	CFO	COO

Monthly Admin Tasks

• Review user access across all tools
• Archive inactive channels/spaces
• Update integrations as needed
• Review and optimize workflows
• Cost review and optimization

---

Appendix: Quick Reference

Keyboard Shortcuts

Slack

• Cmd/Ctrl + K - Quick switch
• Cmd/Ctrl + Shift + M - Mentions
• Cmd/Ctrl + / - Shortcuts menu

Linear

• C - Create issue
• Cmd/Ctrl + K - Command menu
• G then B - Go to backlog

Notion

• Cmd/Ctrl + P - Quick find
• Cmd/Ctrl + N - New page
• / - Command menu

GitHub

• . - Open in github.dev
• T - File finder
• Cmd/Ctrl + K - Command palette

Support Contacts

Tool	Support Channel	Escalation
Slack	#help-slack	Operations
Notion	#help-notion	Operations
GitHub	#help-engineering	CTO
Linear	#help-engineering	CTO
Jira	#help-engineering	Delivery Manager
Trello	#help-operations	COO
Zoho Mail	#help-operations	COO

---

Document Version: 1.2
Last Updated: December 2024
Owner: CEO (Lukman Ibrahim)
Review Cycle: Quarterly