---
name: set-up-special-project-workspace
description: A free project still needs a clear goal and owner.
category: Knowledge System Maintenance
stage: —
definitive_article: https://blitzmetrics.com/special-project/
status: needs-work
---

# Set up a Special Project workspace

A free project still needs a clear goal and owner. This guide sets up a shared place for the work, files, and next steps. Start with the approved scope and the people who should take part.

**The path:** Approved scope → Project record → Working threads → Checked access

**Start when:** The relationship owner has confirmed Special Project status, scope and participants.

## Inputs

- The relationship owner’s approved Special Project scope and current roster status.
- The exact existing conversation/project, participant list and accountable lead.
- Authorized project setup/access plus the current Basecamp workflow.

## Steps

1. Confirm Special Project status from the roster and owner. A friendly name, old project prefix or lack of invoice does not authorize unpaid work or change a client’s status.
2. Search for the existing workspace before creating one. For a new approved project, use “Special Project: [real person or company]” with the actual confirmed subject; preserve any established project ID.
3. Enable or use the approved Message Board, To-dos and Docs & Files. Create or locate Project Overview, Access, Updates, Updates (Internal) and Meetings.
4. Write the overview with purpose, scope, deliverables and named responsibility. Use the maintained labels Project Lead, Project Manager and Accountable when the current workflow requires them, matching actual project members.
5. Invite only the confirmed participants under existing authority. Historical named staff in the public article are examples to verify, not a blanket current invite list.
6. Check each thread’s actual client visibility. Keep private team notes in the internal destination and secret values in the approved store, not an Access-thread plaintext dump.
7. Run the applicable access checklist for the work: source systems, site and measurement access as needed. Record granted, missing and untested separately; then assign the first concrete task and verify the receiver can find it.

## Definition of done (QA checklist)

[Quality assurance (QA)](https://localservicespotlight.com/article-guidelines/) means checking the work against the agreed result.

- [ ] Roster state, scope and accountable owner are confirmed.
- [ ] Required threads exist with checked participant visibility.
- [ ] First task and needed access are usable, or exact missing grants have owners.

## Example(s)

**Fictional teaching example. This is not a client result or proof of a completed run.**

A fictional partner is approved for one profile-page review. The workspace has the five threads, but the internal Updates thread is visible to the partner. Fix and verify that visibility before posting team notes. The no-fee project still has a bounded scope; it does not authorize ongoing website work.

## Handoff and Content Factory context

This work supports the [Content Factory, our four stages of using real content](https://blitzmetrics.com/content-factory/): Produce → Process → Post → Promote. Use the specific inputs and next task below to place the work; a maintenance task does not manufacture transcripts, clips or other stage outputs it does not call for.

The assigned task owner begins only in-scope work and uses [the original-thread status method](https://local-service-spotlight.github.io/task-library/?task=reply-with-task-status-in-origin-thread#task-reply-with-task-status-in-origin-thread) for authorized progress.

## Run with an agent

Give the AI worker this recipe, the real Inputs above, the intended result and the actions already authorized. Ask it to return the saved output, checks, evidence and remaining owner. Check its work against this guide; loading a skill does not prove access, installation of a job, or successful execution. Keep media muted with volume at zero if playback is needed.

For recurring work, keep the actual trigger, owner and runtime in the job record. Scheduling and observed firings are separate. Do not create a schedule merely because this guide mentions a review interval.

## Record the real execution

Open the run record when the work starts. Keep the exact starting recipe revision, one execution ID, source evidence and actual state. Write a [meta article, the record of one run](https://blitzmetrics.com/meta-article-prompt/) with decisions, results, checks, failures and next owner. Link it to this task and register it through the [Task Library](https://local-service-spotlight.github.io/task-library/) execution process. Writing is part of the work; public release follows existing authority.

Reuse the same execution ID for revisions, QA, meta writing and retries within that run. A blocked run stays open with its dependency and next owner; do not invent a finish time. Use supported findings to propose and verify a better recipe. A historical public-example count without distinct run IDs remains dated article volume, not verified execution frequency.


<!-- factory-layer:start -->

## Factory chain (do not treat this as isolated)

- **Phase:** —
- **Importance:** 2/5 `●●○○○` — frequency 2, revenue 1, gating 2 (supporting)
- **Suggested previous station:** —
- **Suggested next station:** —
These stations are generated neighbors, not verified prerequisites or handoffs. Follow the task’s actual Inputs and Handoff sections.
- **Handoff:** Save this task’s actual output, source, date and checks where the receiving owner can read them. Follow the Inputs and Handoff sections for its next step.

## Model routing (same factory, any engine)

- **This task's lane:** `any` — Any capable chat model (Claude, ChatGPT, Grok, Gemini). SOP following, drafts, checklists.
- **Single-engine path:** Use the capable AI app you already have. Check its required tools and access before starting. Pass the actual result and proof to the next task.
- **Optional multi-engine:** A tested local model may draft; a stronger model may review facts and voice. Use supported tools for approved actions. Pick models from observed quality and cost; a model name does not prove it can run this task.
- **Never** store the working state in one vendor's memory. Files in the Content Library are the bridge.

<!-- factory-layer:end -->
## Definitive article & links

- [Maintained source guide](https://blitzmetrics.com/special-project/)
- [This task in the Task Library](https://local-service-spotlight.github.io/task-library/?task=set-up-special-project-workspace#task-set-up-special-project-workspace)
- [Article Guidelines](https://localservicespotlight.com/article-guidelines/)
- [current article guide](https://blitzmetrics.com/definitive-article-guide/)
- [How recipes and run records work together](https://localservicespotlight.com/meta-articles/)

## Review and evidence still needed

The inherited contributor status is `needs-work`. It is preserved, not promoted by this rewrite. That label alone does not verify document readiness, a client outcome, access or an executed task.

A real execution still needs its own source, reviewer, saved result and handoff evidence. The fictional example teaches the method; a real example with relevant proof is still needed where required. The task-specific flow above is source guidance; its visible presentation and the full document need a named reviewer and desktop/mobile checks.