Proposal - Roast n’ Post

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Prepared for: Sean Wells
From: Damon Flowers & Mark Malian, Modern Operators

CompanyOS Implementation Proposal

 

Current Situation

Your post-production studio has built an enviable reputation over 20 years, delivering Super Bowl commercials and high-profile film work with turnaround speeds that consistently amaze clients. You've cultivated strong margins (50%+ on commercial work), a healthy work-life culture for your team (minimal overtime, unlimited PTO), and a thriving community of 357 filmmakers who see you as the market leader.
However, despite having talented team members and Monday.com systems in place, you and Crystal have become the primary bottleneck preventing the business from scaling sustainably:
  • Owner dependency forces you to jump in and solve quick problems yourself (12 minutes vs. 1 hour if delegated), creating a capacity ceiling despite available team members
  • Constant interruptions from "pickups" (quick client requests on completed projects) that pull focus from strategic work
  • QA/QC inconsistency where final delivery checks get skipped on rushed days, risking the quality reputation you've built
  • Delegation hesitation because previous attempts to hire and train assistants doubled your workload instead of reducing it
  • Tool sprawl with custom-built Monday.com systems that work but require you to maintain and manage across 12-24 simultaneous short-cycle projects
You're considering a significant hire (COO/Head of Operations at $160-180k), but without clear systems documenting how the business actually runs, onboarding could pause operations for a month and repeat past training challenges. You don't need to abandon Monday.com or rebuild from scratch. You need to extract what's in your heads, systematize delegation pathways, and create the infrastructure that lets you step back without the business breaking.

Goals

The Company OS will help you:
  1. Extract and document your operational knowledge so delegation stops failing…creating clear SOPs, workflows, and decision trees that let team members handle tasks without constantly pulling you in
  1. Build delegation infrastructure with role clarity and escalation paths so the "12-minute task" can confidently be handed to staff without doubling your workload
  1. Create unified source of truth that integrates with your Monday.com systems while housing vision, values, processes, and client service standards…essential for successfully onboarding that COO/Head of Operations
  1. Implement AI-powered assistance for inbox triage, meeting prep, and/or task prioritization to reclaim strategic focus time
  1. Establish feedback loops and continuous improvement systems so you can finally take that vacation while the business maintains your quality standards and captures operational learnings
  1. Automate interruption handling with clear protocols for "pickups" and quick requests that route to appropriate team members instead of defaulting to you
By the end of this 90-day engagement, you'll have extracted 20 years of craft knowledge into a living operating system that supports your growth trajectory, enables your team to operate independently, and gives you back the work-life balance you've built for everyone else.
 

High Level Overview

Design, build, and implement a complete operating system that captures all institutional knowledge, documents core processes, and deploys AI-powered automation. Modern Operators will extract tribal knowledge from leadership, map existing workflows, build a custom Notion-based CompanyOS, train AI agents on Roast n’ Post’s business data and voice, and deliver a fully adopted system that scales with the business while reducing founder dependency.
 
Modern Operators will perform a structured, three-phase implementation of the Roast n’ Post’s CompanyOS. This includes knowledge extraction, custom system design in Notion, AI agent deployment, team training, and adoption support to ensure the system becomes the operational backbone of the business.
✔️ Complete operational audit and knowledge extraction from the founder and key team members
✔️ Custom-built CompanyOS in Notion tailored to Roast n’ Post’s workflows, departments, and business model
✔️ Searchable SOP library, department dashboards, and centralized knowledge base
✔️ AI agent deployment trained on the Client's data, brand voice, and processes
✔️ Team training and adoption workshops to ensure system usage and long-term sustainability
✔️ Integration with existing tools (Slack, Google Drive, CRM, project management platforms)
✔️ Post-implementation review call and handoff documentation

Full Offer

Modern Operators will design, build, and implement a complete CompanyOS that serves as the operational foundation of the Roast n’ Post’s business.
The Services include:

Phase 1: Foundation (Approx. Days 1–30)

Modern Operators will conduct structured interviews and workshops with the founder and 4–6 designated team members to extract operational knowledge and map the Client's current state.
Discovery will include:
  • Structured interviews (60–90 minutes each) with Sean/Crystal and key department leads
  • Mapping of how decisions are actually made (not how they should be made)
  • Identification of operational bottlenecks, tribal knowledge, and context dependencies
  • Documentation of existing processes, roles, and ownership structures
  • Review of current tools, workflows, and communication patterns
Deliverables:
  • Current State Assessment documenting all workflows, decision paths, and knowledge gaps
  • Role & Ownership Map defining who owns what and where responsibility is unclear
  • Company Vision Hub documenting strategy, goals, values, and long-term vision
  • Strategic Planning Engine outlining quarterly planning structure and goal-setting frameworks

Phase 2: Build (Approx. Days 31–60)

Modern Operators will design and build Roast n’ Post’s custom CompanyOS in Notion, structured to support current operations and future growth.
System components include:
  • Leadership Dashboard with KPI metrics
  • Searchable SOP Library with step-by-step documentation for all core processes
  • Knowledge Base structured for AI to search, retrieve, and answer questions
  • Brand Voice Training Database capturing tone, messaging, and communication style for AI deployment
  • Team HQ serving as the single source of truth for all company information
Deliverables:
  • Fully built CompanyOS in Notion, customized to the Client's business
  • Permission-based access controls (executives, department heads, team members)
  • Mobile-ready interface for on-the-go operations
  • Integration documentation showing how existing tools connect to the OS

Phase 3: Intelligence (Approx. Days 61–90)

Modern Operators will deploy up to two AI agents trained on the Roast n’ Post’s CompanyOS data, brand voice, and processes, then train the Client's team to adopt and maintain the system independently.
AI agent deployment possibilities:
  • Content Writing Agent (blogs, emails, social media posts, written in the Client's voice)
  • Reporting Automation Agent (weekly dashboards, performance summaries, data synthesis)
  • Research Assistant Agent (answers questions from the Client's knowledge base and processes)
  • Custom AI Builds based on the Client's specific operational bottlenecks
Team training and adoption include:
  • Live training sessions teaching the team how to use the CompanyOS
  • Adoption workshop ensuring the system becomes part of daily workflows
  • Documentation and video walkthroughs for ongoing reference
  • Office hours and communication within Notion during the adoption phase
Deliverables:
  • Deployed AI agents accessible via the CompanyOS
  • Team training materials (videos, guides, quick-start documentation)
  • Post-implementation review call to assess adoption and address questions
  • 30-day post-launch support via email to ensure system sustainability

Timeline

The Parties acknowledge that the Services will require approximately ninety (90) business days to complete, structured as follows:
  • Phase 1 (Days 1–30): Foundation and knowledge extraction
  • Phase 2 (Days 31–60): CompanyOS build and integration
  • Phase 3 (Days 61–90): AI deployment and team training

Investment

  1. The total investment for the CompanyOS Implementation is $9,500 USD, payable in full via wire transfer/ACH.
  1. Optional post-implementation retainer services (additional AI agent builds, system expansion, ongoing support) are available but not included in this scope.

Post Implementation Support

Following the completion of Phase 3, the we will provide:
  • 30 days of email/loom support to address questions and troubleshoot adoption issues
  • One (1) post-implementation review call (60 minutes) to assess system performance and discuss optimization opportunities
Extended support, additional AI agent builds, or ongoing system maintenance are available via separate retainer agreement.

Next Steps

If this feels like the right move, next steps would include:
  1. We’ll hold a follow up meeting on Monday Feb 2 to answer questions, provide more clarity, and discuss specifics
  1. If you’re ready to move forward, we'll send over a simple agreement and invoice
  1. You sign a simple agreement scope of work and pay.
  1. We schedule an initial kick off call to establish systems audits with you and your team (within 3 days of signing)
 
 
This proposal guides Roast n’ Post toward greater efficiency, stronger systems, and sustainable growth. Your investment in clarity and alignment here compounds and will help unlock more time, reduce stress, and accelerate results.

Still have questions about this proposal?

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About Modern Operators

Modern Operators is a systems-first growth partner for founder-led companies doing $500k–$10M who want to scale with clarity, calm, and predictable momentum. Instead of relying on heroic founders, scattered tools, or reactionary decision-making, MO equips teams with a modern operating system…a unified layer of vision, planning, execution, automation, and AI that allows the business to run smoother, faster, and more intelligently.
Co-founded by Damon Flowers and Mark Malian, Modern Operators brings together decades of deep operating experience, brand strategy, and systems design to help companies move from reactive growth to a stable, scalable rhythm.
  • Damon Flowers has spent 20+ years building and scaling companies from early-stage to eight-figure outcomes. He is known for architecting operating systems, transforming chaotic teams into aligned execution machines, and mentoring founders and leaders through the transition from “doing everything” to building a company that grows beyond them. His work blends strategic clarity, operational structure, and the practical integration of AI into day-to-day workflows.
  • Mark Malian brings 7+ years of experience in growth strategy, brand positioning, and systems automation inside agencies and product companies. His expertise lies in turning complex processes into clean, scalable systems…especially in marketing, sales, and customer operations, so teams can produce consistent pipeline, shorten deal cycles, and unlock predictable growth.
Together, Damon and Mark built Modern Operators to guide founders through a new era of business…one where clear structure replaces chaos, AI amplifies human capability, and a modern Company OS becomes the foundation for long-term, scalable success.