SMOKEYLEMON
knowledgebase index.
The Smokeylemon Operations Index is the primary page to reference our Smokeylemon framework. It is a shared map of the entities, categories, and language that define how we work.
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It is organised by our standards, methodologies, definitions and how Smokeylemon assess and decides to undertake a project before any commitment with other businesses.
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Version 1.0 - June 2026
Master ontology
The top-level map of everything that exists in the Smokeylemon universe — the core entities, how they group, how they relate, and the shared language the whole team should use consistently.
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Core Entities
These are the primary things that exist in the business. Every project, task, and time entry connects back to one or more of these.
People & Organisations
Company /
Smokeylemon, not 'SmokeyLemon' or 'Smokey Lemon' is the name of this company. Smokeylemon trades under Smokeylemon and Favour the Brave and is located at 355 Devon St East, New Plymouth, New Zealand 4312. Though we are based in the North Island of New Zealand, our clients are worldwide.
Clients /
Any business or organisation that we are paid to do work for, or have a sponsorship agreement in place with. These clients are worldwide.
Team Members /
Jimi, Hannah, Mandy, Tina, Anna, Stu, Mark, Chloe, Dieter
Suppliers /
Smokeylemon works with printers New Zealand wide, sub-contractors and third party service providers to ensure we are giving our customers the best advice and products available.
Work
Project /
Billable unit of work for a client. Every approval from a client means we will create a project based on the request.
Brief /
Scope of work that has been approved from a proposal sent to the client, including audience, goals and constraints, and expected outcomes.
Campaign /
Marketing related setup and execution of agreed marketing campaign and strategy, for a set period of time, or until agreed as ongoing concern.
Deliverable /
The output the client receives based on the campaign and/or brief
Task /
Using our project management software Teamwork Projects, this is a unit of work toward completion of a deliverable within a project.
Revision Round /
Structured feedback round and revision. Most cases this is 2 rounds of revisions where needed under the project deliverables scope and cost.
Structured feedback round and revision. Most cases this is 2 rounds of revisions where needed under the project deliverables scope and cost.
Time & Money
Time log /
All time is recorded against a project, whether billable, non-billable or quoted in a pipeline for full transparency and to be able to understand how the project is tracking against estimated hours on tasks.
​Budget /
Quoted time versus actual time spent. Where necessary we will set an estimated price for a project and if the scope of work changes then this requires a variation and assessment of costs, leading to a new estimated project being set up to assign this budget to.
Invoice /
Project Types
Retainer Model /
Ongoing monthly relationship with an agreed scope of works, or a use or lose basis for ad-hoc within this scope.
One-off /
A single project or defined project/s with a defined cost and scope of works.
Ad hoc /
Unplanned work that is send to us, outside of a predefined scoped and costed project. Hourly rated work, as and when needed. Where possible we complete the work within 24 hours of receiving the information.
How they relate
Our company, Smokeylemon is approached to price up client deliverables. The client approves our costs and commissions Smokeylemon to undertake a Project, Campaign or Retainer work. We revisit the brief to ensure that we have a good understanding of what the deliverables are, timeline and full scope of works. The deliverables are broken into tasks with due dates and estimates time per task per person involved, and a start work meeting is activated. Each team member owns their work tasks with one project owner overseeing this, while the team member logs their time per task. The client has space for revisions against approved budget and the project owner will co-ordinate or oversee this with the related team member. This is tracked on the overall budget until the project is complete, and then project owner generates an invoice to the client for the completed work.
Shared language
Terms that must mean the same thing to everyone on the team.
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Job / Project: Used interchangeably, one job = a teamwork project or a campaign setup = one budget line.
Not to be confused with a task - a task is within a job / project.
Deliverable: A finished output handed over to a client all approved by client. A video file (or upload to their channel), a live website, a printed document or design in the respective formats required.
Not to be confused with a Task, a task is work done to create the deliverable.
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Task: A unit of work within Teamwork Projects assigned to a team member with a due date and estimate time to complete.
Not to be confused with a Deliverable, a task or multiple tasks is how we get to the end deliverable/s, not the deliverable itself.
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Billable Time: Time logged under a client project that counts toward their budget.
Not to be confused with time marked as billable but the project is over budget, admin time, non-client work.
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Non-billable Time: Internal time, admin, marketing for Smokeylemon, training, meetings that are not related to the client project. Estimates that are not yet approved.
Not to be confused with: Estimate time, or time that you feel cannot be charged to the client even though you are working on their project.
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Estimates: Time spent preparing proposals, client meetings to establish the requirements to be able to produce the estimate.
Not to be confused with Quotes, quotes are fixed price and cannot be changed, estimates are open for discussion and provide the ability to charge more should the scope change. Non-billable (quotes are tracked separately to measure conversion rate).
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Brief: A written record of what the client wants, usually in PandaDocs before the work starts & then written into Teamwork when the Estimate is approved.
Not to be confused with a quote, the estimate has already been produced and approved.
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Revision Round: A structured cycle: we send work, client responds, we revise. Rounds are numbered (v1, v2...). Standard practise is 2 rounds of revisions.
Not to be confused with Feedback (informal comments mid-process are not a review round unless formally identified as being so).
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Campaign: A strategic initiative spanning multiple projects and channels over a defined period, or an agreed ongoing nature. This relates to marketing such as social media campaigns and other paid advertising where the minimum duration is four months.​
Not to be confused with a Project, (a campaign is the parent; projects sit inside it)
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