PLAINREADS — PROJECT INTAKE FORM
Guide: https://plainreads.com/blog/project-intake-form

Submission means a request has been received. It does not mean the work has
been approved or scheduled. Follow required organizational approval processes.

REQUESTER SECTION
1. Problem: What is happening now that needs to change?
2. Outcome and audience: Who benefits, and what should they be able to do?
3. Proposed deliverable: What are you asking the team to produce?
4. Deadline and reason: What date matters, and what happens if it changes?
5. Scope and exclusions: What belongs here, and what does not?
6. Dependencies: Which inputs, people, or approvals are required?
7. Requester and approver: Who can clarify and accept the result?
8. Existing material: What can the team reuse or inspect?

REVIEWER SECTION
Fit with team responsibilities:
Missing information and who will provide it:
Evidence supporting urgency and benefit:
Dependencies and availability:
Capacity and existing work that would move:
Decision and reason: clarify / accept / defer / decline / route elsewhere.
Decision owner and next update:
Scheduling status and confirmed delivery owner, if assigned:

FICTIONAL EXAMPLE
Title: Make expense instructions easier for new starters to find.
Problem: The welcome message links to several documents; new starters ask which
instructions are current.
Outcome: New employees can find approved submission steps and the help contact.
Proposed deliverable: A short FAQ and an updated welcome-message link; a simpler
solution is acceptable if it meets the same need.
Deadline reason: Before the next cohort's welcome message; actual send date
still needs confirmation.
Scope: Explain existing policy. Exclude rule changes and a new expense platform.
Dependencies: Policy owner identifies the authoritative source and reviews wording.
People: Jordan is requester; Avery is policy owner; delivery owner unassigned.
Material: Welcome draft and policy documents in the approved shared folder.
Decision: Needs information — confirm send date and review availability before
evaluating delivery capacity.

SIX-STEP TRIAGE
Fit → Completeness → Timing → Dependencies → Capacity → Decision.
Record the person authorized to resolve a conflict with existing commitments.

REPLY SCRIPTS
RECEIVED: I have received the FAQ request. Before we assess timing, please confirm
when the welcome message will be sent and who can review the policy wording.
I will update you after those two points are clear.

ACCEPTED, NOT SCHEDULED: The FAQ fits our team's scope. We still need to agree on
capacity and a review window before promising a delivery date. I will bring the
scheduling choice to the next planning discussion.

SCHEDULED: We have agreed to produce the FAQ and update the welcome link. Robin
owns delivery, and Avery has confirmed the review window. The agreed date applies
to that scope; additional requests will need a separate timing check.

Silence is not approval. Keep missing decisions visible in the current status.