Tools and operating rhythm

What runs on what, where decisions are logged, and what the week looks like

Use this section on day one. It names the tools ORIGIN runs on, says where a decision has to be written down and how fast, gives you the file naming standard, and lays out the week.

The tools, and what each one is for

Source: Register tab 3 rows 2 to 13, 17 and 19; tab 9 row 22; tab 13 row 12

One rule sits behind that whole table: one tool per layer. ORIGIN One is the operating platform, Zapier is event plumbing with no business logic in it, and nothing is duplicated across two systems. If you keep a second copy of something, you are building a divergence, not a backup.

Source: Register tab 3 row 20

Two hard lines from the code of conduct. All ORIGIN and client data lives on approved tools only, with no personal devices, no personal cloud and no personal email, and two factor authentication is mandatory everywhere. If you leave, every file comes off your personal devices within forty eight hours and you confirm it in writing.

Source: Register tab 13 row 12

Where decisions get logged, and how fast

A decision that exists only in a conversation is not a decision, it is a memory. ORIGIN treats that as a defect, so there are clocks.

• A decision taken on WhatsApp or on a call is logged as an Asana comment within twenty four hours. WhatsApp stays conversation only.
• A physical client meeting gets a Loom debrief within forty eight hours if you are on the Growth Team.
• Every meeting is recorded through Loom Notetaker and the link is saved to the relevant Asana task.
• Response times, in core hours: WhatsApp within sixty minutes, Asana within two hours, email within four hours.

Source: Register tab 8 rows 9, 10 and 12; tab 14 row 21

File naming, and where client work lives

Every file you produce, internal or external, carries the same name shape.

THE FILE NAMING STANDARD
CLIENT NAME - DOCUMENT TITLE - INITIALS - DDMMYYYY - VERSION. Internal documents use ORIGIN as the client name. The initials and the date lock at creation and never change, even years later. A later editor moves only the version.

Source: Register tab 8 row 15, adopted 16 July 2026

This catches people out in week one, so read it twice: the date in the file name is the date the file was created, not the date you edited it. If you find a document from July and you change it today, you bump the version and you leave the July date alone.

Source: Register tab 8 row 15

Every client folder on OneDrive follows the same nine folder template, in this order: client proposals and contracts, financials, deliverables, client assets, production, case study, credentials vault and accesses, admin, and CSAT. Do not invent a tenth folder, and do not put a deliverable in the assets folder because it was quicker.

Source: Register tab 8 row 18

Asana has its own naming, and it is deliberately different. An engagement project is named CLIENT NAME then the service or deliverable, with no ORIGIN prefix. And every task created by anyone, person or agent, carries exactly one prefix in square brackets, such as Ticket, Project, Review or Meeting. The case matters.

Source: Register tab 15 rows 36 and 79

The week, and the time zone

The working week runs Sunday to Thursday, the same as Saudi Arabia. Thursday is the reporting day. The company clock is Riyadh time, UTC plus three, and the UAE sits on the same offset.

Source: Register tab 8 rows 2 and 3

ORIGIN is fully remote. Cameras are on for calls, and your core overlap hours are set for your delivery unit by your Team Lead or line manager.

Source: Register tab 8 row 11

The fixed points of the week and the month, in Riyadh time.

Source: Register tab 8 rows 4, 6, 7, 13 and 19

Team Lead written reports land before the Thursday stack and file into the client folders, so the meeting reads the report rather than writing it. Briefs have no fixed times.

Source: Register tab 8 row 4

Client governance runs on three levels and is separate from internal reporting: a Steering Committee monthly, Project Control weekly, and Project Delivery ongoing.

Source: Register tab 8 row 8

Your own reviews follow the same rhythm. As a new joiner you are reviewed monthly for your first three months, set no later than the fifth of the month, and quarterly after probation. The evidence is your tracked hours against your Asana tasks and your delivery data, so the review reads what the systems hold.

Source: Register tab 8 row 20

The year

ORIGIN plans on a cycle that runs 1 July to 30 June, not on the calendar year. The statutory financial year is the calendar year, so the two do not line up and you will see both. The high season in the region runs from around September to the end of May; June, July and August are the offseason and are used to plan the next cycle. A five day retreat in mid July opens it.

Source: Register tab 1 row 31; tab 4 rows 15 and 16; tab 8 row 14

Meetings and recordings

Meetings happen on Teams, recorded through Loom Notetaker, the only approved recording tool, with the link saved to the Asana task the meeting belongs to. Townhalls are mandatory for full time and part time team members, in person when asked, and an absence without prior approval is a breach of the code.

Source: Register tab 8 row 9; tab 13 row 14

TO CONFIRM
Four parts of this rhythm are not settled. The recurring calendar invites for the Thursday stack and the daily standups do not exist yet and the owner is to be confirmed. The quarterly business review structure and the client satisfaction rhythm are recorded as new and unbuilt. The delivery stream service levels are marked draft and to revise throughout. Follow the cadence above and expect the detail to firm up.

Source: Open items 7, 41, 42 and 43; register tab 17 row 2

Next: Act 06 Section 04, Working with the fleet