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Project intake form

For PMOs and for design, marketing, data and ops teams that take work from colleagues. It replaces 'can you just…' messages with a request your team can accept, schedule or decline. (Taking on outside clients? Use the client intake form.)

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Copies the form into your account after you sign in with Google. You can change anything before publishing.

Project intake form· preview, nothing is sent

Columns in your Google Sheet

Each response becomes one row with these columns.

_submission_id_submitted_at_form_versionYour nameWork emailYour teamProject nameWhat problem does this solve, and for whom?How will we know it worked?What do you need from us?DeadlineHow fixed is that deadline?What happens if we don't do this?Sponsor (who signs off on the result)

What this form asks, and why

  • Your namerequired The day-to-day contact for the project.
  • Work emailrequired For questions during review.
  • Your teamrequired Shows which teams ask most and keeps capacity talks factual.
  • Project namerequired A name to refer to in planning meetings.
  • What problem does this solve, and for whom?required Asks for the problem, not the solution, so you can suggest a better one.
  • How will we know it worked? Defines 'done' before work starts.
  • What do you need from us? Several can apply; filter for 'Design' to see the design queue.
  • Deadline Read it with the next question: a date alone doesn't say whether it can move.
  • How fixed is that deadline?required Separates real deadlines from hopeful ones, which is most of prioritising.
  • What happens if we don't do this? The quickest way to rank requests against each other.
  • Sponsor (who signs off on the result)required Work without someone to sign it off tends to stall at review.

Fields people often add

  • Estimated budget
  • Stakeholders to keep informed
  • Links to briefs or documents
  • Dependencies on other teams
  • What is out of scope?

Common mistakes

  • Every deadline treated as fixed: asking how fixed it is often turns many of them into targets you can plan around.
  • Accepting requests without a sponsor: no one can sign off, so the project tends to stall at review.
  • Solution-first requests ('we need an app'): the problem question lets you propose something smaller.
  • Replying 'received' and nothing else: add 'Decision' and 'Review date' columns to the sheet and tell requesters when the review happens.

Share it or put it on your site

Publish to get a link on freelyforms.link, or embed it on your website. Responses go to your Google Sheet.

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