How do I set up project management software for managing client deliverables in an executive search firm?

Here’s a practical way to set up project management software for an executive search firm so it actually helps with client deliverables, not just internal task tracking.

1) Start with your workflow, not the software

Map the full search process first. Typical stages might be:

1. Search kickoff
2. Client intake / role briefing
3. Research and target list
4. Prospecting / outreach
5. Candidate screening
6. Shortlist presentation
7. Client interviews
8. Offer management
9. Placement / closeout
10. Post-placement follow-up

For each stage, define:

• Who owns it
• What needs to be delivered
• Due dates or SLAs
• What “done” means
• What needs client visibility

This becomes your template in the software.

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2) Choose the right structure in the tool

Most firms do best with a setup like this:

A. One project per search engagement

Each retained search = one project.

Inside the project, use:

• Milestones for major deliverables
• Tasks for work items
• Statuses to show where the search stands
• Assignees for internal ownership
• Due dates for client commitments
• Files/links for candidate decks, briefs, scorecards, etc.

B. A standard template for every new search

Build a reusable search template so every new client engagement starts the same way.

Example template sections:

• Client briefing
• Search strategy
• Target company list
• Outreach launch
• Candidate pipeline review
• Client presentation
• Interview coordination
• Offer stage
• Placement closure

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3) Define client deliverables clearly

In executive search, the “deliverables” are often things like:

• Search brief / role intake summary
• Target company list
• Weekly status update
• Candidate slate / shortlist
• Interview schedule
• Candidate comparison matrix
• Offer recommendation summary
• Final placement report

For each deliverable, specify:

• Format
• Owner
• Deadline
• Approval step
• Client recipient
• Whether it’s recurring or one-time

If possible, create each as a task or milestone with a template description.

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4) Use a simple status model

Avoid too many statuses. A clean set could be:

• Not started
• In progress
• Waiting on client
• Waiting on candidate
• Internal review
• Sent to client
• Approved
• Closed

This helps you quickly identify bottlenecks, especially where the process is blocked by external parties.

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5) Set up roles and permissions

Executive search work is sensitive, so permissions matter.

Recommended roles:

• Admin / firm leader: full access
• Consultant / search lead: edit all project items
• Researcher / associate: assigned tasks only
• Client-facing collaborator: limited access to approved deliverables
• Client user: view only, if you allow client portal access

Be careful about candidate data privacy. Often, you should keep candidate records internal and only share approved summaries externally.

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6) Create dashboards for management

You’ll want dashboards by role.

Partner / leadership dashboard

Track:

• Searches on track / at risk / delayed
• Deliverables due this week
• Open client actions
• Candidate pipeline volume
• Time in stage
• Search aging

Consultant dashboard

Track:

• Today’s tasks
• Upcoming deliverables
• Waiting on client feedback
• Candidate follow-ups
• Interview scheduling

Operations dashboard

Track:

• SLA adherence
• Template consistency
• Overdue deliverables
• Workload across team members

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7) Standardize recurring client communication

Weekly or biweekly client updates are common in executive search. Set them up as recurring tasks or recurring deliverables.

A weekly update template might include:

• Search progress summary
• Outreach metrics
• Candidate pipeline status
• Upcoming interviews
• Risks / blockers
• Decisions needed from client

You can automate reminders so the consultant is prompted to prepare the update before the client meeting.

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8) Add automations where they save time

Useful automations include:

• When a search is created, generate the full project template
• When a task is marked complete, create the next task
• When status changes to “Waiting on client,” notify the account lead
• When a deliverable is due in 3 days, send a reminder
• When a candidate is moved to shortlist, notify the client-facing team
• When a client approves shortlist, generate interview coordination tasks

Keep automations simple at first. Too many can become hard to manage.

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9) Track candidate-related work carefully

Even though your question is about client deliverables, candidate workflow affects them directly.

You may want separate but linked records for:

• Candidate profiles
• Interview stages
• Feedback
• Reference checks
• Offer status

If your PM software doesn’t handle candidates well, integrate it with an ATS or CRM. The PM tool should manage the engagement and deliverables; the ATS should manage candidate records.

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10) Create templates for common deliverables

Make reusable templates for the things you send clients.

Examples:

• Client briefing note
• Shortlist presentation deck
• Interview feedback form
• Search progress report
• Offer summary
• Placement report

Each template should include:

• Purpose
• Owner
• Inputs needed
• Review step
• Delivery deadline

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11) Build in approval workflows

Many client deliverables need internal review before they go out.

Example workflow:

1. Associate drafts shortlist deck
2. Consultant reviews and edits
3. Partner approves
4. Deliverable sent to client
5. Task marked complete

This reduces errors and keeps messaging consistent.

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12) Keep documentation centralized

Store key items in one place:

• Client brief
• Search spec
• Meeting notes
• Candidate feedback
• Deliverables sent
• Final decision rationale

Use linked documents instead of email threads whenever possible.

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13) Start with a pilot

Don’t roll out to every search at once.

Pilot with:

• 1–2 consultants
• A few active searches
• One standard template
• Core deliverables only

Then refine:

• Missing tasks
• Too many steps
• Confusing statuses
• Unnecessary automations

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14) Train the team on process, not buttons

The biggest failure mode is software adoption without process adoption.

Train on:

• When to update status
• What counts as “done”
• How to assign ownership
• How to record client requests
• Where to store documents
• How to flag risk early

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15) A simple recommended setup

If you want a straightforward structure, use this:

Project template sections

• Intake / brief
• Search strategy
• Research / target list
• Outreach
• Candidate screening
• Shortlist
• Interviews
• Offer
• Placement / closeout

Core fields

• Client name
• Role
• Search lead
• Due date
• Priority
• Status
• Client approval needed? Y/N
• Risk level

Recurring deliverables

• Weekly client update
• Candidate slate review
• Interview feedback summary

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Suggested workflow example

New retained search starts

• Project auto-created from template
• Brief intake task assigned
• Target company list due in 5 days
• Weekly updates scheduled recurring
• Shortlist deliverable due after candidate screening threshold is met

During search

• Research tasks assigned to associates
• Consultant reviews candidate slate
• Client approval requested
• Interview coordination tasks generated

At close

• Offer task completed
• Placement summary created
• Project archived
• Lessons learned captured

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If you’re choosing software

Look for tools that support:

• Templates
• Recurring tasks
• Custom fields
• Task dependencies
• File sharing
• Comments/mentions
• Approvals
• Dashboards
• Integrations with email/calendar/ATS

Common options include Asana, Monday.com, ClickUp, Wrike, and Airtable depending on how process-heavy and data-heavy you want it to be.

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If you want, I can also give you:

1. a sample workflow template for executive search,
2. a recommended setup in Asana/Monday/ClickUp, or
3. a field-by-field project template you can copy into your tool.