Working together

How we start, how we collaborate, and how we keep things running well over time.

Getting started

From first conversation to working software

1

Project scoping and kickoff

A 2 to 4 hour meeting between Civic Studio and your team's point of contact. We define scope, align on outcomes, and identify the first deliverable.

2

Set up continuous delivery

We establish the ability to make a change, test it, and deploy it to a staging environment. Then we extend that to production. This foundation makes everything else possible.

3

Build, demo, iterate

We build in small slices you can see and use. Every two weeks we demo working software and adjust priorities based on what we learn together.

4

Support or handoff

When the initial build is complete, we either transition operations to your team with documentation and training, or continue as an ongoing partner.

Collaboration

Working cadence

Weekly check-in

30 minutes

Between Civic Studio lead and your point of contact. Review progress, surface blockers, plan the week ahead.

Product review

30 minutes, every other week

The team demos working software openly. Stakeholders see what's been built and offer feedback in real time.

Sprint retrospective

1 hour, every other week

The working team reflects on what went well and what to improve. Just the builders, unless the team invites others.

Day-to-day communication

Ongoing

Slack for daily coordination. Email for things that need a record. 2 to 4 core overlap hours on working days keeps momentum without requiring everyone online all day.

Engagement models

Choose how we work together

Project-based

fixed

A defined scope of work with clear deliverables, timeline, and fixed price.

  • Discovery phase to define scope
  • Milestone-based payments
  • Handoff documentation and training

Time and materials

flexible

Pay for the hours worked. Best when scope is uncertain or evolving.

  • Hourly or daily rate
  • Detailed time tracking
  • Flexibility to pause, pivot, or stop

Fractional CTO

monthly

Ongoing strategic technology leadership without a full-time hire.

  • 8–20 hours per month
  • Fixed monthly fee
  • Minimum 3-month commitment

Retainer

ongoing

Reserved capacity for ongoing support, maintenance, and advisory.

  • Monthly block of hours (10, 20, or 40)
  • Priority response times
  • Regular check-ins and proactive recommendations

Principles

Working assumptions

Custom software is like a garden — it needs intention and continuing attention.

Software is never done.

Assume good intentions.

Work in the open — open source repositories, shared channels. Limit silos.

Be aware when documents are used for force and when personal interactions would build trust.

Do what works. Do the right thing. Be kind.

Good fit

We work well with organizations that:

  • Have a clear mission and serve their community
  • Value long-term relationships over quick fixes
  • Are willing to invest in understanding their own needs
  • Communicate openly about constraints and priorities

We're probably not the right fit if:

  • You need the cheapest possible option
  • You want to "build it and forget it"
  • Decisions are made without input from stakeholders
  • Technology is an afterthought rather than a strategic consideration

Ready to start?

Tell us about your organization and what you're hoping to accomplish. We'll schedule a call to see if we're a good fit.

Get in touch

Working on a civic innovation project?

Whether you're exploring an early idea or deep into planning and need the right technical partner to build and deliver — we can help

Contact us