Project / Client Account Management

Pushing the process

Resources

Afrihost

How to give website access to a client

How to give website access to a client

Give Access to client Step 1: Log into Wordpress dashboard > Divi > Role Editor > Click on tab "Editor".  Lock areas client should not change. I do not want clients to be able to change and design settings, fonts, colours, customizer etc. Step 2: Red Lock...

Invoicing for overcharges – Extra Costs to clients – Scope Creep

When we can charge extra Can you prove that the client was aware of overcharges?   ( Hourly job order?  and / or SLA Was the client notified that we have moved beyond of what was agreed upon?   When we can't charge extra If we have not communicated overcharges at...

Tools

Teamviewer

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Who is | Domain Lookup

Virus Scanner

Project Management Rules and Standard Operating Procedures

Moenie pap op die grond laat val nie

Info oor current clients: (Hosting etc.)

Database

Project Management Process

Step 1: Client 1st Contact – Requesting a Website/Design/Service

Ask the necessary questions:

  • What is the name of their business & what do they do?
  • Where are you situated?
  • How did you come to hear from us (Referral, website etc.)
  • Do you have any existing sites or social media platforms that we could have a look at? (For websites) 
  • Do you currently have an existing logo/pamphlet/brochure/banner we could have a look at? (For Graphic Design)

Refer to our different Packages as well as our portfolio page to give them examples of some of the previous work we have done.

Portfolio: https://www.lenomedia.co.za/portfolio/

For an email guideline please take a look at our email canned responses & edit as needed:  https://docs.google.com/document/d/1xs_6pKwL0QUwVnOcl6ytwJeGkwwGJryHPg2LtMCFpso/edit#heading=h.f0nvj9y77qdt

IMPORTANT: SORT THE EMAIL IMMEDIATELY- ADD NEW CLIENT’S EMAIL TO THE “PROSPECTIVE CLIENT” LABEL. WE ALWAYS WANT THE INBOX TO BE AS NEAT & TIDY AS POSSIBLE.

ADD YOURSELF A REMINDER ON ASANA TO FOLLOW UP WITH THE NEW CLIENT AFTER THE FIRST EMAIL HAS BEEN SEND (GIVE THEM +- 2 DAYS THEN SEND A FOLLOW-UP EMAIL)

Step 2: Set up a meeting with the client – This can be Skype/Telephone/Physical

Book date & time on google calendar: https://calendar.google.com/ (Login to hello@lenomedia.co.za google account)

Add the following information to the google calendar booking:

  • Time & Date
  • Type of Project example Website, Poster, Logo etc.
  • Client & Company name
  • Client contact details
  • Place where the meeting will take place (ex. Akker koffiehuis, address etc.)
  • Add guest (If Leno or Jeremy is joining) – lenodidit@gmail.com or design@lenomedia.co.za
  • Double check if leno/the designer got the invite & inform them about what the client wants & the business of the client etc.
Get the following info from the client at the meeting (For WEBSITES)- Important Info to get from clients in meetings_
VERY IMPORTANT:

ALL EMAILS SHOULD BE SORTED & NEAT AT ALL TIMES.

NOW THAT THE CLIENT HAS SIGNED UP FOR OUR PRODUCTS- CREATE THEIR OWN EMAIL LABEL-
SEE THE “HELLO LENOMEDIA GMAIL” VIDEO ON DRIVE- https://drive.google.com/drive/u/0/search?q=type:video

In order for you not to forget to follow up with the client- create a task for yourself on Asana with a note of the next steps that need to be taken. This way the Inbox can be clean, but you still have a list of what needs to be done.

 

Step 3: Estimate & 50% Deposit Invoice (Use Nutcache)

Nutcache: 

Set up an estimate for the client in Nutcache – See “Create an Estimate in Nutcache”  video on google drive:  https://drive.google.com/drive/u/0/search?q=type:video

After the estimate has been accepted or the necessary changes have been made – create a 50% deposit invoice. See ” Creating an invoice in Nutchache” video on drive https://drive.google.com/drive/u/0/search?q=type:video

Remember to add the 50% deposit option at the end of the invoice – Quantity =0.5 & Unit price=   -Total Amount (See screenshot below)

 

 

 

 

 

 

 

 

 

 

Send to the client.

 

Step 3b: Service Level Agreement (SLA)

Log into the backend on the lenomedia.co.za website  – https://www.lenomedia.co.za/wp-login

Use Lastpass for the Login Details.

  • Go to E-signature
  • My Documents
  • Add New Document
  • Template
  • Use existing template
  • Document type: Basic document
  • Template name: Select the type of package that the client has been Invoiced for.
  • Insert signer’s name & email address (double check with client who the signer will be) 
  • Edit the document name- Example: Vovavi | Website Silver Package without Hosting
  • Edit the following in the rest of the document:
    • Total Price- Example: R11500, ELEVEN THOUSAND FIVE HUNDRED RAND
    • Add extras to the extra section. If no extras is included then just delete the following: “*****************###############################  (vul hier in extras voor jy dit stuur) (soos extra pages, extra domains etc)”
  • Preview document & doudble check everything – Make sure the right signer has been added etc.
  • Send to the signer

 

 

 

 

 

Step 3c: Final Content Gathering (This is not applicable to logo designs)

Dropbox:

Add a new folder for the client

Copy AA documents to the folder

Share with client & designer (Jeremy)

 

Step 4: Follow up with client via mail if they have received the 50% deposit invoice, SLA & Dropbox link

Use canned response: 50% Deposit invoice, Service Level Agreement & Final Content – https://docs.google.com/document/d/1xs_6pKwL0QUwVnOcl6ytwJeGkwwGJryHPg2LtMCFpso/edit#heading=h.6vmqhkylq9jr

Step 5: Create Project on Asana

After receiving all of the Final Content, SLA & Deposit, create a new project on asana & assign to the Designer.

See the Asana video in Drive – https://drive.google.com/drive/u/0/search?q=type:video

Let the designer know that there is a new project & when you need it done.

 

Step 6 – Follow up & Reviews

Follow up with the designer every few days to hear how he is coming along

Keep the client informed on the progress of the project

Send files to the client for review & ask for their feedback

Give feedback to designer on Asana

Send edited files for final review

Step 7- Send & Receive Balance payment before delivering the final files

 

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