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PSANZ Wordpress

Unboxed Wordpress

Be sure that the contract has been sent out to the client for them to sign. This process needs to be started early on, so that time lost to clients delaying contract signing is minimized.

You can use Zapier's to automatically send a new contract each time you run this checklist, giving you the power to customize contracts (or any document) with data gathered from checklists. For an example of how to set this up, take a look at this HelloSign + Process Street integration tutorial.

Mark the sub-task as complete once you've sent out the contract document.

  • 1
    Contract sent

You may also need additional documents, such as a non-disclosure agreement (NDA) or similar confidentiality forms.

Use the sub-tasks below to keep track, if need be.

  • 1
    NDA sent
  • 2
    Additional documents sent

TennisClub Wordpress

Before you move forward, it's important to make sure the signed contract and any additional  documents requiring the client's signature have been received back.

  • 1
    Signed contract

If you're not using an e-signature tool like HelloSign, you may want to upload the signed contract to the file upload form field in this task. That way you'll have a copy stored against the record of your onboarding process for this client.

If there are additional documents, mark them as received and upload signed files as you see fit.

  • 1
    Signed NDA
  • 2
    Additional signed documents

Mailchimp

During this call, you should clearly outline the 12-month plan and make it clear how you and your agency fit into the picture.

You can also take this opportunity to ask any questions, and allow the client to air any questions they might have as well.

Once scheduled, note the date of the meeting alongside the planned agenda below:

Finally, after-the-fact, you can jot down any notes pertaining to the call for future reference. These details will be used to automate some smaller tasks later on in the checklist.

Email Tasks

The goal of a welcome email is to preserve momentum built up during the initial closing process and answer some of the client's common doubts or questions that might arise before the project starts.

For many companies, a welcome email might include a short PDF document that contains a brief introduction to the most important information about the working relationship between yourself and your new client.

Ideally, you will send the welcome email as soon as the contract has been finalized, and before work on the project has actually begun.

Consider including the following in your welcome email:

  • 1
    Brief introduction to your company
  • 2
    Welcome video
  • 3
    Digital brochure
  • 4
    1-3 of your most popular articles
  • 5
    Articles that have been written about your business
  • 6
    Testimonials, case studies
  • 7
    Press releases

Below you will find an example of the structure of a welcome email, outlining an executive summary of the company's values and their relationship with a new client:

Sample welcome PDF from MacroDreams

If you already have a template PDF ready to be customized to welcome a new client, you can edit this template so that the file upload field below includes that master. That way, anyone running this checklist will be able to quickly and easily access it and make necessary alterations before sending it off.

Vimeo

One of the first things you'll need to do is send your new client a questionnaire with questions that will help you gain insight into the project and align you and your team with the client's goals and needs as a business.

You can do this via email or using a tool like Wufoo or Survey Monkey. Take a look at the bulleted list below for some ideas for what to include as a marketing agency.

Example Questionnaire for a Marketing Agency:

  • What tools and platforms are you currently using in your marketing efforts?
  • What are your goals? Is this leads, customers, or revenue?
  • What is the lifetime value (LTV) of each customer? What is your LTV goal?
  • Do you have customer personas? Who is your ideal client?
  • How much does it cost you to acquire a customer?
  • What ROI have you seen on your current marketing efforts? What are you currently investing in?
  • What percentage of your customers is generated through online methods?
  • What are the steps in your sales process? What are the common hesitations clients have?
  • How do you currently find leads? Do you know what your cost per lead is? Do you know what your lead-to-conversion rate is?

First, set a deadline for the questionnaire:

Then, use the email widget below to forward your questionnaire to the client. 

In the sample email is a placeholder URL (one of the questionnaires we use at Process Street) which will automatically pull the email address of your client that you entered earlier into the URL.

You'll want to either create your own questionnaire with Typeform or an equivalent tool, and replace the Process Street URL below (making sure to keep the same URL structure in-tact).

Then just make sure everything looks okay and hit "Send".

Wevideo

Contact the client and request any remaining resources needed to start work on the project. 

This might include:

  • 1
    Media style guide
  • 2
    Company logos
  • 3
    Promotional media (images, video, text)
  • 4
    Email list
  • 5
    Access to social media accounts
  • 6
    Access to Google Analytics data
  • 7
    Affiliate information

Determine a deadline for receiving back the marketing and media resources and record the exact date in the form field below.

Facebook Page updates

Check this task as soon as you receive everything you need to start the project.

Consider uploading the files to the form fields below so that they're on hand for future reference.

Zoom's Spreadsheet

SEO Squirrly Spreadsheet

Research campaign ideas

Create marketing plan first draft

Approval: Marketing plan first draft

Schedule future calls

Update client's CRM and project management profile

  • 1
    CRM updated
  • 2
    New agenda task created in project management tool

Confirm questionnaire is complete

Project start:

Brief the team and assign work

Inform client of project start

One week into the project:

Have a follow-up call

Make changes based on follow-up call

Four weeks into the project:

Have a second follow-up call

Make changes based on second follow-up call

Send a post-onboarding survey

Sources:

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