Email Response to New Business Lead:

Email comes in, response required (sales/Jodie, with PA and whoever should attend the call)

Jodie handles all potential new business conversations, often in person with
the client. Once a proposal (officially moving it into the “new business” category) has been requested, a 1-hour briefing call should take place between the client, Jodie and Ann within 1 week of the request. 

Before the briefing call, decide who will take notes. Listen to what the client is
saying, and keep in mind what they’re ‘not’ saying. This will help us to shape
the proposal.

Briefing Call

Listen to what the client is saying, and keep in mind what they’re ‘not’ saying. This will help us to shape the proposal.

Save all notes into the project’s folder in Dropbox so it can be referenced.

Internal Core Team Briefing:

This may be an informal call, e-mail, or in-person meeting.

This stage should be flagged at weekly team meeting.

Email sent to Internal team from sales

Internal Meeting

PA sets up an internal meeting to discuss details of the project 

Formal Briefing Call with Client and Core Team:

Sales                                                                                                                                         - Leads the call 
 - Upsells (ex. PulseCheck, skills training, online program, more session days, etc)               -  Manages client expectations (workshop team - Jodie or not), timing, session/content in relation to time, budget, and scale)                                                                                     - Close call with summary, proposal sent within 1 week

PM
- Takes notes for core team reference
- Has visibility on team calendar                                                                                                  - Creates folder in New Biz

Facilitator and/or research
- Ask Qs to finalise brief                                                                                                          - Support sales on upsell

Proposal Draft:

Internal Recap discussion directly after or at least within 24hrs of briefing call to align on what we’re proposing (LT session + extras, partial IG session, etc)

Proposal draft deck (PM/facilitator tag team)

PC to research potential venues and activities to gather costs

Add costs and final edits (sales)

Send to client, copy in PM (sales)

Internal Recap Discussion

Internal Recap discussion directly after or at least within 24hrs of briefing call to align on what we’re proposing (LT session + extras, partial IG session, etc)

Proposal Draft Deck

  • 1
    Proposal draft deck (PM/facilitator tag team)
  • 2
    PC to research potential venues and activities to gather costs

Proposal Finalisation

Jodie to add costs and final edits (sales)

Send Proposal to client

Possible Scenarios:

Push back on costs
People: sales
Action: Email or call (preferred) with client to discuss concerns or options

Session/content push back or rescope
People: sales, facilitator
Action: Sales to discuss with facilitator, PM to make changes, sales to send revised

Not commissioned
People: sales
Action: Email to acknowledge, plan to reach out again in 90 days

Commissioned:

Move Project to Commissioned Projects 

Push back on costs:

Push back on costs
People: sales
Action: Email or call (preferred) with client to discuss concerns or options

Email or call to discuss concerns

Session/Content push back or rescope:

Session/content push back or rescope
People: sales, facilitator
Action: Sales to discuss with facilitator, PM to make changes, sales to send revised

Sales to discuss with facilitator

Internal discussion if client has specified what they'd like to change. If not, PA to set up catch up call with client to discuss.

Discuss with the client

Revise Proposal

Not commissioned:

Not commissioned
People: sales
Action: Email to acknowledge, plan to reach out again in 90 days

Email to acknowledge

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