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This guide will walk you through all the necessary information for understanding the processes and procedures behind the flow of the First Month Tasks board. We will cover a range of topics, such as where the cards come from, when they should be created, what the lists mean, and the process for moving cards all the way to completion.

What Feeds The Board?

FMT Board Links:

Card Creation:

Card Creation Process Summary:

As part of the new sales process, cards are created on the First Month’s Task Board after they have been added to the monthly planner (where all digital marketing sales are recorded).

Once created, the cards are added to the “Initial Setup” list, where a start date and due date will be assigned. You will have three days from the time of creation to completely process all new clients before they become past due.

In the event that the site is not live or if the start date for the service is in the future where we should wait to start setup, you would add the card to the “Waiting” list and assign the correct “waiting status” to the card from the drop-down field. If the reason they are waiting doesn’t align with either of the above-mentioned reasons, you would assign the “Other” waiting status and make a note in the “Waiting Status Info” text field.

Who Owns Card Creation:

How Often Are New Sales Processed Into FMT Cards?:

  • They should be created within 24hrs after the sale closes

Which Card Template Should Be Used for New Sales?:

New Card Creation For Live Sites:

  1. Using the above template, click the blue “Create Card From Template” button in the top right-hand corner

  2. Replace the card title with the name of the client as it appears in CRM

  3. Add the card to the “Initial Setup” list - Cards newly added to this list should have a start date assigned for the day it was created and a due date set for three days out from the day of creation.

  4. Fill out the following sales information as part of the card setup:

    1. Lables:

      1. Brand Label – For each client on the FMT board, select the appropriate brand, either ARI or Dealerspike

      2. Purchased Services Labels - Make sure to include the correct label for each service that has been purchased as part of the current sale.

        1. Potential Current Services Include:

          1. SEO 2022

          2. SEM - Facebook

          3. SEO - Google

          4. AEM

          5. TDA

          6. Reputation Management Standalone

    2. Dealer Name - The client’s name as it appears in CRM

    3. Dealer Website - Full URL of the site for which work will be completed

    4. Sale Date - The date the sale came through CRM

    5. CRM Account # - Account number for the client

  • How to handle multiple services at the same time?

    • Follow up with Lance

    • Could we duplicate the card for each service after the initial setup is completed?

List Purposes:

  • What is each list used for (Which of these could we get rid of or standardize? Could we add any additional that could be used for reporting?):

    • New Contract - Could this be renamed templates?

    • Initial Setup Tasks

    • SEO Setup

    • Yext Setup Tasks

    • Marketing Automation Setup

    • SEM Setup

    • Reputation Management Standalone

    • TDA Setup

    • QA

    • Issues

    • Done

    • L5 Multi-location clients done

    • L5 Verified Clients

    • L5 Issues after verification

  • Related boards for each list if it exists - Example: RepMan and Directory boards for SEO Setup

  • Special Status Lists

    • Who is responsible for checking and solution-ing?

    • Could these be assigned? Could pull reporting based on this.

  • When to transition from each list to the next

  • How do cards exit the board?

Timelines:

  • How long should a card live on each list

    • Are there exceptions to the rule?

    • What is the capacity of the ask?

      • How long does each task take?

      • What is the cumulative time for each part of the process?

      • Are individuals responsible for completing the setup for different services?

      • Could we put time estimates on the tasks?

  • Due Dates?

    • Could help with backlog reporting if we can pull a list of all cards past their due date

Additional Thoughts For Improvement:

  • Could we merge the two boards with separate setup lists in the template specific to each brand?

  • Power-ups to add functionality to the cards

    • 2-Way Board Sync and Mirroring? - Could be used for Reputation Management requests and reduce the # of cards we’re using

    • Dash Cards - Allow you to make counter cards that display the number of cards that meet certain criteria. (i.e. cards that are overdue on this board)

    • Amazing Fields - Allows you to add additional fields that essentially create relational databases and dropdown menus that would allow for better filtering and reporting