8/28: Things I will take care of before I leave
I will update the monthly calendar dates and event dates (except for 100% day, I’ll update that once I return).
I will change the Trello card owners for client transfers.
I will update the Reporting dates in TL task due dates under the current month once Juniper provides the reporting schedule - all other dates are already created for September.
8/31: Cancelling last few clients in the August Planner tabs - going to a Sr. Rep
There are a couple of cancellations on the DS & ARI planners for 8/31 in the August tabs, someone will just need to go into the CRM to set their status from Live to Offboarding, and include the corresponding Change Request number in the planner.
8/31: SEO Backlog - going to a Sr. Rep
Reina updates the backlog every Wednesday afternoon
Filter for SEO-related services only in column G
Go to column F and click-through URLs to check if they are live on the correct platform (column C specifies ARI or DS)
If not live - mark "Website Not Live" in column P and update the date in column Q to the current date.
If live - change the status to "Product is Live", include the current date, and then leave a note in column R like "site is live and started SEO on (current date)". You will also need to make sure they are added to the correct planner and all the tasks there have been completed in order to start a new client. If Gemma already added a line for a live site to start, she should have already created a First Month Tasks card and checked off that box but you will need to double-check.
9/1: Add in SEOMonitor Health scores to the Rep Performance Tracker Dashboard - going to a Sr. Rep
Must be done prior to reassigning client transfers in SEOMonitor!
Go to All Campaigns page of SEOMonitor, click on filters, and filter by Account Manager for each rep:
Look at the Health & MMR box of the filtered view - add together the Healthy and Average numbers, then divide by the total number of assigned accounts. EXAMPLE:
Fabian has 66 total accounts assigned to him and of those, 57 are in Healthy or Average status. 57/66=0.8636, which translates to a health score of 86%.
9/1: Reassign client transfers in CRM & SEOMonitor - going to a Sr. Rep
Client transfers have been recorded on the monthly sheet, and I will update Trello card owners on Monday 8/28, but they will need to be reassigned in the CRM project services and on SEOMonitor. Be sure to mark off these tasks on the Client Transfers doc.
SEOMonitor Reassignments: navigate to Campaign Settings in the top right corner, then search accounts by URL and click on the Manager icon to change the account manager:
CRM Reassignments: Go into SEO Project Service and change the Owner in the top right corner to the new SEO Rep.
9/1: Update TL Task Due Dates - going to a Sr. Rep
I already updated the Team Lead Task due dates and listed them beneath the August dates - you can just delete the August dates and start checking off the Sept. dates.
8/29-9/1: Starting new clients added to the Monthly Planner (added from the backlog or Gemma as new sales come in)
Check both the ARI & DS planners every day for new clients added by Gemma or Francisco that need to start in September.
Check the First Month Tasks board to make sure a card has been made for the client and that there is not a "Website Not Live" label and has been moved out of the Waiting column. Check the FMT Card box if not checked already. If a card has not been made, reach out to Gemma directly to get one created.
Assign the new sale to a rep in column D - for PDM or Review Tool clients Yonaton will be the assigned rep.
Add a line for the client in the monthly sheet's September tab under the assigned rep - DO NOT add or delete lines because it will mess up the stat formulas. Instead, just unhide the blank rows in the correct rep's section and copy/paste an existing client row and change any necessary details then move the row up in alphabetical order and re-hide the rest of the blank rows. Make sure they have a first-month label attached as well.
Go to the Content Staging board and make sure a card has been created for the client in the New Clients column, then make sure they have the rep assigned as a member and the correct package label added. If a client sheet has been created make sure to attach it to the new card template.
Go to the QA board and first look in the Unassigned column to see if a QA card has already been created. If it has, then you can just add a member, add the 1st Month label, attach the client sheet if it has been created, and move the card to the correct rep's column. If no card has been created you can copy a card in the rep's column and edit the details.
After cards have been made and assigned in both Trello boards and the client has been added to the monthly sheet, then you can check off the "Monthly/Content boards" box.
Go into the new client's SEO Project Service in the CRM. Change the owner in the top right corner from SEO Fulfillment to the assigned SEO rep. Then you can check off the CRM checkbox in the planner.
While inside the project service, edit the Actual Start Date to the current date, then you can change the status from Intake to Live, then save & close. Note: the CRM may require you to put a "N/A" in the Initial Billing Notes box before you can save and close the project service. Then you can check off the Billed checkbox in the planner.
9/5: Monthly reminders and due dates on the TL Task Checklist will be announced during standup Tuesday when I return.
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