Module: Profiles Setup

Owned by Kyle Sharrer
Last updated: Aug 25, 2023
6 min read

Description

Follow the course instructions to correctly set up your profiles for Google Chrome, Microsoft Outlook, and Microsoft Teams. Be sure to reach out to the Trainer with any questions that come up.

Return to Training Plan

 

What is Google Chrome?

Google Chrome is the primary web browser that LeadVenture uses to access information and our internet-dependent tools.

How to Access

Follow the LMS course to correctly access your personal profile within Google Chrome, as well as essential Chrome extensions to add:

Important Note

The Additional Chrome Profiles lesson is outdated. There is a new method for signing into our other digital marketing Chrome profiles:

  1. Use Passwordstate to locate the SEO Chrome profile credentials.

  2. After you have the credentials, navigate to your Chrome icon in the top-most righthand corner of your browser window.

  3. Click on your icon and navigate to the “Other Profiles” section and select “Add”.

  4. Sign into a new Chrome profile using the SEO Chrome Profile email and password.

    1. If prompted to have a verification code be sent, contact the Trainer for further assistance.

  5. When prompted, link and sync your Chrome data to the account in order to access the SEO Chrome account’s bookmarks and tools.

  6. Repeat this process for the SEM, SEOMarketing, MarketingAutomation, and Digital Marketing Chrome profiles.

Linking each of these accounts will cause a slow loading time. However, once it is complete, you will have access to our additional Chrome profiles.

For written instructions, refer to the Chrome Profiles and Extensions module:

 

What is Microsoft Outlook?

LeadVenture utilizes Microsoft Outlook to organize emails, share calendars, and schedule meetings/calls with clients, team members, and more.

Outlook Email

Microsoft Outlook is the main email messaging system for LeadVenture. The functionality of Outlook email allows for organized communication between clients and other team members.

How to Access

Follow the LMS Course to correctly set up your Outlook email, complete with signature, folders, contact lists, and more:

Basic Outlook Email Setups

For written instructions on several organizational setups within Outlook email, refer to the instructions below. They will help organize your inbox and prioritize your communications:

Pinning Emails

Pinning emails can help you prioritize and keep track of certain requests, communications, and tasks by keeping those messages at the top of your inbox.

  • How to pin emails:

    • Hover over the email you wish to pin and click the thumb tack symbol in order to pin it.

Sweeping Emails

Sweeping emails means filtering certain email addresses and content into specific folders you can create. This helps organize your inbox to improve your ability to keep track of communications coming from certain sources.

  • How to sweep emails:

    • Click on an email from a source you wish to filter into a specific folder.

    • Click on the broom symbol in the top menu bar of your Outlook inbox.

    • Select the “Move all messages from the Inbox folder and any future messages” option.

    • On the same window, click into the “Move to:” dropdown menu and either select one of the folders that is included there, or select “Create new folder” at the bottom of the options.

    • By following this process, any future or current emails you have from a certain source will be filtered into the email folder you set.

Set-up your Email Signature

An offical and professional email signature serves to create legitimacy and reinforces your position within the company to all your contacts.

Outlook Calendar

Microsoft Outlook also has scheduling capabilities. In Outlook Calendar, you are able to schedule and keep track of calls and meetings within LeadVenture and with clients. It is fully integrated with Microsoft Outlook to include your contacts list and mark calendar invites from emails. Your Outlook Calendar will also sync with your calendar in Microsoft Teams.

How to Access

Follow the LMS Course to correctly set up your Outlook calendar to ensure you can navigate and create events in your Outlook Calendar:

Deadlines in Outlook Calendar

Please Read

Deadlines within the month are very important to follow, as they help us keep on pace with our monthly workflow. Please adhere to these deadlines as much as possible, communicating with your Team Lead as soon as possible if circumstances prevent you from meeting a deadline.

There will be several deadlines within the month that you will need to follow. These deadlines are set before the month begins so that it best represents the total working days within the month. You will receive notifications in your Outlook inbox when these deadlines are set so that you can immediately view them and determine a pace for yourself.

Deadlines include:

  • 33%, 66%, and 100% days:

    • These percentage deadlines refer to how much of your client load should be completed by that deadline. To find the percentage of how much of your client load is complete, reference the Monthly Sheet and locate the % Complete column that corresponds with your name:

  • Content Requests Submission:

    • This period of time is the very first task we perform for ALL of our clients at the start of the month. You will learn more about Content Requests later in the training, but your calendar should indicate the timeframe for creating and submitting content requests. Please adhere to this time period to the best of your abilities.

  • First & Second Month Clients Complete:

    • This deadline indicates when you should be completed with all your clients that are either in the first or second month of their SEO campaign.

      • You can find how many months your client has had an SEO campaign by looking at the Total Months with SEO column on the Monthly Sheet.

        • Column J for ARI

        • Column I for DS

Knowledge Check

Reach out to the Trainer to schedule a meeting to ensure your access to Outlook is seamless and your organization within these tools is clean and concise.

 

What is Microsoft Teams?

Microsoft Teams is the direct messaging platform for LeadVenture. You will receive company-wide, department-specific, and individual messages, announcements, and updates through this app.

How to Access

Follow the LMS Course to be introduced to, set up, and customize your Microsoft Teams account:

Teams Group Chats

Leadventure has various Teams chats that each serve a purpose. The Trainer, Team Lead, or SEO Manager will add you to chats that are most relevant to you.

In order to learn the names and purpose of each chat, refer to the Microsoft Teams Chat Breakdown document:

Teams Etiquette

It is important to maintain a level of professionalism and be informative as possible when communicating with other team members. When reaching out to someone, whether it is a request, question, or comment, be direct and forthright; provide details in your initial message so that your team member can be aware of what you are asking and prepare any materials prior to replying.

Avoid writing messages that are too brief or do not elaborate on your needs. This means not writing a short intro that does not include any details. Please include all relevant information right away.

Read the Your Guide to Chat Etiquette in the Workplace resource to further understand the importance of proper communication at LeadVenture:

Communication Expectations

  • Standard Working Hours

    • All Emails and Voicemails should be responded to as soon as possible.

    • All Emails and Voicemails must receive a response by the end of the following business day, even if it is solely an acknowledgement of receipt. (e.g. An email received on Thursday at 2 p.m. would require a response by EOD Friday.)

      • If an acknowledgement of receipt, a corresponding expectation of follow-up response window must be included (e.g. “I have received your message, but was unable to gather the appropriate information for you today.  I expect to have an update for you by no later than Wednesday.”)

    • Any correspondence that is forwarded to another individual for handling must either carbon copy the original sender or include a response indicating that the correspondence has been forwarded.

  • Holidays, Vacations, and OOO Exemptions

    • Employees must include an Out of Office message which indicates the duration of absence, alternative route of connection when applicable, and expectation of when a return response should be expected.

    • Employees must reply to Emails and Voicemails within 48 hours (2 Business Day) of returning to the office, prioritizing urgent or high priority communication.

    • In the event that an employee is unable to respond to all Emails and Voicemails within 48 hours (2 Business Days) of returning to the office, leadership or management must be notified within 24 hours (1 Business Day) of returning to the office.

  • Unscheduled Absence Exemptions

    • Employees must reply to Emails and Voicemails within 24 hours (1 Business Day) of returning to the office, prioritizing urgent or high priority communication.

Note: All communication with dealers must be logged in the Digital Marketing Project of the CRM (Insight 365) for tracking, reporting, and verification purposes.

 

Knowledge Check

Ensure your Microsoft Teams access is seamless by reaching out to the Trainer to schedule a meeting.