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Project-Workflow: Organizing and Streamlining Project Workflow with Asana, Slack, and Google Shared Drive

Summary: To improve the organization and completion of projects, the team will utilize Asana, Slack, and Google Shared Drive to manage communication, coordinate tasks, and store project files.

Workflow:

  1. Asana:

    • All project communication and tasks will be managed in Asana.
    • The Project Manager (PM) will create tasks and assign them to the builder.
    • The builder will notify the PM when the task is complete and reassign it to the PM.
    • The PM will inspect the output and close the task when it meets the requirements.

  2. Slack:

    • The team will use Slack for quick coordination and discussions related to tasks.
    • To keep everyone informed, project-specific channels will be used instead of direct messages (DMs).

  3. Google Shared Drive:

    • All project files will be stored in a Google Shared Drive.
    • Each project will have its own designated folder for easy organization and access.
    • Each webpage will have a folder containing the website files, copy, images, and other media.
    • An index spreadsheet will be created to organize and make website elements accessible.
    • A mastersheet spreadsheet will be created to ensure that project resources and login credentials are organized and easy to find.

By following this streamlined workflow, the team can improve communication, reduce confusion, and enhance the efficiency of project completion.

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Broadcasting, Rewriting, and Sending Emails to Unopens in Kartra Using Chat GPT

Part 1: How to Broadcast an Email on Kartra

Follow these steps to broadcast an email using Kartra:

  1. Access this week's assigned emails.
  2. Login to your Kartra account and go to the Dashboard.
  3. On the Sidebar, select "Communication."
  4. You will be taken to a list of leads.
  5. At the header, hover over "Communications" and select "Broadcasts."
  6. Click the green "+ Broadcasts" button on the right side of the screen.
  7. Enter the Broadcast name (e.g., "DO 1 new").
  8. Select the category "Awesome REI."
  9. Click "Create."
  10. Under "Communication Gateway," select "Send by email," and click "Save" and then "Save and Next."
  11. Under "Recipients," select "Subscribed to list..." and choose the desired list. We often use "any list".
  12. Under "Message," select "Single email."
  13. Add the first line of the message into the "Subject" field.
  14. Add the subject.
  15. Add the preview text, selecting the highlighted message from the first line.
  16. Add the links, ensuring the protocol is "https://".
  17. Format any quotes in italics.
  18. Turn the "Click Here" text into a hyperlink by adding the appropriate link.
  19. End the email with "Sean" and "Sean Flanagan."
  20. Send yourself a test email to check the formatting and links.

Make sure to verify the formatting and links in the test email before sending the broadcast to your recipients.

Part 2: How to Rewrite an Email using Chat GPT in "Frank Kern Style"

Follow these steps to rewrite an email in "Frank Kern Style" using Chat GPT:

  1. Copy the email that was recently sent out in the last Kartra broadcast.
  2. Access Chat GPT.
  3. In the chat, type the following message:
rewrite this email for me in "frank kern style":
Subject: ADD THE SUBJECT
paste email: Add the email we just sent out.

Replace "ADD THE SUBJECT" with the actual subject and "Add the email we just sent out" with the email content you copied earlier.

  1. Wait for Chat GPT to generate the rewritten email.
  2. Once the output is available, use the "Copy to Clipboard" button at the top of the response to copy the rewritten email.
  3. Open a new Google document.
  4. Paste the output into the Google document without formatting.
  5. Copy the link to the Google document.
  6. Open the email tracker spreadsheet and add the link to the appropriate row for this email.

Your "Frank Kern Style" rewritten email is now ready to be pasted into Kartra for your next broadcast, and the document link has been saved in the email tracker spreadsheet.

Part 3: How to Send an Email to Unopens in Kartra Using Rewritten Content from Chat GPT

Follow these steps to send an email to unopens in Kartra using rewritten content from Chat GPT:

  1. Log in to Kartra.
  2. Go to Communications.
  3. Hover over Communications in the header, then select Broadcast.
  4. You'll be taken to the list of broadcasts. The latest emails are at the top of the list.
  5. Select the last email sent (refer to our email tracker spreadsheet if you can't recall).
  6. On the right side of the screen, under the Actions tab, click the Clone button.
  7. A "Clone Broadcast" screen will appear. No need to change the name and category; just use the last one (e.g., D01 new clone).
  8. Click Clone, then Save and Next.

Now you have a comprehensive guide on broadcasting, rewriting, and sending emails to unopens in Kartra using Chat GPT. Follow these steps to improve your email marketing strategy and engage with your audience effectively.

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Customer Service Agent for Voicemail

I need someone to handle a client's customer service calls.

The client is involved in real estate investments and has online training courses and consulting services.

There's a vast amount of things that one needs to know to represent us well, but there's not enough volume of calls to put together a detailed manual.

Here's what we have so far.

Nature of the task:

The client has several voicemails. The customer service agent calls the voicemail, clarifies and documents the concern, then follows up with an email from Sean/Kevin or a callback from Sean.

Sean operates 8 am to 6 pm Eastern Standard Time. I still need to clarify when Sean is available to call.

Tools:

  • RingCentral will be used to check voicemails and to call the clients.
  • Asana will be used to document the calls and next actions.
  • Slack will be used for internal communications.
  • Later: Calendly will be used to schedule Sean's calls.

About the Agent:

Professional

Sound polite during conversations. You'd occasionally encounter rude calls. Maintain.

Friendly and Helpful

Your goal is to help callers find solutions to their problems. Always remind yourself and the client of that fact.

Communication Skills

Always articulate your responses clearly and listen attentively. Given the lack of a comprehensive manual, comprehension and effective communication are key.

Listen Actively:

While the script provides direction, the assistant should be trained to actively listen. This might mean occasionally diverting from the script if the client's response doesn't align with the next script question.

Script Follows:

Part 1: Greeting

Hello, is this [Client Name]? My name is [Agent Name] and I'm calling from the office of Sean Flanagan.

Part 2: Purpose Clarification

Post-Call Actions:

Documentation:

"After every call, immediately document the discussion in Asana, noting down key points, concerns raised, and any follow-up actions required."

Follow-Up:

"Ensure a timely follow-up based on the discussed action items. Whether it's an email from Sean/Kevin or a callback, make sure the client's concerns are addressed promptly."

How to Handle Different Situations

When the client asks a question that you don't have the answer to:

"I appreciate your detailed question. While I have a general understanding of our offerings and processes

If a client is particularly upset or frustrated:

"I genuinely apologize for any inconvenience or confusion you've experienced. I want to make sure we resolve this for you. Let's go over the details, and I'll ensure your feedback is pr​​ioritized."

For repeated concerns or inquiries from the same client:

"I recognize that you've reached out about this before. I apologize for any oversight or delay. Let's discuss the best way forward and ensure we address this matter fully this time."

When the client inquires about non-listed services or advanced features:

"Thank you for your interest. While I'm not currently aware of that specific feature/service, I'll make a note and ensure Sean is informed. We're always looking to meet our client's needs, and your feedback is invaluable."

In case of technical issues during the call:

"I apologize for the inconvenience, it seems we're experiencing some technical difficulties. Can I arrange a callback or would you prefer to communicate through email for now?"

When a client is indecisive or unsure about what they need:

"I understand that this can be a bit overwhelming. How about we start with what you know or any particular goals you have in mind? This can help guide our conversation and ensure you get the most out of our services."

For queries about pricing or offers:

"I can provide you with general information about our pricing structure. For specific offers or customized packages, Sean would be the best person to discuss this with. I'll ensure he's made aware of your interest."

Handling missed or rescheduled appointments:

"I apologize for any inconvenience caused by the missed or rescheduled appointment. Let's work together to find a suitable time slot. We appreciate your understanding and patience."

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Onboarding Process for a Website Contract:

  1. Initial Client Meeting: Discuss the client's goals, needs, and preferences in detail to customize services accordingly.
  2. Scope of Work Document: Outline project specifics, including the number of pages, features, and functionalities.
  3. Contract and Terms: Formalize the agreement with a contract outlining deliverables, deadlines, revisions, payment schedules, etc.
  4. Project Timeline: Provide a detailed timeline specifying milestones, deadlines, and responsibilities.
  5. Initial Payment: Secure the initial payment based on the terms of the contract.
  6. Kickoff Meeting: Conduct a meeting with all stakeholders to officially start the project.
  7. Project Management Tool: Introduce the project management tool for tracking progress.

Onboarding Process for Website Development:

  1. Requirements Gathering: Hold a meeting to discuss specific website features, functionalities, and design preferences.
  2. Wireframe and Mockup Approval: Create and get approval for initial design wireframes and mockups.
  3. Development Plan and Timeline: Produce a development plan and timeline that includes phases for coding, testing, and deployment.
  4. Development Kickoff: Host a meeting to review the development plan and timeline, signaling the start of development work.
  5. Weekly Status Updates: Keep the client updated with weekly status reports on development progress.
  6. User Acceptance Testing (UAT): Conduct testing sessions for client review and feedback, making adjustments as needed.
  7. Final Review and Deployment: Once approved, deploy the website to the client's hosting environment.
  8. Post-launch Support: Offer a support period post-launch to address any bugs or issues.

Onboarding Process for Content Production:

  1. Content Audit: Review existing content (if any) and identify gaps or areas for improvement.
  2. Content Strategy Meeting: Discuss the tone, style, and topics that will align with the client's goals and audience.
  3. Editorial Calendar: Develop an editorial calendar to map out content types, topics, and deadlines.
  4. Content Approval Process: Establish a workflow for draft submission, revisions, and approvals.
  5. Initial Sample: Create an initial piece of content for review and adjustments.
  6. Content Creation Tools: Train the client on any content management systems (CMS) or other tools they'll be using.

Onboarding Process for SEO:

  1. SEO Audit: Perform an initial SEO audit to assess the current state of the client’s website and online visibility.
  2. SEO Strategy Meeting: Discuss goals, target keywords, and the overall SEO strategy.
  3. Reporting Tools: Introduce tools for tracking analytics, keyword rankings, etc., and train the client on how to interpret these metrics.
  4. On-page SEO: Optimize existing website content and structure for SEO best practices.
  5. Off-page SEO Strategy: Discuss and implement backlinking, social sharing, and other off-page strategies.
  6. Monthly Reporting: Establish a monthly reporting schedule to update the client on SEO results and ongoing strategies.

Additional Steps:

  1. Client Training: Offer training sessions to help the client understand how to use systems, interpret analytics, or make content updates.
  2. Customer Support Channels: Explain how the client can reach out for ongoing support, whether through email, chat, or a client portal.
  3. Feedback Loop: Implement a regular feedback mechanism to continually improve services.
  4. Checkpoints: Schedule regular meetings to evaluate project status, such as bi-weekly or monthly check-ins.
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SOP: Client Onboarding for Website Contract, Content Production, and SEO Services

Purpose

To standardize the steps involved in client onboarding for offering services related to website contracts, content production, and SEO.

Scope

This SOP applies to all team members involved in the onboarding process.

Responsibilities

  • Sales Team: Initial client meeting, contract setup
  • Project Manager: Overseeing the onboarding process
  • Technical Team: Website and SEO audits
  • Content Team: Content strategy and planning

Section 1: Onboarding Process for Website Contract

Step 1: Initial Client Meeting

Objective: Understand client goals, needs, and preferences.

Responsibility: Sales Team

Procedure: Conduct a 1-hour meeting through video conferencing or in-person.

Step 2: Scope of Work Document

Objective: Document the project details.

Responsibility: Project Manager

Procedure: Create a detailed Scope of Work (SOW) document and get it approved by the client.

Step 3: Contract and Terms

Objective: Formalize the relationship.

Responsibility: Sales Team

Procedure: Generate a formal contract including payment terms, deliverables, and other legalities.

Section 2: Onboarding Process for Content Production

Step 1: Content Audit

Objective: Identify existing content and gaps.

Responsibility: Content Team

Procedure: Perform a content audit and create an audit report.

Step 2: Content Strategy Meeting

Objective: Define content goals.

Responsibility: Content Team and Project Manager

Procedure: Hold a strategy meeting to finalize tone, style, and topics.

Section 3: Onboarding Process for SEO

Step 1: SEO Audit

Objective: Assess the client's current SEO status.

Responsibility: Technical Team

Procedure: Use tools like SEMrush or Ahrefs to perform an SEO audit.

Step 2: SEO Strategy Meeting

Objective: Discuss SEO goals and strategies.

Responsibility: SEO Specialist and Project Manager

Procedure: Conduct a strategy meeting focusing on target keywords, competitors, and backlinking opportunities.

Section 4: Additional Steps

Step 1: Client Training

Objective: Enable the client to utilize tools and services.

Responsibility: Project Manager

Procedure: Provide video tutorials or live training sessions on using project management tools, CMS, etc.

Step 2: Customer Support Channels

Objective: Provide avenues for ongoing client support.

Responsibility: Customer Service Team

Procedure: Inform the client about how they can get in touch for support (e.g., email, chat, client portal).

Section 5: Onboarding Process for Website Development

Step 1: Website Requirements Gathering

Objective: To collect all necessary details for website development.

Responsibility: Project Manager

Procedure: Conduct a requirements-gathering meeting to discuss the features, functionalities, design preferences, and any special requirements.

Step 2: Wireframe and Mockup Approval

Objective: To get client approval on the initial design.

Responsibility: Design Team

Procedure: Create wireframes and mockups based on the requirements and have them reviewed and approved by the client.

Step 3: Development Plan and Timeline

Objective: To define the development process.

Responsibility: Project Manager and Technical Team

Procedure: Create a detailed development plan with a timeline outlining phases like development, testing, and deployment.

Step 4: Development Kickoff

Objective: To formally start the development process.

Responsibility: Project Manager

Procedure: Hold a kickoff meeting with the development team and the client to review the development plan and timeline.

Step 5: Weekly Status Updates

Objective: To keep the client informed about progress.

Responsibility: Project Manager

Procedure: Provide weekly status reports detailing what has been accomplished and what is planned for the next week.

Step 6: User Acceptance Testing (UAT)

Objective: To ensure the developed website meets client requirements.

Responsibility: Technical Team and Client

Procedure: Conduct UAT sessions where the client can test the website’s functionalities. Fix any issues based on feedback.

Step 7: Final Review and Deployment

Objective: To deploy the completed website.

Responsibility: Technical Team and Project Manager

Procedure: Once all items are completed and approved, proceed with deploying the website to the client's hosting environment.

Step 8: Post-launch Support

Objective: To provide ongoing support after launch.

Responsibility: Technical Support Team

Procedure: Provide 30 days of post-launch support, including bug fixes and minor updates.

Quality Control

  1. Client Feedback: Use a standardized form or survey to collect client feedback after the first month of services.
  2. Checkpoints: Conduct bi-weekly or monthly check-in meetings to assess project status and adjust as necessary.

This is a foundational outline; depending on your agency’s specifics, you may need to add additional steps or sections.

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Take your website to the next level with our expert web development team. Reach out now for a no-obligation consultation.