Professional Documents
Culture Documents
For all Asana template, you must only change Client Template 2024 under client managment
section
Every time you will get a trigger (session, phone call, slack message email, team
communication) that has to do with any project about the clients, you must perform the following
action:
Pre-implementation
Post-implementation
2) Quarterly Emails
Project Tracking | Project Management
3. To monitor the progress, fill in the columns each time a checklist is done
Trigger Point
1. Ben or Daniel will email the brief to Meg to trigger the project in Asana
Implementation Checklist
4. Consolidate the email addresses from the Inbox Database and Apollo List
6. Prepare 2 Contact lists in the Active Campaign: New Connections & Master List
6. Build the automation for the email journey on client's Active Campaign
8. Email the client about the strategy launch and send the test emails for reference
Important Mindset: the accountant is very sensitive about their database, and this is
probably the first time they will send a marketing email to their existing clients which they
are very protective with. Some of the typical concerns are below:
Assign a client:
You will be invited to an organic leads implementation session on your calendar and this is
the trigger for you to be receiving your client, the implementation date is also the date of starting
your project.
Actions:
Step 1: You will be invited into an organic leads implementation session automatically booking
by the client
Step 2:Go to client management under Asana, click the client name
Step 3: Find Organic Leads Campaign Project under the client
Step 4: Add assignee to yourself and make the due date (today)
Step 5: Mark starting date (implementation session date) on Asasa to track your project
Purpose: The purpose for preparing the implementation session is to ensure that
clients can prepare everything from their end and be ready for the session to be
implemented.
We have instructed our clients to do the following before the session:
1. You need to check the script and make changes according to your
preference.
2. Prepare the list to use for your email campaign (First, last name and email
address)
3. Create a new Email with your name and company domain (Example:
John@mycompany.com.au)
4. Send an email to fiona@trustedclients.com.au with below:
Marketing email username and password
Full list in excel or Googlesheet
Your email service provider (Gmail, Microsoft office, Microsoft exchange
etc)
Modified email script with your tone (if you want to make any changes)
5. Book an implementation session using button below
Step 1: check if you have received an email from the client before you run the implementation
session
Step 2: if not, you will need to ask your client to provide the information before the session start
(as project management need 2 days to do the work before the session), if they need help, ask
them to speak to client success management team
Step 3: The client success management team will figure out if the client is using their own
platform or our suggested ActiveCampaign, decision should be made before the session.
Step 4: if they are using AC, we will access to their marketing email based on user name and
password provided, then set it up before the session kickoff: click here for AC set up SOP
Step 5: Clean up (Duplicate, no email address, name and email match up) client’s database
then convert it to a CSV file
Step 6: Check the DKIM/DMAC/SPF authentication (verify through this
linhttps://www.activecampaign.com/dkim-spf-checkk - should be all green)
Step 7: Confirm with VA allocation for organic leads with VA team lead, Brief the VA, add the
VA to the client's channel, update the VA Leaderboard
Step 8: Prepare the client's channel in Slack (private channel, add all A-team member, and VA)
2.3 Double confirm the email sequence, if we need to change the sending date, discuss at this
step, for example, the Xmas holiday break
2.4 if we have Marketing email access issues (access, DKIM/DMAC/SPF authentication, ask
client to send the email to the IT person and CC project manager into the email)
Step 3: Explain the agenda for the session with below script
Script: The purpose of this session is that we can have all your technology set up, but set up
well. We often find out there is a blockage on the marketing success or time wasted because
the system is not set up well to start with. so I prefer to do it right and well before we launch it,
as it will benefit for years to come. They are three things we will cover in today's session, setting
up ActiveCampaign, Set up the scheduling tool we use Calendly, and Slack channel (which we
pay on behalf of our members) so. we can have all your team and support system in one place).
later on we will introduce your marketing VA and appointment setter together with marketing
strategiest so you can get further support from them in Slack. Do you have any questions before
we start?
Step 4: choose Active Campaign or their OWN CRM (if not already discussed), explain the
integral function of AC to the campaign, and monthly subscription which they can stop if needed
$60 approx lite version of AC for 1000 contacts.
https://www.activecampaign.com/pricing
4.1 request the client to share the screen, give them the user name and password, then go
through the AC account, give pros and cons regarding the need for a subscription, once the
client is clear, proceed with the payment instruction, if client opt to process later, then give them
instruction now, then summarise in an email after the session as action point
DONE WITH YOU for other providers (longer) VS DONE FOR YOU for ActiveCampaign
(shorter), and more proven customised templates to be plugged in such as ongoing email
sequence and website marketing .
5.1 we are setting calendly system with proven process for this warm campaign. If they have
their own scheduling tool, they can turn this off later, but more likely we will be using this for cold
traffic.
5.2 Get client to visit calendly website, and set up with Free version (without survey) and tell
them we will use this for future cold traffic where we require cold audience to complete a survey
before we book an appointment to your calendar, by then, they will need to upgrade to $12pm
so lets sign up the free version for now.
5.3 We will need to link personal calendar (main calendar for their work) with calendly while they
are on screen. (Log in, go to integrations, then calendar, select their email domain.
5.4 Set up availability with them (untick any days they don’t want to take calls, set up availability
for maximise 7 days)
5.5 do a test booking on the Calendly to check if the appointment is reflecting on their calendar
6.1send an invite to the client then add it to the client's channel, let them sign up and join the
slack channel.
6.4 Download Slack on PC and mobile, and ask them to run the Slack while they start to work
everyday
7.6 The best time to send the email is Tuesday, then Thursday, then Wednesday, NOT Monday,
Friday, and weekend.
Eg. the launch date is next Tuesday, I will sent the test email to you this Thursday, and I need
your approval by this Friday
Step 9: Q&A
1. the discussions
2. the agreed duties for both parties
3. the due dates and launch dates
Step 3: If the client does not agree with some emails, consult with Ben
Step 5:Send an email to VA with below template (highlighted part will be updated accordingly):
Template:
Hi [client name],
We are all set to launch your Organic Leads Campaign.
The first email and it will go out tomorrow at 1 PM AEST.
For your reference, here’s the schedule:
Email 1: Brainstorm - 12/07/2023
Email 2: Property Growth - 12/14/2023
Email 3: Tax Savings - 01/09/2024
Email 4: Case Study Invitation - 01/16/2024
Email 5: Wealth Creation 1/23/2024
We have assigned Adrian Andres as your marketing VA - feel free to reach him out in Slack.
Hi Adrian,
You will be the VA for this campaign.
Please take note of the schedule of emails above.
All usernames and logins are under client’s tracker under social media tab: here
Important note:
1. You will check email 1-2 times daily after instruction given.
2. Put email message to slack channel (refer to inbound under message prospect under
work Linkedin for SOP)
3. Manually withdraw prospect who is not interested from campaign list
4. Manually withdraw prospects who have already booked a call based on the previous
emails.
5. Manually withdraw prospect that client asked to be removed from list
Fiona
—--
Step 6: Add client’s tracker to Account management scorecard main dashboard, pick the name
under organic leads.
Step 7: Schedule a new due date for the launch date of the campaign
1. You will check to ensure the campaign is running week (double check) will mark this
project as complete in Asana
2. Mark completion of this project on Asana so we can track the time took for the project for
further improvement if anything from business level .
4) LinkedIn Campaign SOP
Purpose: we help our client draft their LinkedIn profile that position for their offer
and target client they are going for. This is a key step to position client’s profile in
from of dream customers. It’s like good manual for fine dining dish, if the picture
looks ugly, people are not going to order the food. So the LinkedIn profile needs to
be right to attract the right customers.. We will give you step by step process on
how to get this right. A successful LinkedIn campaign allow our clients to get
leads, therefore make money, this is one of the most important project in
organisation to help our clients.
Assign a client:
You will get an email from the client success management team with completion of a Full
Linkedin profile questionnaire and Your offer DNA (Two documents for Signature offer) without
media file and Full LinkedIn Profile draft (ready to be copy and past) without media as the
trigger point of starting your first date of the job of this project.
The signature offer profile need to be sent to copywriter together where as premium program
are ready to be published without involvement of copywriter.
If the questionnaire or draft is not fully completed (profile saved in the client’s folder) after
checking, project management team will send it back to client success team, and not starting
the project until all information is received in full.
Step 1: Go to Asana, choose the client, find LinkedIn project, click 3 dots to add project to your
dashboard, Then finally put a starting date for this project.
Step 2: For Signature offer only (if for premium program, move to step 3) You will forward
Linkedin profile questionnaire and your offer DNA (Two documents) to our copywriter who will
then start writing the profile on our behalf with the questionnaire.
Email Templates
—
Hi Rahib,
We have compiled the documents for a new LinkedIn profile draft for Client’s name’s signature
offer.
Your offer DNA document: Click here (this explain the NDA of their offer for your reference)
LinkedIn Profile questionnaire: Click here
1. Come up with a full Working Experience narrative (part 6 in the questionnaire) based on the
headlines grouped by Daniel and the client
2. Provide the skills for endorsements relevant to their working experience, offer, and niche (civil
engineers)
3. You may use Chat GPT for this
Currently, we allot 1-3 business days for the LinkedIn Profile Draft -- please let us know the
timeframe for these changes.
Cheers!
Fiona
—
Step 3: while waiting for copywriter to come back to use, we will ask client to set up sales
navigator if not already done so.
Email template:
—-
Hi [client],
Can you please log into your LinkedIn and subscript sales navigator as this is the key function
we need to build your LinkedIN asset and generate high quality leads.
Let me know once done, I can then proceed with optimising your account.
Fiona
—-
Step 4: While waiting for copywriter to come back to use, we will use this time for media file
collection and set up with the client to fast track the time, send below email:
Template:
—--
Hi [name],
While I am working on set up of your LinkedIn account. I would like to add some media file to
enhance the brand section of your profile to make it more attractive from the prospective. As per
below
Upon checking, I have found (google reviews XXX, picture and testimonial from you website
XXX, vidoes XXX and any other reserouces)
1. Are you happy for me to edit 1. 2. 3. 4. And publish up for your review
2. What other material base on above you can provide that will increase your authority and
credibility?
This help you to generate more leads in a much easy way, kindly waiting for your response
before I start the work.
Fiona
—---
Step 4: Once you have the full profile draft (Premium program is ready, signature offer would
wait for copywriter) You will forward the draft version of their profile draft to Ben to check
internally.
Step 5: After approval by Ben, send it to client for final review of our draft.
Step 6: Once approved, you will simply set up full Linkedin on behalf of the client by
completing below steps (both product are the same)
2.2 Prepare the banner with the headlines from Profile Draft
2.2 Adjust the profile photo if needed, change the background to pain color
2.3 Paste the content from the Profie Draft: a) About Me b) Working Experience
2.4 Check the websites for blogs related to the work experience (e.i passive income, tax
minimisation, property structure) If unsure, quickly consult with Ben.
2.5 Social Media Files for Featured Page: Testimonials from websites or Google Reviews or
check their Facebook or Instagram
2.6 Repurpose the social media files in Canva: 1) add logo 2) use the colour same as their
banner
2.7 Once profile is optimised, email our internal team (Ben) to check the qualify
2.8. Once approved internally, email client for feedback until approved by the client
6.1 Check if they have done any organic leads marketing, if so, more than likely we can borrow
their newly set up marketing email address already, so you simply send the similar email
template below and ask them if they are ok to use that.
Upon checking, if they don’t have an email marketing address yet, you will send below email to
client and asking them to set up one.
Hi Client,
We will leverage a proven email sequence and reach out to your connections.
It could be:
a) your current work email (less preferred as your VA will log in together with you)
b) new marketing email under your domain which you will provide.
For example, your current work email is simon@simonlu.com.au your marketing email address
could be simon.lu@simonlu.com.au
Make sure we don’t set up Authentication for this marketing address, otherwise it will create
delay in the process when our VA access to it.
Let me know your preference. It would be great if you can get it set up asap and provide me
with logs and password.
Make sure they don’t use authentication, otherwise we have issue to access in Philippine
potentially
8.3. If issues from 8.1 or 8.2, please liaise with the client or their IT department. If needed you
can also send an email to client to get their IT department to help
—---
Hi [IT]
What we need:
This email will get managed by my marketing VA who will perform marketing activities on my
behalf.
Please help to make sure the new email created can be accessed outside of Australia, as My
VA outside of Australia and they will be using VPN, however it might still flagged due to our IP
Address (geolocation issues).
We will link this marketing email to a 3rd party CRM called Apollo under the company called
Zenleads. Inc.
Our email address needs to grant permission for this company above.
Thanks.
Fiona
8.3 do a test for send and receive email from the marketing email.
Hi [name],
We will now arrange an implementation session to set up all your technology before our final
launch session.
https://calendly.com/d/28j-m8r-y2d/linkedin-implementation-session
Fiona
We will go over LinkedIn profile, Email marketing address, slack and calendly set up with survey
if not already completed in the past.
Check entire LinkedIn profile including media asset, make sure they are happy
4.1: Explain the benefit of apollo, identify if there is issue with access and DKIM/DMAC/SPF
authentication (this two would have been checked before the session), so you can talk to your
customers now. If there is an issue, we will ask client to send the email to the IT person and CC
project manager into the email)
Note: this is taking the longest to fix, emphasis the potential delay of this for launch and ensure
they work hard with their IT if needed to have this completed. Explained that the email
marketing with Linkedin would give a lot more leads so it’s important to have this set up
4.2. Create apollo account with the client if the email marketing address is working
4.2 Subscription. By default, we will utilise the free Apollo plan which only allows Outlook and
Gmail mailboxes. If you opt to use other mailboxes, then a paid subscription will be needed.
Discuss this with the client
1. Get client to visit calendly website, and set up with $12 version which has survey
2. We will need to make sure link personal calendar (main calendar for their work) with
calendly while they are on screen. (Log in, go to integrations, then calendar, select their
email domain.
3. If client have multiple email (Eg info@abcaccounting vs michael@abcaccounting), we
will need to link both emails to the calendly because the prospect need to see availability
by combining both email calendar,
4. Set up availability with them (untick any days they don’t want to take calls, set up
availability for maximise 7 days)
5. Ensure survey completed
6. Do a test booking on the Calendly to check if the appointment is reflecting on their
calendar
(Only complete this if this has not been completed in the past, otherwise skip)
6.1send an invite to the client then add it to the client's channel, let them sign up and join the
slack channel.
6.4 Download Slack on PC and mobile, and ask them to run the Slack while they start to work
everyday
You will book a launch session with client on the call where VA, client success and marketing
specialist will get on the call to discuss the journey of their LinkedIn campaign and mapping their
messages and other strategies on the call.
Note: make sure client have apollo, Calendly with survey, slack and sales navigator set up .
Step 1: Project management will put all important links and password on client’s tracker under
social media tab
Step 2: If the marketing marketing address is not solved, we will send an email to client so they
can discuss with their IT
Hi Client,
Hi [IT]
What we need:
This email will get managed by my marketing VA who will perform marketing activities on my
behalf.
Please help to make sure the new email created can be accessed outside of Australia, as My
VA outside of Australia and they will be using VPN, however it might still flagged due to our IP
Address (geolocation issues).
We will link this marketing email to a 3rd party CRM called Apollo under the company called
Zenleads. Inc.
Our email address needs to grant permission for this company above.
Thanks.
Fiona
–
Step 3: we will set up apollo email account if this has not already set up in the past
Step 5: wIll consult VA team leader for a new VA allocation , then add them into slack
Step 6: Ask client success team to add new VA to the launch session calendar
Step 7: Add client’s tracker to Account management scorecard main dashboard, pick the name
under Linkedin Campaign.
Step 8: Add VA to the VA leaderboard under account management scorecard tracker and then
email VA on the new account CC marketing specialist and client success.
Email template:
Hi [VA],
We have just allocated a new client for you including their LinkedIn and Appolo email
marketing.
Calendly: 2 Links (survey and non survey) saved on tracker, please check
Appolo: This has been set up, ensure you have this on your browser
Fiona
AFTER WEBINAR