WHY XXL USES PIPEDRIVE [PD]

To provide a clear line-of-sight for accountability of all opportunities and works

responsibilities, to support efficient workflow management.

HOW DOES PD ASSIST

By providing a unified place for all team members to virtually interface in real-time.
PD is a collaborative space where the actions required, next steps, or status, of an
Opportunity or Job is instantaneously viewable and known across the entire business.
Status updates can be stored, actions can be logged, reminders can be set, email
exchanges can be viewed, documents can be shared, responsibilities can be assigned,
meetings can be scheduled, tasks can be set to allow all employees an at-a-glance
‘what’s on’ across the businesses and the last action taken on any specific opportunity
or element of a projects’ works. PD is XXL’s workflow OPERATING SYSTEM.

▪ PD provides a unified place for workflow connectivity and synergy across the team.
▪ PD provides a location where all leads/opportunities are logged, considered for
viability, and actioned accordingly.
▪ PD offers a mechanism for efficient group and individual workflow task management.
▪ PD gives a clear overview of task allocation, enabling efficient resourcing management.
▪ PD provides a central, all access, single storage-point for all data and information
that’s produced or received.
▪ PD is a centralised cross business digital database designed to house the details of
everyone XXL interacts with - clients, colleagues, partners, associates, or providers. A
well-maintained database enables us to effectively manage customer relationships,
optimise marketing campaigns, and track sales opportunities.

Critically, PD ensures that any task unable to be undertaken by the team member it was
assigned to, can be reassigned to a colleague. XXL’s ability to ensure swift reassignment
of tasks, to ensure client expectations and project outcome are met, guarantees
continuity of service for our clients, potential clients, and ensures effective support of
each other. This assists in reinforcing XXL’s professional reputation in the marketplace as
a business that focuses on service delivery.
Table of Contents
System-Generated Terms : ..................................................................................................................................................................................................................................... 1
• Deal ............................................................................................................................................................................................................................................................ 1
• Pipeline : [not to be confused with the app name ‘Pipedrive’] .................................................................................................................................................................. 1
• Stage : ........................................................................................................................................................................................................................................................ 1
What’s A Record[DEAL] & What’s Stored Inside: ......................................................................................................................................................................................................... 1
ACTIVITIES ............................................................................................................................................................................................................................................................. 1
EMAILS.................................................................................................................................................................................................................................................................. 2
KEY DATA .............................................................................................................................................................................................................................................................. 3
HOW A RECORD[DEAL] APPEARS IN PD .......................................................................................................................................................................................................................... 4
What’s a Work Phase[PIPELINE] & What are its Stages: ................................................................................................................................................................................................. 5
SALES ................................................................................................................................................................................................................................................................... 5
PREWORKS............................................................................................................................................................................................................................................................. 6
LIVE WORKS ........................................................................................................................................................................................................................................................... 6
COMPLETED ........................................................................................................................................................................................................................................................... 6
Key Tips:.................................................................................................................................................................................................................................................................. 7
1. Switching between Work Phases[PIPELINES] : ............................................................................................................................................................................................. 7
2. Always keep PD open .......................................................................................................................................................................................................................... 7
3. Sync Outlook email ............................................................................................................................................................................................................................. 7
4. Manage tasks daily .............................................................................................................................................................................................................................. 8
5. Personalisation of an opp/job record view ......................................................................................................................................................................................... 8
6. Add as much info to a record as possible ............................................................................................................................................................................................ 9
7. Manage actions by setting tasks ......................................................................................................................................................................................................... 9
8. Actions MUST be logged and appear in each Opp/Job record. ......................................................................................................................................................... 11
9. Benefits of setting tasks. ................................................................................................................................................................................................................... 12
10. Find Your To Do List .......................................................................................................................................................................................................................... 12
How To’s: .............................................................................................................................................................................................................................................................. 13
How to display records in column or list view and sort .................................................................................................................................................................................... 13
How to quick search ......................................................................................................................................................................................................................................... 14
How to switch between Work Phases[PIPELINES] to make notes and store info in the correct space depending on what you’re working on ........................................................ 15
How to set-up a record in PD for an Opportunity or Job record ....................................................................................................................................................................... 15

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SYSTEM-GENERATED TERMS :
PD is a US based sales opportunity management tool that we have adapted to our needs. There are three (mandatory) US centric system controlled and generated terms, you need to be aware of, that
we’ve adapted for our use.

• Deal : for XXL this system-generated term represents a RECORD, within PD, of a work Opportunity or a Job [Opp/Job] of work.
• Pipeline : [not to be confused with the app name ‘Pipedrive’] for XXL this system-generated term represents a WORK PHASE that a record will pass through on its journey through our workflow
process. There are 4 WORK PHASES that an Opp/Job will move through within the XXL workflow process. An Opp/Job’s record will, always, be locatable at a stage within one of these four work phases
- unless it’s a lost opportunity ie. not won and not converted to a paying Job and has been removed from the system.
• Stage : for XXL this system-generated term represents the STAGE, within a work phase, an Opp/Job is at in our workflow process. There are multiple stages across each work phase, and specific tasks
undertaken at each stage. The team members accountable for undertaking key tasks at a particular stage of work, have their initials in the label title of that stage. This allows us all to see, at-a-glance,
where the Opp/Job is at in our workflow process AND who is looking after it.

WHAT’S A RECORD[DEAL] & WHAT’S STORED INSIDE:

A RECORD[Deal] in PD, is a digital snapshot of an Opp/Job. A record is created in PD when an ‘opportunity’ for work presents itself. A record houses three lots of critical data. Activities, Emails, and the Opp/Job’s
Key Data.

ACTIVITIES : are types of tasks being undertaken to move the Opp/Job through our workflow process. As an Opp/Job is touched by multiple team members as it moves through our process, SO it is CRITICAL that
each team member creates, tracks, and closes out their tasks via PD as they are done so everyone across the business is aware of the Opp/Job status and next steps are actioned in a timely manner. This ensures
the Opp/Job always has a team member actively working on it and necessary actions aren’t missed. Each activity set, whether for yourself or those you’ve assigned to a team member to complete, appear in the
change log history timeline within the record, which is accessible and viewable by all. This ensures a high quality of management is provided to our clients and potential clients.

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EMAILS : Microsoft Outlook automatically syncs emails to mirror mail folders, for each PD user. So relevant emails, belonging to XXL team members, can be made visible across the business within an Opp/Job
record. When an email address or subject line marries-up with what’s been stored in a Opp/Job record PD will automatically sync the communication with the record. It is, therefore, CRITICAL that you check
your PD INBOX and ensure that each days’ comms are linked through to the correct Opp/Record. This automated protocol ensures that all comms between all XXL team members and stakeholders, relevant to
each Opp/Job, should appear in the timeline history of the record. are unlocked and set to ‘share’ with the record for all to see. To make sure an email (in your PD inbox) gets stored in the correct Opp/Job
record and is visible, in the record’s timeline to everyone, make sure the ‘padlock’ icon is set to open and the record (Opp/Job) name is listed beside the email in your PD mail folder.

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Note: When a record is created in PD it usually isn’t initially assigned with a XXL specific Job number, since job numbers are populated when a quote is generated using the internal XXL Quote Program.

Note: When creating a RECORD[Deal] in PD it’s important to strictly adhere to the record naming convention. Firstly, the record name starts with the type of build that’s being proposed and then the suburb the
work site is to be located in.
For Example:
A website enquiry form is received for XXL to design and build a warehouse on Fursden Road at Carina, QLD.

A PD record will be created – under the CEO’s direction - with the name ‘Warehouse, Carina’. Once a quote is generated via the XXL Quote Program (which also automatically populates correlating Dropbox
working file folders for data storage) the quote number, assigned by the program, is then added to the PD record. So, the RECORD[Deal] name becomes ‘XXL-2037 Warehouse, Carina’. The RECORD[Deal] name will
remain the same as it continues through the XXL workflow process.

Note: should there be more than one of the same type of job, to be priced, in the same suburb then the street address is added ie. ‘XXL-2037 Warehouse, Fursden Rd Carina’

KEY DATA : is the primary contact’s name, phone, email, and company name, the project site address, the expected deadline for price submission, and any other persons/stakeholders involved with the Opp/Job
are also linked and can be seen in this space. All the key data is input/populated/linked to the record by the team member creating the record in PD.

OVERLEAF IS VISUAL EXAMPLE OF A RECORD[Deal]

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HOW A RECORD[DEAL] APPEARS IN PD

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WHAT’S A WORK PHASE[PIPELINE] & WHAT ARE ITS STAGES:
The four WORK PHASES[pipelines] that we manage our workflow through are as below:

‘SALES’ is the first work phase an opportunity (quote/bid/tender/estimate) goes through in our workflow process. In this phase the Opportunity record will move through each
of the sales process STAGES, tasks will be assigned to team members, and work is undertaken. Opportunities are reviewed for viability, priced, and then submitted for
consideration.
‘PREWORKS’ is the second work phase in our workflow process once an opportunity has been converted and becomes a paying Job of work. In this phase the Job record will move
through each of the STAGES of work, relevant to this work phase, as tasks are assigned to a team member and the work is undertaken. Once an opportunity has been
successfully converted to a job of work [or WON!] the preliminary site and prestart work tasks commence.
‘LIVES WORKS’ is the third work phase in our workflow process. In this phase the Job record will move through each of the STAGES of work, relevant to this work phase, as tasks are
assigned to a team member and the work is undertaken. The tasks undertaken in this work phase cover each, and every, construction step that’s required to undertake
and complete a build.
‘COMPLETED’ is the fourth and final work phase in our workflow process. This work phase pipeline, in PD, is a holding space to store records – for future reference - once a project has
been completed, the handover document has been produced and issued to the client, and all monies owed are paid up by the client.

SALES
Once recorded in PD an Opportunity record is placed in the ‘To Quote’ stage. This is a holding stage until the opportunity is allocated to a team member to estimate/price. The record then moves through the
various workflow stages of the SALES cycle as per below. The two stages (columns) labelled ‘Pricing’ are self-explanatory. A record will sit in the ‘Concept Drawing’ stage (column) when the Estimator has
requested the Drafter to produce a drawing to accompany and be submitted with the quote/estimate/bid/tender. The following four stages (columns) are where an opportunity is ‘parked’ for monitoring and
follow up by the Sales/Estimating team.

To Quote→Pricing(H) →Pricing(A)→Concept Drawing(Q)→Bid-in Follow Up(H&A)→Long Range(A)→Short Term(H&A)→Decision Imminent(H)

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PREWORKS
Once an opportunity has been converted, it moves from being a Sales opportunity to a Job, which is reflected in PD by the record being duplicated moved from the SALES work phase into the PREWORKS work
phase. The record in the SALES work phase must be closed out for the ‘win’ to be acknowledge by PD. It is duplicate under the direction of the CEO and dragged and dropped into the PREWORKS phase for the
preliminary works to commence. Although this is usually done by the CEO or FinAdmin, in their absence the following is how this is achieved:
1. Make sure you are in the column view format and in the SALES work phase (pipeline).
2. Click on the record then drag the record down to the bottom right of the screen to where the ‘Move to’ option is revealed.
3. When held and then dropped onto the ‘Move to’ button a dropdown is populated from which the ‘Preworks’ work phase (pipeline) can be chose.
4. The system will automatically place the record into the first stage - ‘Job Set-Up & JSR’ - of the new work phase (pipeline).
5. Once the record is moved into PREWORKS, all tasks related to the preliminary prestart works commences.
While in the ‘Job Set-Up & JSR’ stage(column 1) the job will also be set-up in our internal filing and accounting systems. The JSR (Job Status Report) budget spreadsheet will be populated by the FinAdmin and
saved into the Dropbox JOB folder, as well as any initial comms with the client/procurement agent and booking of site surveys, Geotech, soil, site inspections etc - arranged under the direction of the CEO. Once
these tasks are completed the record is moved along the workflow process into the ‘Engineering Drawings(Q) & Approvals(H)’ stage (column 2). A task ‘Activity’ is logged in the record for the Drafter to generate
a set of engineering drawings and so on, and so on as the record moves through the stages (columns) in this phase of the workflow process and all preliminary works are undertaken in readiness for the LIVE
WORKS build phase.
Set-up Job & JSR(H&J)→Engineering Drawings(Q) & Approvals(H) →BOM&DETAILING(Q)→Scope/BOM Check(A,Q&J)→RFP(A&Q)→Materials Ordering(A,Q&J)
→Construction Drawings(Q)→Subbie Engagement(J)→Works Program(A)→End(H)

LIVE WORKS
Once the preliminary tasks have been completed, the Jobe moves from PREWORKS into the LIVE WORKS build phase, which is reflected in PD by the record being moved from the PREWORKS work phase
(pipeline) into the PREWORKS work phase [pipeline]. Thought this is usually done by the CEO or FinAdmin, in their absence the following is how this is achieved:
Once all the Preworks tasks have been completed a new ‘Live Works’ PD job record is created by duplicating the old record.
Set-up Docs(J&AJ)→Site Set-up(AJ)→Stage 1 Works(AJ)→Stage 2 Works(AJ)→Stage 3(AJ)→Defects(AJ & H)→QA-Handover(S) →End(H)

COMPLETED
Once a job has been completed it dragged and dropped, under the CEO’s direction, to the COMPLETED work phase[pipeline] for storage.

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KEY TIPS:
1. Switching between Work Phases[PIPELINES] : You can switch between our work phases by clicking on the drop-down button (see below highlighted in blue) on the right side of the home page
screen.

2. Always keep PD open: it is recommended that you always keep PD open in a web browser on your desktop and pinned to your taskbar for quick and easy access. It should be your primary space
for monitoring and recording your ‘actions’. Keeping it open and pinned will enable you to easily log notes when you’re on phone calls, with key contacts, and will allow you to quickly create tasks and
reminders that will then auto-populate into a ‘To Do’ list for you. You are required to download the app version of PD to your mobile device, to enable you to update tasks and take notes while you are
on the move.

3. Sync Outlook email: you are required to sync your Microsoft Outlook mail folder with PD. This will allow PD to EMAIL you a daily ‘To Do’ list of activities for you to review, edit, update and work
through AND automatically enables emails to link to the Opp/Job record (as previously outlined). Go to the Mail ‘envelope’ button on the black toolbar on the left side of the home page screen (circled
below in red) and follow the prompts.

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 4. Manage tasks daily: navigate to the black toolbar on the left-hand side of the home page and click on the icon that looks like a calendar page (see below circled in red) this will bring up your task
Activities. You can choose the format you want to view your task list by clicking on either the list or calendar button at the top left of the page (circled in green). You can filter your list by task type see
the buttons in blue (in the red square) sitting below the list and calendar buttons on the top left of the page. You can also filter the tasks by due date by navigating to the right side of the page and
clicking on one of the date options (see underlined in pink)
it is vital that you have selected your own name from the drop-down, on the right side of the page (circled in green) otherwise activities for ‘Everyone’ will be displayed. If needed
you can view task Activities assigned and/or being undertaken by other team members, by choosing a team members name from this dropdown.

5. Personalisation of an opp/job record view: the data that appears on the left side of the record page can be edited and shuffled to make what’s populated there and in what order more
specific to supporting the accountabilities and priorities of your role. To edit what dialogue boxes appear on the left side of, your record view, click on the ‘3 dots’ button located at the top right of the
record (it appears next to WON/LOST. See highlighted in yellow in the above snip.) Scroll through the drop-down line items and click on ‘Manage Sidebar Sections’ (also highlighted in yellow above)
this allows you to tick or untick items as well as drag and drop the segments that appear, into an order that works for you.

NB. the change log history timeline of activities that populates (on the right side in each record) is system controlled and how it is viewed cannot be edited.

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 6. Add as much info to a record as possible: It is vital that you record as much info in the Opp/Job record. Whatever activities you action, whatever emails you send, whatever notes are
pertinent – need to be stored in the record. Doing this is what enables PD to kick-in as an effective, cross business, Operations Tool. It has proven invaluable with real-time dissemination of
information, across continents and team members, enabling efficient simultaneous collaboration on the varying elements and stages of a project – to maintain schedules and service delivery. It also
allows for allows Management to see cross business work-flow allocation and implement support where it’s needed.

Benefits of keeping info current in the ‘SALES’ pipeline.

PD allows for effective ‘circling back’ with prospects that have long lead times, requiring follow-up months after pricing is submitted. Having accurate info stored
in the record provides a clear picture of the Opp/Job’s status, at the last point of contact, prior to next steps follow up so it can be undertaken by anyone in the business.

Benefits of keeping info current in the ‘LIVE WORKS (Construction)’ pipeline.

Having a central at-a-glance location for the key client/ supplier/ subbie contact info as well as real time day-to-day notes and comms related to the construction works, provides a single
source space for ALL team members to know the status of a build.

7. Manage actions by setting tasks using the Activity button in the dialog box at the top of the record that reads Notes/Activity/Call/Email/Files/Documents/Invoice then select the option for
the action you want to take or allocate to another team member.

NOTES is beneficial as a place to document feedback and points of interest from discussions and meetings held with clients/providers/team mates as well as any key things to alert the broader team to,
or things that must be remembered about the Opp/Job.

Notes can be PINNED:

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 ACTIVITY brings up a dialogue box that enables you to further identify whether the action is to be a call, meeting, task, deadline, email or monitor an opp/job.
Task and Call are the most often tasks set.

*The Meeting option (that comes up as a task) now also enables you to schedule video meetings via Teams/Google/Zoom.
*At the end of setting up a task it is critical you ENSURE you allocate the action to the person intended to undertake the task by selecting the team member’s name from the dropdown list at the
bottom of the Task dialog box.

EMAIL enables you to email directly out of PD to ensure comms are captured in the relevant record.

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 FILES allows you to drag-and-drop all relevant files you would like to store in the record to share across the team.

8. Actions MUST be logged and appear in each Opp/Job record. All tasks (emails, calls, meetings etc) undertaken by all team members must be documented in the Opp/Job record so
they appear in the records’ change log history timeline

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 9. Benefits of setting tasks. Aside from cross business transparency the other MAJOR benefit of logging all your tasks and activities and keeping them updated is that is allows the following:
i. Automated To Do List: (As previously stated) they get auto populated by PD into an email notice that’s sent to your inbox daily providing you with a snapshot ‘To Do’ list of what’s on for the
day; and

ii. Auto Populated Activity Reminders: when you cross off an action item as it’s completed, by ticking the ‘Mark as Done’ option (see above circle highlighted in yellow), a new action item
dialog box is auto populated by PD as a reminder to input the ‘next step’ action which creates a consistently evolving and updating ‘To Do’ list, for you, that can be reviewed/ edited/ updated/
actioned.

10. Find Your To Do List: to review your ‘To Do’ list go to the ‘Activities’ calendar icon (located on the black tool bar on the right-side of the home page screen. See below highlighted in
blue) and ensure you click on your name from the drop-down (right side of the home page screen. See highlighted in blue) to bring up all task activities you’ve set yourself AND those set for you by
others.

once an opportunity is converted to a WIN no further data is permitted to be stored in that record. For accurate Sales conversion data-capture the record must be marked as WON, which
causes PD to automatically close and remove the record. Prior to being marked as won the record is duplicated, under the direction of the CEO. The duplicated record is then dragged and dropped into the ‘Pre
Works’ work phase[pipeline] to ensure no data is lost. Once the ‘Pre Works’ works are completed, the same record is then dragged and dropped into the ‘Live Works - Construction’ work phase[pipeline]

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HOW TO’S:
How to display records in column or list view and sort
When you open/refresh PD it will open to the last page you were viewing. On the top right side of the page (see below snip) click on the work phase[pipeline] button (highlighted in blue) to bring up the list of
pipelines (phase within our workflow process) a Opp/Job is sitting in. Choose and click on the pipeline which you wish to display, to populate it. To change the view format from column to list, navigate to the
left side of the page and click on either the column or list view buttons (see highlighted in green).

The column view provides an at-a-glance snapshot of the record within the ‘stage’ (aka phase within our workflow process) it’s at. Some of these columns (stages) house a lot of records so it can be useful to
switch the view to the list format for an easier format for viewing Opp/Job records

In list view you can sort each column of information by clicking on the title of the column. Whatever information is stored in the column can either be sorted into ascending or descending order.

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How to quick search
You can search through the entire data base, for a specific term/phrase/word. This is helpful when quick searching for an associate, an organisation, an Opp/Job. This is achieved by using the
‘Search PD’ box which is always located at the top of the home page screen (see below highlighted in blue) and typing in the key word you’re
looking for.

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How to switch between Work Phases[PIPELINES] to make notes and store info in the correct space depending on what you’re working on

To access a specific work phase[pipeline], ensure you are in column view by clicking on the icon (located on the top right-hand side of the home page screen) and then click on the work phase[pipeline] dropdown
and choose the work phase[pipeline] you require.

How to set-up a record in PD for an Opportunity or Job record

Although this task will invariably be done by whoever picks up the ‘Sales’, email inbox / website / phone enquiry, the following is a quick guide on the key things to remember if you need to create/add a record
in PD.

Source and click the button (located at the top left of the home page screen).

Once clicked, the ‘Add Deal’ dialogue box will pop open.

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Populate this screen with as much information as you have available to you keeping the following four points in mind.

1. If the opportunity is going direct to a client for a specified scope of works, whereby XXL is the Principal Contractor, the ‘Contact Person’ and ‘Organisation’ information boxes can be filled in.

2. If, however, the opportunity is a quote for a component of a scope of works not yet assigned to a Principal Contractor, and XXL is submitting their price to multiple Principal Contractors do not enter any
detail in the ‘Contact Person’ and ‘Organisation’ information boxes.

❖ When XXL is submitting its price to multiple Principal Contractors the name of each Principal Contractor and the key contact must to be added in the ‘Details’ section on the home page in the ‘Priced for’
boxes (see below snip). This allow chase down of the opportunity, until the Principal Contractor is awarded the work. The winning Principal Contractor’s info is then assigned to the opportunity enabling
specifically targeted Sales follow up, which hopefully allows XXL the best chance at securing the works.

when typing into any dialogue box to add information or to search, PD automatically populates options for you from the database. You, therefore, need to be careful NOT to make typos, to
review and consider the options put forward by PD so you don’t create duplicate contact records in the database and are mindful to choose the correct options put forward by PD when linking a person or
organisation to a record. A dialogue box pops up, for you to fill in, if the person or organisation are not already listed in the database no records will be populated by PD for you to consider using. Accurate data
entry avoids duplicated records, keeps the database clean and having access to as much current, relevant information enables the business to undertake better targeted segment marketing.

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3. When adding a record to PD the system will AUTOMATICALLY duplicate, into the ‘TITLE’ box, the same information keyed-in into either the ‘Contact Person’ or ‘Organisation’ boxes (see left snip below,
highlighted in yellow). So, please remember to update/edit the ‘TITLE’ box manually before the record is ‘saved’ the naming convention is as follows: the type of build and the project’s site location (see
other snip of 2022 recorded opportunities).

NB: REMINDER the quote number is ONLY added once the opportunity has been validated and a quote has been generated and issued.

4. Lastly, ensure the record is allocated to the correct work phase[pipeline] ‘Sales’.

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