LEADS RULES

1/ Guidelines to update leads % up:

* 5% – lead to be updated to 5% as soon as contact is made + record contact report in WorkEtc (add note or email client directly from WorkEtc)

* 15% – lead to be updated to 15% as soon as received enough info from the client + prepared Check list AND 1st quote. BD person owns this milestone.

Goal of update from 5 to 15% is to let Adam know a lead is ready to be reviewed. He will QA on lead and approve as ready for SOW.

* 25% – Adam checks on the 15% list everyday

If Adam sends BD person back to the client for gathering more info, percentage stays goes back to 5% until ready for review again.

If good to be reviewed, Adam updates to 25%.

* 50% – to be updated to 50% as soon as the quote is sent out by the person sending out the quote

! add “quotation sent out date” as “lead close” date in Worketc

* 75% is updated by the person who sent the quote when the client show interested on the quote but hasn’t completely approved it yet (negotiation, etc)

* 95% is updated by the person who sent the quote when he/she considers the lead formally approved the quote and only admin details have to be finalized to complete the project

* 50-75-95% to “won”: a lead can only be marked as won from those percentages. Other percentages would mean our process got bypassed.

2/ Guidelines to update leads % down:

Leads percentages can be taken down during: cold leads meeting (Justine-BD people), QC on lead screening (BD people-Adam), sales forecast meeting (all projects leads + BD people).

* 0% to lost: job application, supplier introduction (not a potential source of direct revenue, so this is actually not a lead)

* 15 to 5%: if BD person goes back to client bcs need more info on full project brief

* 25 to 15%: /

* 50 to 25%: after quote is out for a month without client approval – quote expired

* 75 to 50%: after the quote is out for 2 weeks and no sign from client in last 7 days

* 95 to 75%: if client gave approval on quote but hasn’t signed in the next 7 days

* 75, 95 to 25% (=back to review):

if the quote expires (= older 1 month => gives us the opportunity to review it again in next review meeting to decide if we extend our offer, adjust it or mark it as lost)

if client requires price reduction >10% of quotation budget

if client changes scope of work significantly during negotiations/after meeting (remove or add items >10% price of the quote)

* 5% to lost: after lead is = or >4 weeks and no sign from client

! add lead close date in Worketc

* 15% to lost: if after receiving the client full brief, it turns out his projects is not suitable for us

! add lead close date in Worketc

* 25% to lost: if we decide during review meeting no to send a quote (we don’t take this project)

if the quote expired (>1 month) and we decide not to resend a quote after the next review meeting

 ! add lead close date in Worketc

* 50% to lost: if client turned down quotation

! add lead close date in Worketc

* 75, 95% to lost: if client turned down quotation

! add lead close date in WorkEtc

3/ Guidelines to follow up on leads:

– 0% lead needs to be contacted by 1 business day (if request comes in Monday 10AM, we should follow up by Tuesday 10AM)

=> either people in the lead email chain contact Justine to get the leads assigned to them (as soon as possible when lead comes in)

=> either you get assigned leads.

For each lead:

1. do some basic research about the lead company (website, Google, etc)
2. understand the request, see if it is in our area of skills, define what to ask to the lead to have full project brief
3. get in touch and ask the pertinent questions to move the case to next percentages or turn it down

=> in case of question about best approach to address a lead: feel free to ask Justine first

BD people’s approach to contact leads when using emails can be systematized by a few templates, for example:

• template for asking for more info about SOW
• template to notify that lead’s request is not in our area of expertise – refer him other suppliers
• template to give first budget approximation
•  …

BD people should always have at least one phone/skype contact at minimum with client before submitting a quotation/budget approximation

– 5% lead to be contacted again 3 day after first contact sent

Contact reports needs to be recorded in WorkEtc + date

• If through email, send it from Worketc is the easiest
• If meeting/phone contact: note down in description field of the lead
• If we give balk figure to lead – add lead value

! if budget estimate is given to lead at this stage, add lead value in WorkEtc

– 15% lead preparation to be review

• Checklist and All documents provided by the lead are to be stored in WorkEtc (IF too heavy, placed in pitch and presentation in a lead folder)
• BD makes Initial Quotation in Worketc based on the catalog items – she doesn’t update the price which will be done together during review meeting

! if lead gave budget to at this stage, add lead value in WorkEtc

– 25 % If a lead in 25% when the review meeting starts, it needs to be reviewed then.

– 50% Quote is sent right after review meeting, at the latest during the same day:

• Quote is finalized during review meeting in WorkEtc
• Selling arguments are stated during review meeting
• We decide during review meeting who sends out the quote – BD or PL
• The person who sends out the quote CC Justine and project lead assigned to this project
• Justine QC quote emails when sent by account people
• Quote is send from WorkEtc

! update lead value in Worketc to quote total

Follow up on the quote with client needs to be made at latest 3 days after sending it out (by person who sent the quote)

– 75% Record all major negotiation emails in Worketc

! update lead value in Worketc each time quote updated

– 95% Record all major negotiation/approval emails in Worketc

! update lead value in WorkEtc each time quote updated