New Clients: How to on-board a client to your agency
I have spoken at length before about the importance of process, and this is particularly important when we add new clients to our workflow. With a clearly defined process in place, we can add clients consistently while making sure that we have access to all relevant data, task details and how time has been allotted among staff members.
So, here is a breakdown of the process when adding new clients to our work flow:
When details of a new client or task have been received, they need to be booked immediately onto the Workboard interface. This should include client information and contact details, along with any individual tasks that are to be completed. This will then be logged along with all other outstanding tasks, while you can view the status of each one using filters on the main dashboard.
At this stage, you need to assign the task to a project manager, who then assumes full responsibility for its management and conclusion. The employee in question will receive a notification of the assignment, while this will also be reflected by the project status.
The Workboard software also allows for the booking of hours, so that the right time can be allocated to complete work. This not only helps with the completion of the project, but it also highlights who is available for work at any given time.
Once assigned, the project manager will allocate time for a relevant employee to complete, while the individual in question will once again be notified of their workload. A universally accessible calendar highlight each employee and the amount of hours that have been booked out, as well as revealing who is accountable for which task.
The beauty of the Workboard system is that it allows multiple people to be added to the same task. This means that employees with specialist skills can be assigned to complete technical elements of the project, so long as the project manager allocates time to each individual who is working on the task.
As you can see, this process drives accountability throughout the business, from the project manager who maintains oversight of the project to the employees who tackle skill-specific tasks. Every single individual has an understanding of his responsibilities in relation to the task, while there is also a visual calendar that is universally accessible at all time.
With this process, no part of any given task is left unaccounted for, while it also ensures that accountability is something that can belong to everyone.