ptl presentation
TRANSCRIPT
The following presentation is
an introduction to the Project
Time Line system developed
by Richard Carey
The Project Time Line Presentation will show you the ways to manage multiple task for multiple clients, keeping them happy and satisfied because your in constant communications with them.
Project Time Line Presentation
This first section will discuss the intents and benefits of the Project Time Line system. We also included some personal experiences from satisfied customers.
Project Timeline
•Increase your sales numbers
•Improve customer relations
•Anyone can pick up your customer and know where they are
•Have guideline to know what to do next
•Increased conversions of tasks
Benefits
Intents•Task reminder - Don’t rely on memory
•Focus sales communications in key areas
•Schedule future interactions w/ customer
•Access appropriate content for performing a particular task
Testimonial
The tasking system keeps a person focused with their customers and their customer’s projects/jobs.
The tasking system helps a person stay in touch with his prospective clients as well as current job customers.
It's easier to talk to a client/customer when you schedule to stay in touch with them on a regular basis. They feel more at ease with you and you actually build strong character relationships.Your clients/customers start to rely on you for their Cast Stone needs.
The tasking system used consistently will provide a steady flow of repeat customers.
If you utilize the tasking system through either the project’s or client's/customer’s ID # when you begin a job, you are able stay on top of jobs because the tasking system prompts you. At that point, you are able to provide updated status reports. Customers love being kept up to date with the status of their job/jobs.
This is definitely a tool I would not want to be without.
SellIn5 - Butch Marx
Testimonial
We would all fail if we had only our memory to prompt us in follow up of “to dos,” so that is why we need a system to remind us. Outlook can perform that function but it is outside the arena of our business scope which is StoneWorks. StoneWorks is the logical place to store all the information relating to contacts and projects.
Not only in follow up of tasks is StoneWorks effective, but also in the creation of additional tasks. Unless I assign a subsequent task to one completed, I run the risk of losing control. Having the power to assign a task to someone else is helpful too.
As far as the PTL is concerned, because I’m not a salesman running down a road well landscaped with mile markers, it does not affect the ExecAdm2 job very much at all.
ExecAdm2 Bryan Renfro
The Essential Tool
People get caught up in wonderful, eye-catching pitches, but they don't do enough to close the deal. It's no good if you don't make the sale.
This is where the Project Time Line System becomes beneficial. It will assist you in keeping up with your tasks so you are not forced to remember what you needed to say and to whom. It is an essential tool and will help you become successful in this business.
The truth is in the task, we will now show you the design layout in which the tasking system works. This Design section explains the concept of the Project Time Line system, the Task Tool, and the Content provider application.
The outline of the Project Time Line
PTL 1: Select Target Market
PTL 2: Select Prospects & Match to Campaign
CONTACT RELATIONPTL 3: CONVERT LEAD TO CONTACT PTL 3.1: ROUTING STAGE PTL 3.2: ID REQUIREMENTSPTL 3.3: SET AGENDAPTL 4: GATHER CONTACT DATA DETAILSPTL 4.1 CONTACT COMMUNICATIONSPTL 4.1.1 PHONE CALLPTL 4.1.2 SEND CATALOGPTL 4.1.3 SEND POSTCARDPTL 4.1.4 REQUEST INFORMATIONPTL 4.2 PRE-ASSOCIATE IDPTL 4.2.1 PHONE CALL FOLLOW-UPPTL 4.2.2 CATALOG FOLLOW-UPPTL 4.2.3 POSTCARD FOLLOW-UPPTL 4.3 BUILD DETAILSPTL 4.4 PRE-ASSOCIATE IDPTL 4.5 CONTACT POTENTIAL
PROJECT BUDGETPTL 5: QUALIFY PROJECT CONTACTSPTL 5.1: ASSIGN PROJECT CHAMPIONSPTL 5.2: ASSIGN PRIMARY AGENTSPTL 5.3 PRE-QUALIFY PROJECTPTL 6: EVALUATE PROJECTPTL 6.1: GET PLANSPTL 6.2: EVALUATE PLANSPTL 6.3: PLAN FOLLOW-UP
PTL 7: BID PREPARATION AND SUBMITTALPTL 7.1: PRE-BID CONSULTATIONPTL 7.1.1 PROVIDE JOB REFERENCESPTL 7.2: PREPARE BID (SALES CALL)PTL 7.3: OTHER BID CONTACTSPTL 7.4: SUBMIT BIDPTL 7.5: BID SUBMITTAL FOLLOW-UPPTL 7.6: SUBMIT REBIDPTL 7.7: REBID SUBMITTAL FOLLOW-UP
CLOSE THE DEALPTL 8: CONVERT BID TO JOBPTL 8.1: DECISION TIME FRAMEPTL 8.2: RE-VERIFY PRIMARY CONTACTSPTL 8.3: FACTORY RESOURCE / RESPONSE TIME FRAMEPTL 8.4: MOTIVATION DECISION FACTORPTL 8.5: FINALIZE CONTRACTPTL 8.6: RECEIVE SIGNED CONTRACT
JOB SET UP & PLAN PTL 9: JOB NUMBER ASSIGNMENT PTL 9.1: JOB DATA SETUP PTL 9.2: FINANCE JOB REVIEW AND APPROVAL PTL 9.3: SALES JOB REVIEW AND APPROVALPTL 9.4: ASSIGN PRODUCTION PREPARATION PHASEPTL 9.5: JOB SALES MANAGER ASSIGNMENTPTL 9.6: SALES JOB MANAGER EVALUATIONPTL 9.7: RFI REQUEST FOR INFORMATIONPTL 9.8: PRELIMINARY PROJECT SCHEDULING
Continued...
DRAFTPTL 10: PRODUCTION PREPARATIONPTL 10.1: JOB EVALUATION AND ASSIGNMENTPTL 10.2: RFI REQUEST FOR INFORMATIONPTL 10.3: SUBMITTAL PREPARATIONPTL 10.4: SUBMITTAL RETURN PROCESSPTL 10.4.1: SUBMITTAL SEND TO CUSTOMERPTL 10.4.2.: SUBMITTAL FOLLOW-UPPTL 10.5: CHANGE ORDER PROCESS PTL 10.6: RE-SUBMIT PREPARATIONPTL 10.7: RE-SUBMIT RECEIPT FROM CUSTOMERPTL 10.8: PRODUCTION PACKAGE PROCESSPTL 10.9: BLUE DOT PREPARATION
PRODUCTION PTL 11: PRODUCTIONPTL 11.1: ADMINISTRATIVE SET UPPTL 11.2: NEW MOLDS SCHEDULEPTL 11.3: PRODUCTION FLOOR SCHEDULEPTL 11.4: SMP MOVEMENT TO PRODUCTIONPTL 11.5: NEW MOLDS FABRICATION/DELIVERY TO PRODUCTIONPTL 11.6: SPECIAL RAW MATERIALS RECEIPT VERIFICATIONPTL 11.7: STONE PRODUCTIONPTL 11.8: STONE CURING CLEAREDPTL 11.9: SET MOLD DESTROY SCHEDULEPTL 11.10: CLOSE PRODUCTION
SHIP & SERVICEPTL 12: SHIPPINGPTL 12.1: ACID WASH OR SPECIAL TEXTURE PREPARATIONPTL 12.2: PACKAGE PRODUCTION STONEPTL 12.3: PACKAGE INVENTORY STONEPTL 12.4: CONFIRM SUITABLE PAYMENT RECEIVED
FOR PRODUCTIONPTL 12.5: SCHEDULE STONE SHIPMENTPTL 12.6: SHIP STONEPTL 13: FINANCIAL JOB CLOSUREPTL 13.1: CONFIRM STANDARD PRODUCTION/SHIPPING COMPLETEPTL 13.2: CONFIRM RE-MAKE PRODUCTION/SHIPPING COMPLETEPTL 13.3: CONFIRM PAYMENTS COMPLETEPTL 13.4: LOG JOB COMPLETE
HARVESTPTL 14: FOLLOW-UP MANDATEPTL 14.1: DRAWINGS CATALOG OR ARCHIVEPTL 14.2: RELATIONSHIP PROSPECTINGPTL 14.3: MARKETING PHOTO OPPORTUNITIESPTL 14.4: REFERRALS OR LETTERS OF RECOMMENDATION
The process of the Tasking system Continued
The 5 most important tasks are
PTL 3: CONVERT LEAD TO CONTACT
PTL 4.5: CONTACT POTENTIAL
PTL 6: EVALUATE PROJECT
PTL 7.1: PRE-BID CONSULTATION
PTL 7.5: BID SUBMITTAL FOLLOW-UP
PTL 1: Select Target Market
PTL 2: Select Prospects & Match to Campaign
CONTACT RELATIONPTL 3: CONVERT LEAD TO CONTACT PTL 3.1: ROUTING STAGE PTL 3.2: ID REQUIREMENTSPTL 3.3: SET AGENDAPTL 4: GATHER CONTACT DATA DETAILSPTL 4.1 CONTACT COMMUNICATIONSPTL 4.1.1 PHONE CALLPTL 4.1.2 SEND CATALOGPTL 4.1.3 SEND POSTCARDPTL 4.1.4 REQUEST INFORMATIONPTL 4.2 PRE-ASSOCIATE IDPTL 4.2.1 PHONE CALL FOLLOW-UPPTL 4.2.2 CATALOG FOLLOW-UPPTL 4.2.3 POSTCARD FOLLOW-UPPTL 4.3 BUILD DETAILSPTL 4.4 PRE-ASSOCIATE IDPTL 4.5 CONTACT POTENTIAL
PROJECT BUDGETPTL 5: QUALIFY PROJECT CONTACTSPTL 5.1: ASSIGN PROJECT CHAMPIONSPTL 5.2: ASSIGN PRIMARY AGENTSPTL 5.3 PRE-QUALIFY PROJECTPTL 6: EVALUATE PROJECTPTL 6.1: GET PLANSPTL 6.2: EVALUATE PLANSPTL 6.3: PLAN FOLLOW-UP
PTL 7: BID PREPARATION AND SUBMITTALPTL 7.1: PRE-BID CONSULTATIONPTL 7.1.1 PROVIDE JOB REFERENCESPTL 7.2: PREPARE BID (SALES CALL)PTL 7.3: OTHER BID CONTACTSPTL 7.4: SUBMIT BIDPTL 7.5: BID SUBMITTAL FOLLOW-UPPTL 7.6: SUBMIT REBIDPTL 7.7: REBID SUBMITTAL FOLLOW-UP
CLOSE THE DEALPTL 8: CONVERT BID TO JOBPTL 8.1: DECISION TIME FRAMEPTL 8.2: RE-VERIFY PRIMARY CONTACTSPTL 8.3: FACTORY RESOURCE / RESPONSE TIME FRAMEPTL 8.4: MOTIVATION DECISION FACTORPTL 8.5: FINALIZE CONTRACTPTL 8.6: RECEIVE SIGNED CONTRACT
JOB SET UP & PLAN PTL 9: JOB NUMBER ASSIGNMENT PTL 9.1: JOB DATA SETUP PTL 9.2: FINANCE JOB REVIEW AND APPROVAL PTL 9.3: SALES JOB REVIEW AND APPROVALPTL 9.4: ASSIGN PRODUCTION PREPARATION PHASEPTL 9.5: JOB SALES MANAGER ASSIGNMENTPTL 9.6: SALES JOB MANAGER EVALUATIONPTL 9.7: RFI REQUEST FOR INFORMATIONPTL 9.8: PRELIMINARY PROJECT SCHEDULING
PTL 3: CONVERT LEAD TO CONTACT
PTL 4.5 CONTACT POTENTIAL
PTL 6: EVALUATE PROJECT
PTL 7.1: PRE-BID CONSULTATION
PTL 7.5: BID SUBMITTAL FOLLOW-UP
The 5 most important task in which they are loctaed
PTL Tasking Locations/StoneWorks
From the intranet click on StoneWorks
From StoneWorks Select Project Management System
This will show you where the PTL tasking system is located in the application of Stone Works.
After you have pulled up the project you wish to assign a task to select the Tasks Label then select New icon
StoneWorks Setup Task
Content Locations / Filestore, Sales Support Environment
From the intranet click on Filestore v2 Beta!From the intranet click on Sales Support Environment
There are two different locations in which the content is stored. Here are their locations.
From Filestore v2 Beta! Click on Sales Project Task
Filestore Content Location
Here is the process you can use to get to the content through filestore.
Filestore Content Location
From Sales Project task Library click on find files in this library. From here you can select the PTL of what content you would like to view
Sales Support Environment content
From Sales Support Environment you can easily find content in four different places, Media Support, Slaes Support, Product Support and the Packing Zone
Here is the process you can use to getto the content through SSE.
How you deliver the content
SSE
FaxUtilize the Sales Support Environment
Find the document you would like to Fax
Print the document you would like to Fax
Fax the document
Phone
SSEFind the sales dialog you would like to speak to the customer with
Speak to the customer and utilize the dialog
Utilize the Sales Support Environment
SSEUtilize the Sales Support Environment
Find the document you would like to Email
EmailEmail the document to your customer
MailUtilize StoneWorks contact management system
Open the contact and select mailings
Select the New Icon and pick out the content you would like to send
Note: You can also do this through tasking
How you generate the content
Generated Document
Sales Support Environment - Packing Zone
By checking or un-checking here you can change your package then click generate document and your new document is generated
How you create your own content
You can easily create your own content by Highlighting any area on a document that you have generated and hit ctrl C
Paste it into any of these three formats by hitting ctrl V
Adobe PDF
Microsoft Word
The process made simple
Starts over if they have potential for referral / repeat business
You are hereName & Number of a Lead
PTL 3.0 Convert Lead to contact would apply
Setup a Task to initiate contact with the lead
Search PTL content
Decision PointDecide the best content that could convert your lead to a contact
Send content out through email, mail, fax or phone.
Path to finish w/ goal met
End point
You have successfully converted a lead to a contact
The Training section will show you the procedure to using the Project Time Line System. We will show you some real examples, walk you through the process and give you some practice scenarios to test out on your own.
PTL tracking system procedure
PurposeStep 1
Who is the contact, what task are you going to accomplish
ActionStep 2What do you want to do for this contact
DecisionStep 3Decide on what content will help you complete your task
TimeStep 4Assign date to accomplish task, initiate action on assigned date
CompleteStep 5Close task once complete
PTL Scenario
I usually design homes that use wood and brick. Your products could add unique touches to my jobs
If the contact works where he might use cast stone, he will be interested. He will want to know how we can help his business. We need some basic information to do that. If you approach them right, the good contacts will gladly give the information. Anyone not interested will just as politely decline, saving everyone’s time.
PTL 3.0 Convert Lead to Contact
PTL 5.3 Pre-Qualify Project I have just been hired as a contractor on a project that is already in progress. I just found out the previous contractor never ordered the stone for the project. Would it be possible to have my stone here in two weeks?
Yes, depending on what you are looking for. Let me guide you to our inventory and show you how you can create a unique design using our inventory parts.
PTL Examples
Bob called Jim and gave him a lead
Bob told Jim this lead was interested in staircases
Jim setup a stair brochure to be mailed to the lead
Jim also setup a reminder under PTL 3.0 to follow up with the Lead
The Lead called Jim after viewing the brochure and told him how he was really interested in the Binelli staircase
Jim converted the Lead to a contact
Jim wanted to follow up with a previous customer
Jim decided to email the customer and ask if he had any new jobs. He then set a reminder under PTL 14 to follow up with the customer in two weeks.
Within the two weeks Jim got an email from the client saying he was dissatisfied with how long it took us to produce the stone for the last project
Jim decided he would give the customer some information on our stock inventory which has a quick turn around
Jim set up a reminder under PTL 14 to go directly to the customer and apologize and offer our inventory line
How to use PTL
1
Enter the contact’s information, in this case, John Doe.
2
Go to “Tasks” and select “New Task.”
3
Now select your PTL. I am going to use 3.0, then select your Task Type. I will choose 3.1.
4
Now select who you want to assign the Task to and the date to accomplish the task.
5
Now write your description in this case, I put “send contact SL brochure.”
6
Review your Task and you are finished.
Practice
Practice these lessons•Go into Sales Support Environment and retrieve the technical post card
•Modify the technical post card if you want to highlight something specific on it
•Go into StoneWorks and setup a specific task that will utilize the post card
•Create a date to complete the task and assign it to yourself
•Close the task
•Go back into the task and assign it to someone else
•Go back into StoneWorks and setup a mailing
Quiz
Question 1
Where can you find certain content related to PTL? A. Internet
B. Mold Program
D. Desktop
C. Sales Support Environment
What would be a good way to introduce yourself to a referred lead?
Quiz
Question 2
A. Have the person who referred the lead call the lead back
C. Send an email and hope the lead writes back
D. Have the secretary do it
B. Use Sales Dialog to find potential conversations to have with a customer or a potential conversation
What is a good reason to use the PTL system?
Quiz
Question 3
A. Have guideline to know what to do next
B. Task reminder - Don’t rely on memory
C. Increase your sales numbers
D. All of the above
The release of the Project Timeline System lies in your hands. Please open your mind and allow this system to do some of the work for you. Provide us with feedback on how to make the system better, provide us with some content to add to the system, ask us questions.
Follow up campaign
•One week after using the system provide us with feedback on PTL System
•Two weeks after using the system give us any suggested improvements
•Three weeks after using the system provide us with anything that you have found that works for you that is not included in the PTL system
How you can help...
Icon link
This Presentation is located on the Intranet under Company News
Email Flyer
Closing
Organization is the key focus of the PTL system. By staying organized you instill trust into your customer which in turns keeps them coming back to you.
For further reading and specific information about the 5 critical tasks see Top 5 PTL Tutorials in the Sales Support Environment under Sales Training.