shani's office delegation guide 2 - becoming brave 2019 · activity (ipa) time for you - get...

Copyright © 2011 Shani's Office LLC. All rights reserved worldwide.

Delegation

GuideDelegation 2

Assistant Level of Experience = 1

http://www.shanisoffice.com


Delegation 2 is for assistants with some experience working with you, basic computer knowledge and those who can complete/understand the Delegation 1 basics. This Guide will set them up with the additional experience needed to move to a higher level of assisting you. I will share ideas, tips and some handy tools. Remember: the purpose of delegating is to create more productive activity (IPA) time for you - get you making more money!

Tracking Contest/Prize Winners

Reading Basic Reports

Ordering/Mailing Prizes

Managing Computer Files/Photos

Answering the Phone/Taking Orders

Placing Wholesale Orders

Sending Welcome Emails/Email Basics

Additional Tips

Next Step


This publication is protected under the US Copyright Act of 1976 and all other applicable international, federal, state and local laws, and all rights are reserved, including resale rights: you are not allowed to give or sell this Guide to anyone else. If you received this publication from anyone other than ShanisOffice.com, we ask that you please visit us online to get your own version.

Please note that much of this publication is based on personal knowledge and experience. We assume no responsibility for errors or omissions. Also, you should use this information as you see fit, and at your own risk.

Any trademarks, service marks, product names or named features are assumed to be the property of their respective owners, and are used only for reference. There is no implied endorsement if we use one of these terms.

Finally, use your head. Nothing in this publication is intended to replace common sense, legal, medical or other professional advice, and is meant to inform and entertain the reader.



http://www.shanisoffice.com/

http://www.shanisoffice.com/


How to use this Guide

We have designated pages for you and specific pages to train your assistant on various tasks.

You may want to view the topics that interest you, review the details for both you and your assistant - and if you choose to implement them, simply print the sections you want to use.

So, if you want them tracking contests, but not placing orders or handling emails - the option is 100% yours. You choose, if and when to use each section.

Tracking Contest/Prize WinnersReading Basic ReportsOrdering/Mailing PrizesManaging Computer Files/PhotosAnswering the Phone/Taking OrdersPlacing Wholesale OrdersSending Welcome Emails/Email BasicsAdditional TipsNext Steps

Itʼs a great idea to have a small 3-ring binder for you and/or your assistant, to keep the sections you do use on file for future reference.

The page Title will designate who the page is directed to: Director/Assistant




Tracking Contest/Prize Winners - Director

You will want to print your contest flyers for your assistant to reference. There are MANY different ways to gather the details when tracking your contests: Email, Phone, Text, FAX, Forms Submitted Online, Vouchers, WAS and InTouch. It is best to find just 1 way (unless you use WAS) for them to submit their data - and stick with it. Let them know how and when to submit the results to you. I find the easiest for everyone to be online submission - the form fields are emailed to you, are easy to understand. What ever method you choose - you will want to let your assistant have access to the data. Either online, or in print. Once, they have the data, know what they are tracking and for how long - you can be free from the tracking task.

Your assistant will need access to a computer. Depending on your arrangement it may be yours, or theirs - as some of this work may be done remotely.

Let them know:• Contest Name• What to track for you• Where to find the data they will be tracking• Time Period (month/quarter/on-going)

Contest Tracking Results Submitted Time Period




Tracking Contest/Prize Winners - Assistant

What you will be tracking depends on 2 factors: 1) Contest details (qualification/activity it takes to win/achieve)2) Director information (may be working with select groups to move them up)

What you need to know:• Contest Name• What to track• Where to find the data you will be tracking• Time Period (month/quarter/on-going)

You may be tracking one or more of the following results:• Faces/Facials - how many facials a consultant has completed• Bookings/Appointments - how many appointments a consultant has booked• Interviews/Sharing Appointments - how many people a consultant has shared the

opportunity with• Parties/Classes - actual classes/parties held• Retail/Sales - amount sold (retail/selling price)• Wholesale/Reorders - amount of product the consultant has ordered from the

company• IPAs - income producing activities (if they use the IPA sheet)• Stars - consultants achieving quarterly star status (ordering $1800+ quarterly)• Medal Winners - consultants adding 3 (Bronze), 4 (Silver) or 5+ (Gold) new team

members in a calendar month

Some of these are tracked for you on their reports (i.e. Stars, Wholesale, Medal Winners), so you will just need to access the details online when needed.

Other results may come by email, forms, or be submitted through a WAS (weekly accomplishment sheet), which your Director gets a notification by email.

• Stars are found in the Reports Section• Medal Winners you may find in New Unit Members (Reports Section) - you may

sort by recruiter, looking for those who add 3+• Wholesale Production for the current month is found from the home page,

Estimated Unit Wholesale Production, then click the link next to the green $ sign - states how many consultants have ordered. From there you can sort up/down by amount.




Tracking Contest/Prize Winners - Assistant

For tracking a simple monthly contest, you might consider printing the flyer and just listing the winners on the back - as they submit their details throughout the month. However, if the contest is on-going, has several requirements or many achievers - I personally recommend using a spreadsheet to track details and avoid errors.

If you have never used spreadsheets before - they may seem complicated. However, taking the time to learn just some basics will save you many hours and a ton of frustration when tracking.

I have included several spreadsheets below, already formatted for you. All you need to do is enter the data. You may edit and use as you like. I have also included a video tutorial with the basics to help you (if needed).

http://www.shanisoffice.com/delegation-2.htmlPC USERSMonthly Tracking Sheet (basic)Weekly Tracking SheetMAC USERSMonthly Tracking Sheet (basic)Weekly Tracking Sheet



http://www.shanisoffice.com/delegation-2.html


http://www.shanisoffice.com/uploads/5/0/9/8/5098161/monthly_tracking.xls

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/monthly_tracking.xls

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/weekly_tracking_sheet.xls

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/weekly_tracking_sheet.xls

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/monthly_tracking.numbers

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/monthly_tracking.numbers

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/weekly_tracking_sheet.numbers

http://www.shanisoffice.com/uploads/5/0/9/8/5098161/weekly_tracking_sheet.numbers




































Reading Basic Reports - Assistant

We have highlighted the reports that you are most likely to use in locating information, we are including a brief description on for each - and why you might likley use it.

Login here (bookmark it)Username:Password:

Reports may be sorted by field titles, exported, copied from or printed.



https://applications.marykayintouch.com/login/login.aspx?returnurl=%252fcommunity%252fdefault.aspx

https://applications.marykayintouch.com/login/login.aspx?returnurl=%252fcommunity%252fdefault.aspx



New Unit Members - new Unit members for the past 3 months. Use this report in recognizing new Unit members, Team Builders, and Medal Winners (recruiters who add 3+ in a calendar month).

Star Consultant Program - shows the Star status for the entire Seminar Year (July 1 - June 30). Quarter 1 - Quarter 4. Star levels are as follows: Sapphire = 1800, Ruby = 2400, Diamond = 3000, Emerald = 3600, Pearl = 4800+.

Star Consultant Quarter Tracking - current quarter Stars and those on-target. To see who a star is look under contest credit needed, when you see 0 under the levels (Sapphire - Pearl) that means they are a Star at the level containing the highest 0 - Sapphire being the lowest, Pearl the Highest. For those on-target, you want to look for the total retail/contest credit and add the names of those who meet the on-target requirement youʼre looking for (i.e. 600+).

Unit Anniversaries/Unit Birthdays - shows those with Anniversaries (their business start date), and Consultants having birthdays in the current or following months. You would use this for mailing cards/sending emails.

Conference Attendees - tells who is registered for Corp events, i.e. Seminar, Leadership, & Career Conference. Use for updating newsletters, website, or emails.

Court of Sharing & Sales Unit Totals - show the YTD numbers. You will use these figures in finding recognition for the TOP 5 or 10, those who have achieved Court of Sharing/Sales and amount needed to achieve them.

Unit Production Detail - has each Unit Consultant listed along with wholesale orders placed during the last 6 months. Especially helpful for consistency contests. You may sort up/down on any field title to see Wholesale Queens for each of the previous months.





A very helpful report is the Consultant List, found under Business Tools, My Business. When you first arrive, everyone in the Unit is showing. You may print, sort, print labels or you may narrow down your search to select groups or an individual. Here you are able to easily find each consultants contact information, activity status, and career path. You will see the following:

The steps up the career path are as follows: Consultant, Senior Consultant, Star Team Builder, Team Leader, Future Director, Director in Qualification (DIQ). You may click on a Career Path to view those who are Seniors. Or, you might want to send a letter to those who are Team Leaders and above, check the 3 boxes (Team Leader, Future Director, DIQ), then you can simply click print labels. Red Jackets are those who are Star Team Builders and above.

You may search by Recruiter to find certain teams.

And the boxes on the right allow you to search based on activity status:A1 - Active Month 1A2 - Active Month 2A3 - Active Month 3I1 - Inactive Month 1I2 - Inactive Month 2I3 - Inactive Month 3N1 - New Month 1 (non-ordering)N2 - New Month 2 (non-ordering)N3 - New Month 3 (non-ordering)T1 - Termination Month 1 (7th Month non-ordering)All T - Show all consultants who have not ordered in 7+ Months

If you are doing in house mailers - you will most likely use the activity sort feature to mail to select groups - check with your Director on who gets what/when.




Ordering/Mailing Prizes - DirectorProvide your assistant with the following details along with a credit card for ordering. You may want to include Pins, Ribbons, Pearls, etc.. along with any monthly and on-going Unit contests you have. Example below.

Contest Prize Ordered from

Contest Prize Ordering Instructions

New Consultant Prizes

Money Bag, Key Ring, Calculator

Director Order Form - InTouch - order on the 15th (mail only to those not local to us)

Recruiting Contest Pink Ice Ring http://www.ranchotrading.com/pd_ra13jlss.cfm - order on the 6th (mail only to those not local to us)



http://www.ranchotrading.com/pd_ra13jlss.cfm





Ordering/Mailing Prizes - Assistant

To order prizes you will need to know what to order, when, how many, where to order, get special instructions and know if it is to be mailed out or presented in person.

At first, you may work together on this, then once you are doing the tracking of the prizes, you will know what to order, how many, and who they are for (local/mail).

When ordering prizes online you want to carefully enter the details to avoid errors on their credit card statement or shipping address. Unless otherwise specified - use the standard shipping. You will want to print your receipt and keep it handy until the shipment arrives and is thoroughly checked.

Once the shipment has arrived, you want to remove the packaging information, price tags, etc… from all prizes and package or wrap nicely. If you plan to mail their prize out, be sure to package as needed to prevent damage during the mailing process.

You may print labels from the consultant list discussed in the previous section, or nicely hand write their name/address.

If you have postage supplies (stamps, scale, envelopes, boxes, etc…) on hand - you will want to be sure you have the correct postage, as rates change often. You can check current rates here.

For items that will be presented to local winners - find out how to package/wrap/label them for the next local event. May be as simple as attaching an address label with their name on it - or they might like to use little gift bags/jewelry boxes.

A great resource for shipping/packaging items is PaperMart, you might check them out if you find you are buying packaging/jewelry boxes etc..



https://www.usps.com/




http://www.papermart.com/

http://www.papermart.com/


Managing Computer Files/Photos - Assistant

The key to finding things when needed is organization. We currently manage close to 60,000 files and use these few simple tricks to save time/keep it simple:• Use a 1 before folder names to keep them on top vs. mixing in with other files• Have a folder called Z OLD inside folders to drag old/non-used items into• Keep your desktop clean, file items, images, etc… as you get themCopy/paste the link below into your browser to get the folder system shown below in a ZIP file for your computer, save to your desktop.http://dl.dropbox.com/u/16772149/1%20UNIT.zipLearn to select multiple items and drag them into/out of folders to make this system work for you (ie. In the clipart folder, you select multiple outdated images all at once and drag to the Z OLD folder). The basic folder set-up looks something like this:



http://dl.dropbox.com/u/16772149/1%20UNIT.zip

http://dl.dropbox.com/u/16772149/1%20UNIT.zip


Phone Answering/Taking Orders - Assistant

When answering a business line, you want to be professional and helpful. At this point in your experience, you have some knowledge of the business and may even have had personal contact with Consultants and/or Customers.

It is best to identify yourself when answering to avoid them going into a conversation that you know nothing about. Just something simple as “______ʼs office, this is ____, can I help you”. Then see if you can assist them.

“Avoid the, let me ask...hold on” if possible. It would be best to write down their question and give them a call back - then to have them hold, listening to the background noise.

If there is background noise going on when the phone rings, like a barking dog or crying babies. Let voicemail get it. If you are in a conversation and this happens, apologize and offer to give them a call back from a quiet location.

If you are both in the office at the same time, have a system in place to let you know what calls to answer (i.e. - if it rings 3 times, you answer it).

When taking orders, write down everything they say. Which may go something like this…”I need the stuff for the day, and more foundation. Oh, and I donʼt know what itʼs called but she sent me a sample to use and itʼs gritty on your face and feels so good”. If you happen to know, you might agree with her, and let her know itʼs the Microdermabrasion Set. Ask how she usually pays - If itʼs a card (not on file) get the name on the card, number, and expiration. You end by letting her know we will contact her with any questions, let her know when to expect her order.

Pull her file to see what her foundation shade/type is. Fill out a sales slip, adding tax, and pack her order. If you are missing anything she ordered, contact your Director. It may be best to do her entire order through the customer delivery service.

Credit cards will need to be processed prior to mailing/delivery/pick-up.

Check with your Director on how her delivery usually takes place, then you can let her know by phone or email when to expect her order - and thank her for her business.




Placing Wholesale Orders - Assistant

First, have a list of items to order. It is best to put them in order by category - then you can just run down the list fairly quickly vs. Jumping back/forth.

Login, then click Ordering, Online Ordering, Create a New Cosmetic Order. You will be prompted for address and agree to ordering terms. Once you are at the ordering page it will look something like this:

If you put your cursor over a catagory - you may see sub-catagories listed, for example:

You want to add each item on your list checking them off as you go. If you canʼt find something try the search, and donʼt forget Section 2 (for promotional tools).

Another thing to watch is the wholesale order amount. Your Director may give you a minimum or a maximum wholesale amount. As you update your order, you will see the wholesale amount displayed for you in the upper right corner.

You also have the option to select a minimumWholesale amount (this is especially important when placing orders for New Consultants).




Placing Wholesale Orders - Assistant

When you have everything added to the order, click on shopping cart/checkout button

You will be able to view/print the entire order to check everything is correct. You can also save this order for your Director to place or review if needed. If you are placing the order, you want to know in advance if you are to use any ProPay funds that are available and what card to put the order on.

When placing an order for another consultant

Login, then click Ordering, Online Ordering, Create a New Cosmetic Order. Accept the terms, this will show up on the next page:

Besides the consultant name, you will need to know the type of delivery they want, what they want to order and payment information. Your Director may have sample orders put together in the saved/reusable order section, or you may have been given a printed list - or Look Book.

Submitting an order

Sometimes a Unit member may submit an order to your Director. All that is required in this case is to process the order. Your Director will let you know what to do if payment does not process, or if they have submitted an order without payment.




Welcome Emails/Email Basics - Directors

Having help with emails can be a real time-saver. You will need to allow your assistant to have access to your computer to use email, set up an alternate computer to retrieve your emails, or give them your login information - as you want the emails to come from your office.

The easiest one to start with is the Welcome Email (the first email sent from you to a New Unit member) as they do not need to edit or modify the email except for adding a name. If you do not have one, you may use the template we provide, or create one to use. If you choose not to send a welcome email, you might pick an email with the least amount of information they have to edit in the body of the email. You want to get them used to testing, copying you, and being detail orientated.

We will teach them some email basics that include: using the BCC field, adding images, links, re-using emails, copying you and testing the email.

We will be demonstrating on Thunderbird, as it is most like outlook and may be used by PC or MAC users. Depending on the email client you use, you may want to walk them through some of the basics.

On a technical note: If you are setting up an additional computer to use email on a server - you will want to be sure that each device leaves a copy on the server or only one device will be getting the emails resulting in missed emails by both parties. To avoid your server from reaching itʼs limit - you might choose to only leave them on the server for a select amount of time (a week/2 weeks/etc..). Or you will need to login to the server and remove the emails.




Welcome Emails/Email basics - Assistant

When it comes to email there are many things to consider. What kind of computer/device you are using, the email client, who the email will be going to, when, from whom and then there is the contents. We are going to keep it as simple as possible, while giving you some great tips.

• When sending to a group use the bcc field (blind cc)• When sending to 1+ recipients/each needs to know who received it (cc)• To link to pages or files online, locate the page and copy the URL - for files, locate

the file, right click, copy link location - insert as a hyperlink (or right click - add link)• Bcc your Director on all emails unless otherwise instructed (lets her know when/

what went out)• Send a TEST message to yourself if modifying the body of the email to check

formatting, links, images etc…• Welcome emails: bcc Director, cc Recruiter, To New Consultant. You can save the

template with the bcc field already filled in. You will find the New Consultant email address as well as her recruiters name in the Report Section, New Unit Members.

• Always copy/paste when adding their names & email addresses to avoid errors (itʼs a quick control/c & control v)












































Additional Tips

Want to modify any of the forms used in this guide?

Click here for an editable excel version

When I was working as an assistant, my favorite tool was, if you can believe it...my $0.79 spiral and pen.

I would use it to post my to do list, no the entire list but the most important things. I would cross them off as they were completed, and at the end of the day I would transfer any items not done to the top of the next page.

I would also use it to take notes, messages or save ideas (I would write those in the very back knowing I could easily find them later).

I also kept a 3 ring binder with dividers, and kept everything I needed in one place (i.e. Look Book, Contest Flyers, Scripts, Prize Sheet, Packing lists, Postage Rates, etc…)

Quick Computer Tips:Control + C (copy)Control + V (paste)Control + X (cut)Control + A (select all)

Did you know? You can select/highlight email addresses in excel and copy/paste them directly into the bcc field. You do want to limit the number you add into each email to around 80 (depending on your email client/server - if you use more than around 100, it will not send but reject it). If you need to send to more, simply re-send the email, copying/pasting the rest of the recipients in.



http://www.shanisoffice.com/uploads/5/0/9/8/5098161/delegation_2.xls




This will be the last of the Delegation Guides - at the completion of guide 3 your assistant will be of tremendous value to you and your Unit. There should be

nothing she canʼt do for you, aside from the things she actually canʼt do for you :)

The wind beneath your wings!


Next Steps

• Email Management Basics

• Creating an Email Schedule

• Designing/Updating Email Templates

• Scheduling Phone Appointments

• Downloading/Saving/Sharing Conference Calls

• Gathering Data for Website and/or Newsletters

• Making Direct Unit Contact/Communication

• Special Event Preparation

• Securing Event Locations

Delegation 3 will continue to advance their computer/email skills and will increase your communication with your Unit. Delegation 3 is for assistants who can complete and understand the Delegation 2 basics. Covering topics as:



shani's office delegation guide 2 - becoming brave 2019 · activity (ipa) time for you - get...

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