Set up a new ‘’Website Delivery Process’’ form (WDPF) with the client’s name, customer ID and Website ID entered on the form. The form should then be filed in the ‘’Websites not live’’ folder.
Send “welcome to It’seeze” email. The following information will need to be added:
The date that the content is required will be 2 weeks from the date the email is sent.
All pages that content is needed for should be listed under ‘’Witten content for each of the following web pages’’.
Log on to Pipedrive (CRM system) and enter a reminder for one week’s time to follow up with the customer with any content and information still required.
Send a “welcome to it’seeze websites” postcard in the post in a handwritten orange envelope. A brief handwritten message on the card should thank the client for choosing it’seeze and say that we are really looking forward to working with them to create a new website for (business name).
As content is received from the client:
Files should be uploaded to the client’s Pipedrive record.
Any other information should be stored as a note on their Pipedrive record.
The item(s) should be ticked off on the client’s WDPF.
Until all content is received
Make a telephone call each week to give a friendly reminder to the client to what is still required and outstanding. Also remind the client that we have people in different fields that can help if required.
Record the call on Pipedrive and set a reminder to call again in one week.
When all the content is received complete the design brief and send it to the Consultant for sign off and submission.
Then:
Send a “website brief completed” email to the client and add the date (20 working days after the brief was submitted) that the site should be completed by.
In the final paragraph, replace ‘’(date website due to be completed)’’ with the due date, and add a Calendly link for the appropriate meeting type (depending on whether it will be on zoom, at the client’s premises, or in the it’seeze Horsham office.
Set up a deadline reminder on the client’s Pipedrive record for three days after sending the email, to remind them to book the meeting. Set up a new deadline for two days later and keep doing this until the meeting is booked.
Approximately 17 working days the design brief has been submitted, the Design Team will email a link for the new website to it’seeze Horsham. Before sending the link to the client, the following checks need to take place:
Compare against the design brief. If there are any discrepancies, reply to Design clearly listing anything that needs changing in order to meet the brief.
Check metadata for all pages. If it is missing for any/all of the pages, reply to Design explaining that the metadata needs to be added in accordance with the brief.
Click on all the email links to make sure they open an email with the correct email address on. If any don’t open, or have the wrong email address, add/correct the link and check to make sure it is now correct. Check from a desktop and also from a phone.
Check the social media links to make sure they open the correct social media page. Check from a desktop, and also from a phone.
On a phone, check that all phone number links start a phone call when clicked on, and that the phone number is correct.
When you are satisfied that all is as it should be, send a “your new website email”. You will need to add the website link and the date/venue of the meeting.
Website Review Meeting
The site needs to reviewed systematically, starting with the header, then the footer, then all pages in the order that they appear on the website’s menu.
All changes required by the client should be clearly documented under the heading of the relevant section (header or footer) or web page.
When all changes have been covered, take the client through the website training process, and explain that you will set up, and email them, their username and password for the website editor, along with a link to the online editor training course.
After the meeting, send email to the client listing the changes that are to be made, and that you will let them when these are done.
In a separate email, send the ‘website training course and your editor login details’’ email.
Before sending the email, set up the client’s username and password for the website editor and add them to the email.
The username should be the email address used on the website.
Create a unique password and use the password generator app ‘strength metre’ to ensure the password will take a least one million years to crack.
Customer Support Administrator is to carry out all the website changes they can do, and then email the client explaining that the changes are done, except those that the Design Team need to do (and list those that Design need to do.) Ask them to confirm if everything is now OK (except any outstanding Design changes) or if anything else needs tweaking.
Make any new changes required and email the client to advise them these are now done. Ask if we should now get Design to make the final changes required (again, list these.)
Reply to Design’s email that contained the website link, and list the changes required. They should be laid out by section (header or footer) and page.
When all changes are complete check against the original list of agreed changes. If satisfied that all the changes are complete email client and list the changes again and confirm that these have all been carried out. Ask if we should now start to Go Live process.
Once the client confirms they are happy with the changes, click “Go live” on the admin system. Email the client with the “Go live requested’’ email.
When design confirms site is live, send the client the ‘Your website is now live’ email. Add the website’s main URL.
Put an order through https://www.happy-sweets.co.uk/ for a pick ‘n’ mix box to be sent to the client. Happy Sweets will enclose an it’seeze Horsham branded card with the order, so please put this, along with the message required, on the comment box of the Happy Sweets order. Sign the WDPF and enter the date that the site went live. Take a copy and attach it to the Pipedrive del for that site. Shred the original WDPF.
On Pipedrive set the deal status to live, and schedule a phone call for one month’s time, with ‘Website Review’ as the title. The website now moves to the Website Live stage.