Every Marketing Dept. Member is responsible to organize their workload.
The purpose of this SOP is to make sure that every Marketing Dept. Member organizes the workload in a certain way that eliminates the possibility of missed and unreplied tasks. The company's success depends on the efficiency of Marketing and Sales Depts., and the ability of every staff member to handle their responsibilities.
Every member of every department in AdvaCare must work with Inbox in ERP as the primary tool to:
Receive tasks that inform a follower of something needed by another department or stakeholder;
Receive tasks addressed to other follower(s), but information that is needed to be known by all followers;
Organize work through tasks and Activity notifications by centralizing all tasks in one place.
Inbox is the hub of all notifications, and it is an imperative responsibility of every staff member to always keep the Inbox open, check Inbox throughout the day for new tasks, and clean the Inbox on a consistent basis throughout each day.
1. First thing every morning, every Marketing Dept. Member has to check Activities. Refer to an SOP for details on what Activities are and how to use them: Chatter SOP.
2. Activities can be checked through the top right clock icon.
● First, ‘Today’ activities are to be checked. Assignee is to perform the relevant actions to complete the activities or send a task to request more time.
● Second, ‘Late’ activities are to be checked. Assignee is to perform the relevant actions to complete the activities.
3. Completed activities must be marked as done.
4. Overdue activities must be attended to, assignee has to either request more time via task, or mark the activity as done if it is completed. Assignee is responsible to:
●Keep activities clean.
Activities must be up-to-date and reflect only the uncompleted tasks.
●Request additional time if deadline cannot be met.
Assignor of an Activity or a manager is authorized to not grant an extension if the deadline is a hard deadline.
●Overdue Activities ALWAYS limited to less than 5.
Company policy states that every Marketing Dept. member cannot exceed 5 overdue Activities without approval from Marketing Dept. Manager.
1. First thing every morning, every Marketing Dept. member has to check Inbox for past tasks that are not yet completed and do a first round of cleaning to remove completed or irrelevant past tasks.
2. When a task is received in the Inbox, it must be read. Every task must be read, regardless of who it is addressed to.
3. All tasks received in the Inbox and not addressed to Marketing Dept. member can be deleted right after they are read.
4. All tasks addressed to Marketing Dept. member must be evaluated (Marketing Dept. member must make sure that the task is clear and understandable). If the task is not clear, ask the sender either via task or chat message for clarification.
5. The tasks that have been replied to have to be deleted from the Inbox.
6. Every day every Marketing Dept. Member has to continuously sort out the Inbox and make sure to have an up-to-date list of relevant tasks at any time of any day.
7. Checking overdue Activities assigned to others:
Task notifications for overdue Activities assigned to other stakeholders must be checked. While it is the responsibility of the assignee to request a deadline extension for any overdue Activity, the assignor must also ensure that the assignee does not ignore an Activity assigned to them. In such a case, the assignor will send a task to the assignee to request a status update for the overdue Activity.