Handling Promotional Sub-Task

| 5 minutes
  1. Promotional task is created by the Account Manager (Salesperson) assigned to a Distributor for a specific order which is currently under production. As mentioned above, normally promotional materials are being delivered together with the order’s shipment and serve the purpose of being highly targeted according to the products and distribution channels.
  2. The Account Manager (Salesperson) will help to identify the needs of every promo task and include this information in the task description. After the promo task is created, it is assigned to the Marketing Manager and notified by a message in ERP chat (SOXXXX – [Customer Code] – Promotional task created, please assign).
  3. Marketing Manager will reassign the Promotional Material Task to the responsible Promo Specialist.

    4. To locate the task, Marketing Manager can find the task in the inbox by the provided name:

    Step 1: Go to “Discuss” Module.

    Step 2: Locate the task in the inbox:

If there is any difficulty finding the promotional task, it always can be accessed through the relevant Customer’s Order:

Step 1: Go to “Project” Module in ERP:

Step 2: Go to “All Tasks”:

Step 3: Input the order number in the following format (SOXXXX) which Account Manager (Salesperson) informed in the message:

This action will show 2 active tasks: Order Task and Promotional Task.

Marketing Manager keeps the task in the “To Do” stage as it is the responsibility of the Promotional Specialist to move the task to next stage “Ongoing” once the Promotional Specialist starts working on this task.

Open Promotional Materials Task to see the detailed information.

The Promotional Task has the following structure of fields to be filled by both Account Manager (AM Dept) and Promotional Specialist (Marketing Dept):

Note: Not all fields in the following template to be filled at this time, rather here the template is explained for context to understand its contents. Later stages of this SOP will indicate when to fill parts of the template that cannot be filled when it is created.
  • Project: [SOXXXX – HE-[Customer Code] – Country] – it is a link to the main Order Project.
  • Assigned to: [Marketing Person Name] – Initially, Account Manager (Salesperson) assigns the Promotional Task to Marketing Manager. Marketing Manager checks the task description in order to make revisions to the Description, change the priority or make any other adjustments to the task. Marketing Manager then reassigns the task to the responsible Promo Specialist.
  • Deadline: [XX/XX/XXX] – the date when all promotional materials have to be prepared and received at the office. This date is set by the Account Manager (Salesperson) and is the same as the production completion date of the order in which promotional materials will be included.
    • Note: the deadline can be updated during the order production as vendors can change the lead time. Account Manager (Salesperson) is responsible for updating the deadline of the promotional task immediately after Purchasing Dept. informs of it. Any changes of deadline which Account Manager knows of and has to stay on top of needs to be forwarded to Promo Specialist immediately after it is known.
  • Tags: Marketing Dept., Task
  • Description: This field is filled by the Account Manager (Salesperson) and Promo Specialist according to the following template:
    1. PRODUCTS: AM

      2. 1.1 New Products: [list of products in the order that have not been previously ordered]

      1.2 Reordered Products: [list of products in the order that have been previously ordered]

      1.3 Classification: [Rx or OTC, if applicable; if AM does not know, Marketing will fill]

    2. DISTRIBUTION CHANNELS: Marketing

      3. 2.1 [Marketing: informed by distributor in promo emails, or if not refer to AM]

    3. TARGET AUDIENCE: Marketing

      4. 3.1 [refer to Distribution Channels SOP; include any additional target audience not in SOP]

    4. FEATURED BRANDING: Marketing

      5. 4.1 [promotion of product(s) / product range / AdvaCare brand]

      4.2 [promotion of AdvaCare+distributor/AdvaCare only]

    5. MAIN MESSAGING: Marketing
      • Increasing brand awareness through visibility
      • Building credibility
      • Educating consumers/patients about disease or medical condition
      • Introduce and explain our products to distributors’ customers or end consumer
      • Stimulate demand and increase sales
      • Thanking distributors’ customers
    6. CUSTOMER INFORMATION: Marketing

      7. 6.1 [required/not required on promo]

    7. ORDER SHIPPING INFORMATION: AM

      8. 7.1 [CBM: [#]

      7.2 [port of loading]

      *needed to determine quantities and volume of promo.

    8. CUSTOMER CONTACT INFORMATION: AM

      9. 8.1 [contact person name]

      8.2 [contact person email]

    9. SPECIAL REQUIREMENTS: AM (optional)

      10. 9.1 [requirement 1]

      9.2 [requirement 2]

      9.3 [requirement 3]

  • Chatter of the task is where all the followers of the promo order communicate. It is mandatory to send tasks for any actions needed to see the progress of the promo order. No private chats or verbal discussions on the main points are allowed.

    • After Marketing Manager checks the above, the promo order shall be assigned to the responsible Promo Specialist.

    To reassign the task:

    1. Click “Edit”
    2. Choose the Promo Specialist’s name in the dropdown of the field “Assigned to”

Marketing Manager needs to send a message in the chatter to the Promo Specialist to inform that the new Promotional Task has been assigned. Once the Promo Specialist gets assigned, the responsibility of managing the task on a timely and efficient matter falls on the Promo Specialist.

Did this article help you?
 0
 0