Home Standard Operating Procedures Marketing Dept. SOPs Managing Promotional Material Getting Started with Promotional Materials Task Handling Promotional Task Milestones

Handling Promotional Task Milestones

Updated 1 yr ago | 9 minutes

Responsible stakeholders: Promo Specialist, Marketing Manager, Account Manager (Salesperson), Design Specialist, Administrative Specialist

1. Milestones are created for every order to:

Describe, control and manage the main steps throughout the process of handling promotional materials
Send notifications to the assigned followers in the inbox with reminders on steps to take
Create reports on met and missed deadlines

2. Milestones can be found in Task → Opportunity Info → Order Milestones.

How to set milestones:

Locate “Order Milestones” under “Opportunity Info” tab in Promo Project

Select “Add Multiple Milestones” and add all PROMO milestones.

Note: At this point, first 2 milestones will already be added by Salesperson who created Promo Project where it can be seen when Promo task was created (Actual Date) and when it is expected that Promo Specialist will contact the Customer (Estimated Date).

How to add Actual Date:

Click on the relevant milestone line and choose the actual date from the calendar
“Closed By” is the stakeholder responsible for adding the actual date

How to set Estimated Date:

Click on the relevant milestone line
Under “Event”, click on the dropdown and choose “create and edit”. It will open a new window:

The fields highlighted in yellow needs to be filled out:

Meeting Subject: PROMO [SOXXXX] [Milestone name]

Attendees: stakeholders who need to receive the calendar notification for this event (can be Promo Specialist, Salesperson, Marketing Manager, Design Specialist, Administrative Specialist, Sales Dept. Manager). The stakeholders for each milestones are noted in Step #3 below.

Starting at: the date in milestone is estimated to be completed

Duration: can be always kept at 00:30 hours

Tags: Event

Reminders: 1 Day(s) [Inbox]

Location: Other

Task: type in SOXXXX and choose the promotional task

3. Milestones must be filled out in a timely manner, as soon as an action related to one of the milestones listed below takes place:

PROMO 1: Promo Task Created

Done by: AM
Actual date:

PROMO 2: Email Sent to Customer

Event

Estimated date: 7 days from the task creation date
Done by: AM
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Promo Specialist

Note: Normally it is 7 days from the date when the Promotional Task has been created as the Promo Specialist needs time to prepare for contacting the customer. These 7 days are a time gap that is used to gather and evaluate the information (distribution channels for this promo, promotional materials previously done, task description, customer contact card, etc.).

PROMO 3: Requirements from Customer Received

Event

Estimated date: 5 days after the email has been sent out to the customer. This is the date when the reply with the requirements from the customer is expected.
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Promo Specialist

If a set estimated date is not met and there are no clear requirements from the Customer, the estimated date has to be rescheduled in order to:

Keep all stakeholders updated on the promotional materials order status.
Keep receiving the notifications in ERP inbox with reminders.

Note 1: After sending the initial email to the customer, Promo Specialist is to send a follow-up email after 2 days. If there is still no reply from the customer, the Promo Specialist is to send a task to the Account Manager to send a WhatsApp message to the customer to reply to the promo email. Keep discussion with the Account Manager to follow up until the customer replies.

Note 2: Marketing Manager needs to keep track of the deadlines set in estimated dates of milestones to make sure the promo order is being handled timely and efficiently as well as provide help and support in receiving and finalizing the customer’s requirements at the earliest.

PROMO 4: Requirements to Design Specialist Sent

Event

Estimated date: 3 days after receiving all requirements from the customer. This is the date when the reply with the requirements from the customer is expected.
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Promo Specialist

Note: The time in between the actual date of receiving customer’s requirements and the estimated date when Promo Specialist is to send the task to Design Specialist has to be estimated considering that the Promo Specialist will dedicate the time on getting necessary for promo preparation information, checking Promo SOPs, templates, references, filling the templates on content for promo design.

PROMO 5: Promo Mockups Completed

Estimated date: 3-5 days depending on the volume of Promotional Materials
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager, Designer

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Actual date: done by Promo Specialist

Note: if any revisions are requested during the process of design approval, the estimated date shall be changed by Promo Specialist in order to set the deadline for Design Specialist to complete the requested revisions.

PROMO 6: Promo Mockups Confirmed by Marketing Manager

Estimated date: 1 day
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Marketing Manager

PROMO 7: Promo Mockups Confirmed by Sales Department and BA Letter received

Estimated date: 2 days
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager, Account Manager, Sales Dept. Manager

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Actual date: done by Account Manager

The Promo Specialist cannot send the promo mockups to the customer if the stamped and signed BA Letter has not been received. When the BA Letter has been received by the Customer, Promo Specialist must save the signed/stamped BA Letter in the same folder link noted in the Description of the task. Promo Specialist will send a task to AM Specialist to inform them that the BA Letter has been received.

PROMO 8: Promo Mockups Sent to Customer

Estimated date: 1 day after Sales Department confirms
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Promo Specialist

PROMO 9: Promo Mockups Confirmed by Customer

Estimated date: 3 days
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager

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Actual date: done by Promo Specialist

Note: the estimated date of this milestone shall be revised if the confirmation has not been received from Customer on time to + 1 day in order to keep receiving notifications in ERP inbox that the confirmation from the customer’s side is still pending

PROMO 10: Promo Materials Sent to Production

Estimated date: 2 days after customer’s confirmation
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager, Administrative Specialist

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Actual date: done by Administrative Specialist

PROMO 11: Promo Materials Production Completed

Estimated date: according to the date of the longest production item
Done by: Administrative Specialist
Attendees: Promo Specialist, Marketing Manager, Administrative Specialist

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Actual date: done by Administrative Specialist

Note: Promo specialist is to set activities for the production dates of items.

PROMO 12: Promo Materials Received

Estimated date: according to the date of the latest date of arrival in the office provided by all vendors
Done by: Administrative Specialist
Attendees: Promo Specialist, Marketing Manager, Administrative Specialist

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Actual date: done by Administrative Specialist

PROMO 13: Promo Materials Pictures Taken

Estimated date: 1 day after promo materials received
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager, Administrative Specialist

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Actual date: done by Promo Specialist

Note: Promo specialist is to check that photos have been taken of ALL items and saved in the folder.

PROMO 14: Promotional Materials List Provided to Logistics Department

Actual date: done by Promo Specialist

PROMO 15: Promo Materials Dispatched

Estimated date: to be discussed with Logistics
Done by: Promo Specialist
Attendees: Promo Specialist, Marketing Manager, Administrative Specialist

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Actual date: done by Promo Specialist

Note: Sometimes due to different reasons, the produced promotional materials cannot be shipped with the order and are stored in AdvaCare’s storage room until the customer’s next order. In this case, the Promo Specialist will put a note next to the items in the promo budget excel sheet. In the customer’s next order as the last order’s excel sheet is checked, the Promo Specialist will see this and send a task to the Account Manager to inform them so it can be included in the CBM of the order.

When the promotional items are shipped out, Promo Specialist needs to fill in the actual date of PROMO 15 milestone.

IMPORTANT:

PROMO 3 - PROMO 10 are the most important and are a must for the Marketing team to fill out in a timely manner.
Promo Specialist has to create all PROMO milestones as soon as the task is received and timely inform all the stakeholders in case of any changes, especially the Account Manager.
The average time for each Promotional Task is 30 days, hence the Promo Specialist is responsible for estimating the correct amount of time in order to timely complete the production of the Promotional Material.
To control timely completion of the promo steps for smaller tasks and keep them on a deadline, activities have to be set for what is expected to be done from the responsible at that moment.
If the promotional materials are only digital and do not require to be sent to production, the milestones are still subject to fill, however, the milestones 10 - 14 are to be skipped, where milestone 15 is the date when the digital promo was provided to the customer at its final version

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