Newsletter Campaigns refer to a set of Main and Side Campaigns scheduled by Marketing Dept. and BD Dept. throughout the year. Newsletters are sent to the Customer database as well as additional Marketing Mailing List. The theme of each campaign is usually one of the following:
• Country
• Product
• Product Range
• Vendor
The process of deciding and carrying out a campaign will be explained in the following SOP.
BRAINSTORMING THE CAMPAIGN THEME
Marketing Dept. will schedule main and side campaigns throughout the year. BD Dept. can help kickstart discussions of a specific theme for future newsletters by sending a very basic task on their ideas of what campaigns can be carried out based on their daily encounters with Leads.
1. Open the Side Campaign: Ideas Project
2. Send a task to Marketing Dept. Manager, VP of Sales, Purchasing Dept. Manager, BD Dept. Manager, and other BD Salespersons with a simple phrase that describes the campaign theme + some background information supporting information of why the theme may be a good campaign.
Note: At this point, if Purchasing Dept. Manager determines that the theme is not suitable for a campaign due to product/Vendor related issues, the idea will not be escalated.
3. In the Bi-weekly BD-Marketing meeting, these ideas will be discussed and a decision will be made to whether to include them in the future campaign. If so, the said campaign will be scheduled.
CAMPAIGN PRE-LAUNCH
Two weeks before a scheduled campaign is to be launched, a few preparations are to be made by Marketing Dept., BD Dept., and Purchasing Dept.
1. BD Dept. Manager will create a Project under the name template:
SOXXXX - RFQ - [Campaign Name] NL
2. Under the task, BD Dept. Manager will be working with Purchasing Dept. on some details of the campaign and inform BD Salespersons about:
• Product list, prices and quotation related details
• Available documents and other registration related details
• Restricted countries details
• Link/Sources to useful materials such as prepare promotional material templates, catalogs, product pictures, etc.
CAMPAIGN LAUNCH
Once campaign has been launched, Marketing Dept. will be receiving and resending inquiries from Customers to assigned BD Salesperson.
1. BD Salesperson must process the Leads as per the standard verification process, while keeping in mind the restrictions related to the campaign.
2. Prior to sending quotations, BD Salesperson must check that registration requirements of the Customer can match the limitations of the campaign. If there are any questions, BD Salesperson can ask the assigned Purchasing Person directly in the Project.
3. When sending a quotation, BD Salesperson can do the following:
• Change Profit percentages/quantities of any products
• Change the “Salesperson” field
• Deselect “Print” of products that do not want to be quoted
• Do NOT delete/add any products, nor change the selected Vendor. If too many changes are needed in the quotations to be made, create a new RFQ under that Customer in the system and check the next step on how to import some of the information quickly.
4. BD Salesperson must always save the exported Quotations under the RFQ folder of the campaign, under the subfolder “Salesperson Name”.