Distributor Transition Meeting

| 6 minutes

The Distributor Transition Meeting is an important part of the handover process from BD Salesperson to AM Salesperson. The objective for this meeting is to:

  • Provide credibility of the Company to the Customer
  • Build trust between the handling Sales team with the Customer
  • Build rapport between Customer and the newly introduced AM Salesperson
  • Ensure important details of the handed over order are all accurate for a seamless order process

The detailed process of the Customer handover can be found in the SOP - Escalating Customer to Account Manager

How to Prepare for a Distributor Transition Meeting

  1. After self-introduction, AM Salesperson will send an email to the distributor to schedule the Transition meeting with the purpose to introduce the Company and Salespeople to make a smooth transition.
  2. AM Salesperson will complete the Transition Meeting Itinerary and send it to the distributor. The distributor needs to prepare the answers to the questions in the agenda.

    3. Find the template here:

    ‘Z:\Shared drives\AdvaCare Sales Control\Templates\Virtual Meetings\Transition Meetings’

  3. Create a folder and save the itinerary under the Distributor folder following this path:

    4. ‘Z:\Shared drives\AdvaCare Distributors Cloud Server\[Customer Code - Company Name]\CLIENT FEEDBACK\Transition Meeting’

  4. When the Customer has provided a date, Salesperson is to check the Calendar for availability of the Meeting Room. If the Meeting Room is not available, reschedule the date with the Customer.

    5. Note: Make sure to check the time difference of the Customer’s country and what date and time it will be in China to add to the Calendar.

  5. AM Salesperson will create a Calendar Meeting for the scheduled time and date of the meeting following the process under the SOP - Calendar with the Meeting title: “Distributor Transition Meeting: [Client Code]”. Add Attendees: Sales Dept. Manager, BD Salesperson (if registration needs to be discussed) and set reminders.
  6. AM Salesperson will send 2 reminders to the distributor about the meeting:
    • 1 week before meeting date.
    • 1 day before meeting date including the Zoom meeting link.
  7. If the distributor does not appear after 5 minutes of the scheduled time, AM Salesperson will send a WhatsApp message to check if the distributor has any technical problems.

How to Create the Distributor Transition Meeting

  1. Open Zoom app in the meeting room’s laptop.
  2. Choose ‘Schedule Meeting’.
  3. Fill the following fields:
    1. Topic: AdvaCare Pharma USA – [Customer Company Name] Zoom Meeting
    2. Start: Date and time according to the Customer’s time zone (this will appear in the zoom invitation sent to the Customer)
    3. Duration: 1 hour
    4. Time Zone: Customer’s country
    5. Video: Host: On, Participants: On
    6. Calendar: Other Calendars
  4. Choose ‘Advanced Options’
  5. Click ‘Save’ and close the window.
  6. Open Zoom
  7. Go to ‘Scheduled Meetings’. Find the meeting created and click ‘Copy Invitation’
  8. Open Gmail and compose new email. Copy and paste the Zoom meeting information to Salesperson email address.
  9. Salesperson will send the Zoom meeting information to the Customer via email. Follow up with the Customer to confirm email has been received.

How to Execute the Distributor Transition Meeting

On the day of the meeting, AdvaCare attendees will meet in the meeting room 15 minutes before the scheduled time to prepare the computer, camera, samples of new products to introduce to the Customer, etc.

  1. Salesperson will print out the Distributor Transition Meeting Itinerary for AdvaCare attendees, bring the AdvaCare Distributor Transition Meeting Itinerary template and notes to discuss in the meeting.
  2. Salesperson will briefly summarize the agenda with AdvaCare attendees.
  3. At the scheduled time, the agenda will be strictly followed.
  4. Open Zoom app in the meeting room’s laptop.
  5. To test the camera angle and speaker before the meeting, click ‘New Meeting’ just to test, once everything is ready, press ‘End Meeting’.
  6. Go to ‘Scheduled Meeting’ and press ‘Start’. Check the meeting is being recorded. There is an icon flashing on the top left of the screen. DO NOT FORGET TO RECORD!
  7. If the Customer does not appear after 5 minutes of the scheduled time, send a WhatsApp message to check if the Customer has any problems connecting.

How to Record the Distributor Transition Meeting

  1. At the beginning and the end of the meeting, Salesperson will inform the Customer that Salesperson will send an email to summarize the meeting.
  2. Salesperson will take detailed notes to record the topics discussed during the meeting.
  3. Zoom recorded video of the meeting will be saved in the Distributor folder.

    4. ‘Z:\Shared drives\AdvaCare Distributors Cloud Server\[Customer Code - Company Name]\CLIENT FEEDBACK\Transition Meeting’

  4. Important data collected from the Customer will also be recorded in the Profile tab in Odoo.
  5. Meeting summary will be sent to the Customer within 1 day after the meeting.
  6. Meeting summary will be recorded under the “Distributor Transition Meeting Calendar Task” following the process of “CREATING THE DISTRIBUTOR TRANSITION MEETING CALENDAR TASK” below. AM Salesperson will send a task to other meeting attendees excluding the Customer to review the task description and add any comments.
  7. AM Salesperson will follow up on the next steps and actions agreed upon in the meeting with the distributor.
  8. AM Salesperson will copy the Customer Profile template" under the “Profile” tab in the customer contact card and add the information to the relevant points, then send a task to BD Salesperson to check and add information if needed.

    9. See REFERENCE for Customer Profile template".

Creating the Distributor Transition Meeting Calendar Task

  1. AM Salesperson will edit the Calendar Meeting previously created for the meeting.
  2. Ensure that the following fields are filled:
    • Attendees: [Sales Manager], [AM Salesperson], [BD Salesperson], and [Customer Contact]
    • Date, Time and Duration of the Meeting
    • Tags: “Meeting”
    • Task: “Distributor Transition Meeting”
  3. Ensure that the following fields are filled:
  4. COMPANY INFO
  5. STATUS OF ORDER
  6. COURSE OF ACTION
  7. ITINERARY & VIDEO OF MEETING

    8. Example:

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