Quarterly Business Review Meeting | Support Advacarepharma

A Quarterly Business Review (QBR) meeting is a discussion meeting with Salesperson’s Customers on a quarterly basis. The focal point of the Quarterly Business Meeting revolves around the business of the Customers, what can be done to escalate the growth of the business. It aims to understand the desired outcomes and potentials of the business. Making recommendations accordingly based on the understanding of the desired outcomes of the business.

Salesperson will start the process by prioritizing which Customers to schedule the meetings, from most important to least important based on the following:

1. Largest revenue or strategically important Customers.

2. Customers that are not ordering to push them to start a new order.

3. Customers that are ordering but have additional needs or just need to feel that they are important for AdvaCare.

This SOP will list the steps of how to prepare the meeting, execute the meeting, record the meeting and follow up after the meeting.

How to Prepare for a QBR Meeting

1. Prepare the topics to discuss in the meeting, reviewing previous orders over the last quarter, current orders and/or registration, or any recent issues related to the Customer. Check the Profile tab in the Contact module and prepare/ask questions related to the Customer’s profile.

2. Check the "Orders Starting Production” task to see if there are any interesting products to propose to the Customer.

3. Check with Marketing Dept. for the upcoming Newsletters and Campaigns for any relative products or information to inform the Customer.

4. Complete the Quarterly Meeting Itinerary document for the Customer. Find the template here: ‘Z:\Shared drives\AdvaCare Sales Control\Templates\Virtual Meetings\Quarterly Meetings’

5. If the Customer has ongoing registrations, also send task to BD Specialist to add the points of the registration discussion.

6. Create a folder and save the itinerary under the Distributor folder following this path: ‘Z:\Shared drives\AdvaCare Distributors Cloud Server\[Customer Code - Company Name]\CLIENT FEEDBACK\Quarterly meeting\2021 (Q3)’

7. Send task to Sales Manager to check and confirm #1-4.

8. 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.

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.

9. Create a Calendar Meeting for the scheduled time and date of the meeting following the process under the SOP - Calendar with the Meeting title: “Quarterly Business Review Meeting: [Client Code]”. Add Attendees: Sales Dept. Manager, BD Salesperson (if registration needs to be discussed) and set reminders (45 min. before).

10. Set 2 activities to send 2 reminders to the Customer about the meeting:

• 1 week before the meeting date.

• 1 day before the meeting date including the Zoom meeting link.

11. 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 Create the QBR Meeting Zoom Link

1. Open Zoom app in the meeting room’s laptop.

2. Choose ‘Schedule Meeting’.

3. Fill the following fields:

a) Topic: AdvaCare Pharma USA – [Customer Company Name] Zoom Meeting

b) Start: Date and time according to the Customer’s time zone (this will appear in the zoom invitation sent to the Customer)

c) Duration: 1 hour

d) Time Zone: Customer’s country

e) Video: Host: On, Participants: On

f) 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 QBR 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 Profile tab from Contact module, QBR Meeting Itinerary for AdvaCare attendees, bring the AdvaCare QBR 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 QBR 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.

‘Z:\Shared drives\AdvaCare Distributors Cloud Server\[Customer Code - Company Name]\CLIENT FEEDBACK\Quarterly Business Review Meeting\2021 (Q3)’

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 “Quarterly Business Review Meeting Task” following the process of “CREATING THE QBR 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. Salesperson will follow up on the next steps and actions agreed upon in the meeting with the distributor.

Creating the QBR 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], [Customer Contact], and [BD Salesperson] if applicable.

• Date, Time and Duration of the Meeting

• Tags: “Meeting”

• Task: “Quarterly Business Review (QBR)”

3. The meeting summary is to be recorded in writing under task Description, following the format below:

• FEEDBACK & STOCK OF LAST ORDERS

• REGISTRATION

• PROMOTIONAL MATERIALS

• COMPLAINTS

• COURSE OF ACTION

• RESULT OF ACTIONS

• ITINERARY & VIDEO OF MEETING

Example:

Follow Up of the QBR Meeting

Salesperson will follow up on the next steps and actions agreed upon in the meeting with the Customer. To do this, Salesperson will communicate with the related departments to provide a solution or reply regarding the Customer’s requests, concerns or issues.