Email Standardization

As the main way of communication in between Sales Dept. and Customers, Emails have to be labeled according to the below described structure. Salesperson is responsible to tag all emails in “Inbox” and “Sent” folders in order to keep a simple view and track the status of Inquiries/RFQs/Orders. It is important to tag emails as soon as an email is being sent out or received.

Salesperson can use multiple tags to organize Email.

RIGID GMAIL LABELS:

A label used for all emails coming from Accounting Dept. Accounting Dept. always CCs the relevant Salesperson.

For example: Countries: GHANA

A label to be used for all emails in between Customer and AdvaCare. The country is to be chosen according to the Customers origin.

A label to be used for all in/out-coming emails in between Customer and AdvaCare.

A label to be used for all inquiries from Customer when a quotation is required.

A label to be used for all email where Salesperson has sent the Quotation and waiting for reply. This label will always be used with AC T1 / AC T1 WAITING label together.

A label to be used for all emails which Salesperson is waiting for the Customer's reply. The label will be used together with other labels that specify what the Salesperson is waiting for. For example: “Quotation Sent” / “Shipping”/ “SC to be signed” / ”Pending Appendix” and etc.

A label to be used for all emails where the communication in between Salesperson and Customer is about shipment arrangements.

A label to be used for all emails where the communication in between Salesperson and Customer is about Quality Complaint received from Customer.

A label to be used for all emails where Salesperson is CCed by Marketing Dept. when working on Promotional Task and Promotional Materials.

A label to be used for all emails where Salesperson (Account Manager) is CCed by BD Dept. when working on Registration

A label to be used for saving templates for Salesperson on how to approach or handle different matters. For example, a template for sending PDCA or how to inform Customer of any news regarding production lines, holidays (in order to push for an order), energy shortage, customer development

A label to be used for emails for Customers which have nothing going on. By this tag it will be easier to engage them in a format of a project handled specifically targeting these Customers.

A label to be used for emails when sending a Feedback Form for the order.

A label to be used in email threads where Customer has a pending payment.

A label to be used in email threads where Customer has a pending Sales Contract which needs to be signed.

A label to be used in email threads where Customer has a pending Appendix which needs to be signed

A label to be used in email threads where the further action is not possible without Salesperson getting a reply from Purchasing Dept. It can be prices from vendors or any details requested to be clarified.

A label to be used for email threads where Salesperson is to provide with PDCA and packaging designs.

A label to be used for email threads where Salesperson has provided Customer with PDCA and waiting for the signed documents to be sent back.

FLEXIBLE GMAIL LABELS:

In order to organize everyday work, Salesperson can add some other labels which are necessary to describe the current status of the conversation under the email thread, what is pending or has to be done.

For example, it can be “Under Production” to reflect the stage.