Sales Workflow

Welcome to the Sales Workflow SOP Template Library for Roof Maintenance (Commercial) roofing projects. Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for Roof Maintenance (Commercial) projects. Our templates cover every step from lead generation to contract signing, ensuring a seamless and effective sales cycle. Download our templates today to enhance your sales process and increase your project acquisition success.

Make initial contact with potential client (phone call or email)

Step 1: Research the Potential Client’s Background and Needs

• Research the potential client’s background and needs, reviewing available information such as their company profile, previous projects, or inquiry details
• Identify key decision-makers and stakeholders to target for the initial contact

Step 2: Draft a Professional and Personalized Introduction

• Draft a professional and personalized introduction that highlights your company’s expertise, relevant experience, and value proposition
• Include key details such as your contact information, the reason for reaching out, and a brief mention of how you can help with their project

Step 3: Choose the Most Appropriate Contact Method (Phone or Email)

• Choose the most appropriate contact method based on the client’s preferences and the nature of the inquiry
• Consider using email for detailed information or phone calls for a more direct and immediate approach

Step 4: Initiate the Contact with a Clear and Confident Message

• Initiate the contact with a clear and confident message, introducing yourself and explaining the purpose of your call or email
• Mention any mutual connections, previous interactions, or specific details relevant to the client’s project

Step 5: Provide Key Information and Request a Follow-Up Meeting

• Provide key information about your services, capabilities, and how you can address the client’s needs
• Request a follow-up meeting or call to discuss their project in more detail

Step 6: Confirm Receipt of Contact and Next Steps

• Confirm receipt of the contact with the client, either by acknowledging their response or following up if no response is received
• Reiterate your availability and interest in discussing their project further

Step 7: Document Client Contact in CRM and Assign Follow-Up Tasks

• Document the initial contact in the CRM, noting the client’s response, key points discussed, and any agreed next steps
• Assign follow-up tasks to the appropriate team members to keep the conversation moving forward

Schedule discovery meeting

Step 1: Review Client’s Inquiry and Project Needs

• Review the client’s initial inquiry and project needs to gather key information that will guide the discovery meeting
• Confirm the scope of the discussion, such as the project’s size, type, and specific requirements

Step 2: Identify Key Team Members to Attend the Meeting

• Identify key team members who need to attend the discovery meeting, such as the project manager, estimator, or sales representative
• Confirm their availability and expertise relevant to the client’s needs

Step 3: Propose Multiple Meeting Dates and Times to the Client

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Communicate these options clearly and promptly to the client

Step 4: Confirm Meeting Details and Agenda with the Client

• Once the client selects a preferred date and time, confirm the meeting details with all participants
• Send a calendar invitation that includes the meeting date, time, location (or virtual link), and a brief agenda

Step 5: Prepare an Agenda for the Discovery Meeting

• Prepare an agenda for the discovery meeting that outlines key topics to be discussed, such as project scope, client expectations, budget, and timeline
• Share the agenda with the client in advance to set expectations

Step 6: Send a Meeting Reminder to the Client and Team Members

• Send a meeting reminder to the client and internal team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 7: Document Meeting Schedule and Agenda in CRM

• Document the meeting schedule and agenda in the CRM, linking it to the client’s project file for easy reference during the meeting and follow-up

Conduct client discovery meeting

Step 1: Begin the Meeting with Introductions and Meeting Objectives

• Start the meeting by introducing all participants and outlining the objectives of the discovery meeting
• Confirm that the client understands the purpose of the meeting and the key points to be covered

Step 2: Discuss the Client’s Project Goals and Requirements

• Discuss the client’s project goals and requirements in detail, focusing on key elements such as the desired outcomes, budget constraints, and timeline expectations
• Take detailed notes to capture the client’s needs and preferences

Step 3: Review Relevant Company Capabilities and Experience

• Review your company’s relevant capabilities, experience, and past projects that align with the client’s goals
• Provide examples or case studies to demonstrate your expertise in similar projects

Step 4: Identify Key Challenges and Potential Risks

• Identify key challenges and potential risks related to the client’s project, such as site conditions, material availability, or regulatory requirements
• Discuss strategies for mitigating these risks and achieving project success

Step 5: Clarify Client Expectations and Desired Communication Protocols

• Clarify the client’s expectations regarding communication, reporting, and updates throughout the project
• Confirm their preferred methods and frequency of communication

Step 6: Summarize Key Points and Next Steps

• Summarize the key points discussed during the meeting and outline the next steps, such as providing a proposal or scheduling a site visit
• Confirm that the client is satisfied with the information presented

Step 7: Document Meeting Notes and Client Feedback in CRM

• Document the meeting notes and client feedback in the CRM, linking them to the client’s project file for reference during the proposal and planning phases

Qualify client based on project scope, budget, and timeline

Step 1: Review Client’s Project Scope and Requirements

• Review the client’s project scope and requirements gathered during the discovery meeting, focusing on key elements such as size, complexity, and specific needs
• Confirm that the project aligns with your company’s capabilities and expertise

Step 2: Evaluate the Client’s Budget and Funding Availability

• Evaluate the client’s budget and funding availability to determine whether their financial expectations align with the project’s scope and quality requirements
• Identify any potential discrepancies or limitations that may impact the project’s feasibility

Step 3: Assess the Project Timeline and Client’s Scheduling Expectations

• Assess the project timeline and the client’s scheduling expectations, taking into account factors such as lead times, resource availability, and external dependencies
• Confirm whether the proposed timeline is achievable based on your company’s capacity

Step 4: Determine Alignment with Your Company’s Services and Resources

• Determine whether the client’s project aligns with your company’s services, resources, and business goals
• Consider factors such as location, project size, and technical requirements

Step 5: Identify Potential Risks and Client-Specific Challenges

• Identify potential risks and client-specific challenges that may impact the project’s success, such as regulatory issues, design changes, or material shortages
• Evaluate the client’s willingness to address or mitigate these risks

Step 6: Qualify the Client Based on Established Criteria

• Qualify the client based on established criteria, such as project scope, budget alignment, scheduling feasibility, and risk factors
• Determine whether the client is a good fit for moving forward with a formal proposal

Step 7: Document Client Qualification Results in CRM

• Document the client qualification results in the CRM, including key findings, risks, and the decision to move forward or not
• Save the information for reference during future planning and proposal phases

Record client information and project details in CRM

Step 1: Gather All Relevant Client and Project Information

• Gather all relevant client and project information from initial communications, discovery meetings, and qualification assessments
• Confirm that key details such as the client’s contact information, project scope, and budget are accurate and complete

Step 2: Enter Client Contact Information in CRM

• Enter the client’s contact information in the CRM, including their name, company, phone number, email address, and preferred method of communication
• Verify that all information is correctly formatted and up-to-date

Step 3: Record Project Scope and Key Requirements in CRM

• Record the project scope and key requirements in the CRM, noting specific details such as size, complexity, materials, and deliverables
• Include any special instructions or client preferences to guide future planning and communications

Step 4: Upload Relevant Documents and Meeting Notes to CRM

• Upload relevant documents and meeting notes to the CRM, such as discovery meeting summaries, qualification assessments, and initial inquiries
• Organize the documents in a structured format for easy reference

Step 5: Assign Project Roles and Responsibilities in CRM

• Assign project roles and responsibilities to key team members in the CRM, based on the project’s scope and requirements
• Confirm that all assigned personnel have access to the necessary information and understand their responsibilities

Step 6: Set Up Follow-Up Tasks and Reminders for Client Communications

• Set up follow-up tasks and reminders in the CRM for key client communications, such as sending a proposal, scheduling site visits, or conducting additional meetings
• Ensure that tasks are assigned to the appropriate team members

Step 7: Document Client Information and Project Status for Future Reference

• Document the client information and project status in the CRM, linking it to the client’s file for easy reference during future communications and planning phases

Schedule roof inspection with the client

Step 1: Review Project Details and Inspection Objectives

• Review the project details and inspection objectives to confirm the purpose and scope of the roof inspection
• Identify specific areas or concerns that need to be addressed during the inspection

Step 2: Propose Multiple Inspection Dates and Times to the Client

• Propose multiple inspection dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Attendance of Key Team Members

• Confirm the attendance of key team members who need to be present during the inspection, such as the project manager, roofing inspector, or safety officer
• Ensure that all participants are aware of their roles and responsibilities

Step 4: Send a Calendar Invitation and Inspection Agenda to the Client

• Send a calendar invitation and inspection agenda to the client, including details such as the inspection date, time, location, and key points to be reviewed
• Confirm that the client has received the invitation and is prepared for the inspection

Step 5: Prepare Necessary Tools and Documentation for the Inspection

• Prepare the necessary tools and documentation for the roof inspection, such as inspection checklists, measurement tools, and safety gear
• Verify that all equipment is in good working condition and ready for use

Step 6: Send a Meeting Reminder to the Client and Team Members

• Send a meeting reminder to the client and team members one day before the scheduled inspection
• Include any relevant documents or instructions for the inspection

Step 7: Document the Inspection Schedule and Agenda in CRM

• Document the inspection schedule and agenda in the CRM, linking them to the client’s project file for easy reference during the inspection and follow-up communications

Conduct roof inspection to assess maintenance needs

Step 1: Review Client’s Concerns and Project Details

• Review the client’s concerns and project details before the inspection, noting any specific areas they want to be assessed for maintenance
• Confirm the inspection objectives with the client to align expectations

Step 2: Perform a Visual Inspection of the Roof’s Exterior

• Perform a visual inspection of the roof’s exterior, focusing on areas prone to wear, damage, or leaks, such as roof edges, valleys, and penetrations
• Look for visible signs of damage, aging, or material deterioration

Step 3: Inspect Key Roofing Components for Damage or Wear

• Inspect key roofing components such as shingles, flashing, gutters, and underlayment to identify any damaged or worn sections
• Confirm that all components are properly installed and functioning effectively

Step 4: Check for Signs of Water Damage and Potential Leaks

• Check for signs of water damage and potential leaks, using tools such as moisture meters or thermal imaging if necessary
• Focus on vulnerable areas such as roof valleys, joints, and around penetrations

Step 5: Document Any Identified Issues and Areas of Concern

• Document any identified issues and areas of concern, noting specific locations and the extent of the damage or wear
• Prepare a list of recommended maintenance actions based on your findings

Step 6: Communicate Findings to the Client and Provide Recommendations

• Communicate your findings to the client, highlighting key issues and recommended actions for maintenance
• Confirm that the client understands the identified problems and their implications

Step 7: Document the Inspection Results in Project Records

• Document the inspection results in the project records, including photos, notes, and a list of recommended maintenance actions

Take detailed notes and photos of the roof

Step 1: Prepare a Checklist of Key Areas to Document

• Prepare a checklist of key areas to document during the roof inspection, including sections such as valleys, ridges, flashing, penetrations, and gutters
• Use this checklist as a guide to ensure comprehensive coverage during the inspection

Step 2: Take Clear and Detailed Photos of Identified Issues

• Take clear and detailed photos of any identified issues or areas of concern, using a high-resolution camera to capture key details
• Include close-up photos for small defects and wide-angle shots for larger areas of damage

Step 3: Use Consistent Naming and Numbering for Photos

• Use consistent naming and numbering conventions for your photos to facilitate easy reference and organization
• Label each photo with the date, inspection section, and specific issue being documented

Step 4: Record Detailed Notes on the Condition of Each Section

• Record detailed notes on the condition of each section of the roof, noting key observations such as material wear, signs of water intrusion, or structural issues
• Include specific details, such as measurements or locations, to guide future maintenance

Step 5: Highlight Critical Areas That Require Immediate Attention

• Highlight critical areas that require immediate attention, such as active leaks, significant damage, or compromised structural elements
• Use your notes and photos to prioritize these areas for prompt action

Step 6: Organize Photos and Notes into a Report Format

• Organize your photos and notes into a report format that includes clear headings, sections, and descriptions for each key area
• Include photo annotations or captions to help the client and project team understand the findings

Step 7: Save the Report in Project Records and CRM

• Save the completed report, including photos and notes, in the project records and CRM for future reference and planning

Discuss client needs, preferences, and expectations during inspection

Step 1: Begin the Discussion by Reviewing the Inspection Objectives

• Begin the discussion with the client by reviewing the inspection objectives and key areas being assessed
• Confirm the client’s understanding of the purpose of the inspection and the specific issues being addressed

Step 2: Ask the Client About Their Priorities and Preferences

• Ask the client about their priorities and preferences for roof maintenance or improvements, such as material types, aesthetic considerations, and budget constraints
• Take detailed notes to capture their input and expectations

Step 3: Provide Professional Recommendations Based on Inspection Findings

• Provide professional recommendations based on the inspection findings, explaining why specific maintenance actions or improvements are necessary
• Use visual aids, such as photos or diagrams, to help the client understand key issues

Step 4: Clarify Any Special Requirements or Constraints from the Client

• Clarify any special requirements or constraints the client may have, such as timeline considerations, access restrictions, or environmental concerns
• Confirm your understanding of these constraints and incorporate them into your planning

Step 5: Discuss Material and Design Options with the Client

• Discuss material and design options with the client, highlighting choices that align with their preferences and the project’s technical requirements
• Provide samples or visual references to help the client make informed decisions

Step 6: Summarize Key Points and Confirm Client’s Preferences

• Summarize the key points discussed during the inspection, including the client’s preferences and your recommended actions
• Confirm that the client is satisfied with the proposed approach and next steps

Step 7: Document the Discussion in Project Records and CRM

• Document the discussion and client preferences in the project records and CRM, linking them to the project file for reference during planning and proposal phases

Answer any initial questions from the client

Step 1: Invite the Client to Ask Any Initial Questions

• Invite the client to ask any initial questions they may have about the inspection findings, recommended actions, or maintenance approach
• Create an open and supportive environment for the client to voice their concerns

Step 2: Listen Actively and Take Detailed Notes on Client Questions

• Listen actively to the client’s questions, taking detailed notes on each point raised
• Confirm your understanding of each question before providing a response

Step 3: Provide Clear and Concise Answers to Each Question

• Provide clear and concise answers to each of the client’s questions, focusing on providing accurate information without overwhelming them
• If necessary, offer supporting materials or examples to clarify your response

Step 4: Explain Any Technical or Complex Issues in Simple Terms

• Explain any technical or complex issues in simple terms, avoiding jargon or overly technical language
• Use visual aids or analogies to help the client better understand key concepts

Step 5: Address Client Concerns About Maintenance Scope, Costs, or Timelines

• Address any concerns the client may have about the maintenance scope, costs, or timelines, and provide reassurance about the planned approach
• Offer alternative solutions if needed to align with the client’s expectations

Step 6: Confirm Client’s Satisfaction with Your Responses

• Confirm that the client is satisfied with your responses and that their key questions or concerns have been addressed
• Reiterate your commitment to maintaining open communication throughout the project

Step 7: Document Client Questions and Your Responses in Project Records

• Document the client’s questions and your responses in the project records and CRM, linking them to the client’s file for future reference and follow-up

Prepare preliminary maintenance proposal based on initial consultation

Step 1: Review Inspection Findings and Client Feedback

• Review the inspection findings and client feedback gathered during the initial consultation to identify key requirements for the preliminary maintenance proposal
• Confirm that all client preferences and priorities are clearly understood

Step 2: Define the Scope of Maintenance Work and Key Deliverables

• Define the scope of maintenance work based on the client’s needs and inspection findings, outlining key deliverables such as repairs, upgrades, and preventative measures
• Include specific details such as material choices, repair methods, and any special features

Step 3: Estimate Maintenance Costs and Develop a Budget Outline

• Estimate maintenance costs based on the defined scope of work, including materials, labor, equipment, and contingencies
• Develop a budget outline that aligns with the client’s financial expectations and funding availability

Step 4: Prepare a Preliminary Maintenance Timeline

• Prepare a preliminary maintenance timeline that outlines key milestones and estimated completion dates for each phase of the work
• Consider factors such as material lead times, crew availability, and external dependencies

Step 5: Draft a Preliminary Proposal Document

• Draft a preliminary proposal document that includes an overview of the maintenance scope, budget outline, timeline, and key terms
• Use clear and professional formatting to make the proposal easy to read and understand

Step 6: Review the Preliminary Proposal with Internal Team Members

• Review the preliminary proposal with key internal team members, such as the project manager, estimator, and quality control personnel
• Confirm that all estimates, timelines, and deliverables are accurate and feasible

Step 7: Save the Preliminary Proposal in Project Records for Client Review

• Save the preliminary proposal in the project records and CRM, linking it to the client’s file for easy reference during the next client meeting or presentation

Develop rough estimate of maintenance costs and timeline

Step 1: Break Down Maintenance Scope into Specific Tasks and Phases

• Break down the maintenance scope into specific tasks and phases, identifying key activities, materials, and labor requirements
• Confirm that each task is clearly defined and aligned with the client’s expectations

Step 2: Estimate Material Costs Based on Current Market Rates

• Estimate material costs based on current market rates and supplier quotes, considering factors such as bulk discounts, seasonal pricing, and supply chain constraints
• Include allowances for potential waste or unforeseen material needs

Step 3: Calculate Labor Costs Based on Estimated Time Requirements

• Calculate labor costs based on estimated time requirements for each task, considering factors such as crew size, skill level, and hourly rates
• Verify that labor estimates align with project timelines and client preferences

Step 4: Include Costs for Equipment, Permits, and Additional Services

• Include costs for equipment rentals, permits, subcontractor services, and any additional expenses related to the maintenance scope
• Confirm that all necessary costs are accounted for and aligned with the client’s budget

Step 5: Develop Contingency Allowances for Potential Risks

• Develop contingency allowances for potential risks, such as weather delays, material shortages, or unforeseen issues during maintenance
• Ensure that the allowances are reasonable and reflect the project’s complexity and uncertainties

Step 6: Prepare a Detailed Budget Breakdown and Cost Summary

• Prepare a detailed budget breakdown and cost summary that outlines key expenses, such as materials, labor, equipment, and contingencies
• Use clear tables or charts to present financial information in an easy-to-understand format

Step 7: Save the Rough Estimate in Project Records for Client Review

• Save the rough estimate in the project records and CRM, linking it to the client’s file for reference during the proposal presentation or review

Review preliminary proposal with internal team for accuracy

Step 1: Distribute the Preliminary Proposal to Key Team Members

• Distribute the preliminary proposal to key team members, such as the project manager, estimator, and quality control personnel
• Confirm that all participants have received and reviewed the proposal document

Step 2: Schedule an Internal Review Meeting with Team Members

• Schedule an internal review meeting with team members to discuss the preliminary proposal and verify its accuracy
• Confirm the meeting date, time, and agenda with all participants

Step 3: Review the Maintenance Scope, Budget, and Timeline

• Review the maintenance scope, budget, and timeline in detail during the internal meeting, ensuring that all key elements align with the client’s requirements and expectations
• Identify any potential issues or discrepancies that need to be addressed

Step 4: Verify Accuracy of Cost Estimates and Material Quantities

• Verify the accuracy of cost estimates and material quantities, comparing them with supplier quotes and historical project data
• Confirm that all calculations and pricing align with current market conditions

Step 5: Check for Consistency with Client Feedback and Project Goals

• Check for consistency between the preliminary proposal and the client’s feedback, project goals, and preferences
• Confirm that all client-specific requirements and priorities have been accurately incorporated

Step 6: Identify Any Risks or Areas Needing Clarification

• Identify any risks, assumptions, or areas needing clarification within the proposal, such as timeline constraints, regulatory considerations, or design challenges
• Assign responsibilities for resolving these issues promptly

Step 7: Document the Internal Review Findings and Adjustments

• Document the findings of the internal review and any adjustments made to the proposal in the project records and CRM, linking them to the client’s file for future reference

Schedule meeting with client to present preliminary proposal

Step 1: Review Availability of Key Team Members

• Review the availability of key team members, such as the project manager and estimator, who need to participate in the meeting
• Confirm that all necessary personnel are available for the proposed meeting dates

Step 2: Propose Multiple Meeting Dates and Times to the Client

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm Meeting Details with Client and Team Members

• Once the client selects a preferred date and time, confirm the meeting details with all participants, including the project team and any necessary stakeholders
• Send a calendar invitation that includes the meeting date, time, location (or virtual link), and a brief agenda

Step 4: Prepare Presentation Materials for the Meeting

• Prepare presentation materials for the meeting, such as the preliminary proposal document, project overview, budget breakdown, and key visuals
• Ensure that all materials are organized, clear, and ready for presentation

Step 5: Send a Meeting Reminder to the Client and Project Team

• Send a meeting reminder to the client and project team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 6: Confirm Technical or Venue Arrangements for the Meeting

• Confirm that all technical or venue arrangements are in place, such as virtual meeting links, conference rooms, or presentation equipment
• Test the setup to avoid technical issues during the meeting

Step 7: Document Meeting Schedule and Agenda in CRM

• Document the meeting schedule and agenda in the CRM, linking it to the client’s project file for easy reference during and after the meeting

Present preliminary project proposal to client

Step 1: Begin the Presentation with Introductions and Meeting Objectives

• Begin the presentation by introducing all participants and outlining the objectives of the meeting
• Confirm that the client understands the purpose of the presentation and the key points to be covered

Step 2: Provide an Overview of the Project Scope and Goals

• Provide an overview of the project scope and goals, focusing on the client’s requirements and the key deliverables
• Highlight how the proposed approach aligns with the client’s vision and objectives

Step 3: Present the Budget and Cost Breakdown

• Present the budget and cost breakdown, explaining key cost drivers such as materials, labor, and additional services
• Use clear visuals or charts to help the client understand the financial aspects of the project

Step 4: Review the Preliminary Project Timeline and Milestones

• Review the preliminary project timeline and milestones, outlining key phases such as material procurement, installation, and final inspections
• Emphasize critical paths and potential risks to ensure realistic expectations

Step 5: Discuss Design and Material Options with Visual Aids

• Discuss design and material options with visual aids, such as samples, photos, or renderings, to help the client visualize the final outcome
• Address any questions or preferences the client may have regarding aesthetics or functionality

Step 6: Invite Client Feedback and Questions During the Presentation

• Invite the client to provide feedback and ask questions during the presentation, creating an open dialogue to address any concerns or uncertainties
• Take notes on key points raised for future follow-up

Step 7: Summarize Key Points and Confirm Next Steps

• Summarize the key points discussed during the presentation and confirm the next steps, such as refining the proposal or scheduling a follow-up meeting
• Reiterate your commitment to maintaining open communication throughout the project

Discuss project scope, budget, and timeline in detail

Step 1: Begin the Discussion with a Summary of the Proposal

• Begin the discussion by summarizing the key elements of the proposal, including the project scope, budget, and timeline
• Confirm that the client understands the purpose of the discussion and the key topics to be covered

Step 2: Review the Project Scope and Deliverables in Detail

• Review the project scope and deliverables in detail, focusing on specific tasks, milestones, and client expectations
• Clarify any questions or ambiguities the client may have regarding the scope of work

Step 3: Discuss Budget Breakdown and Cost Drivers

• Discuss the budget breakdown and cost drivers, explaining how the costs were estimated and what factors contributed to the final budget
• Highlight areas where adjustments can be made to align with the client’s financial expectations

Step 4: Outline the Preliminary Project Timeline and Key Milestones

• Outline the preliminary project timeline and key milestones, explaining the planned sequence of tasks and estimated completion dates
• Discuss potential risks or constraints that may impact the timeline and how they will be managed

Step 5: Address Client Concerns About Scope, Budget, or Timeline

• Address any client concerns about the project scope, budget, or timeline, providing clear explanations and solutions to mitigate their worries
• Offer alternative approaches or adjustments if needed to align with the client’s goals

Step 6: Confirm the Client’s Agreement on Scope, Budget, and Timeline

• Confirm the client’s agreement on the proposed scope, budget, and timeline, ensuring that they are comfortable with the planned approach
• Take detailed notes on any agreed changes or additional requests from the client

Step 7: Document the Discussion and Agreed Changes in Project Records

• Document the discussion and any agreed changes in the project records and CRM, linking them to the client’s file for reference during the next planning phase

Gather feedback from client and address any concerns or questions

Step 1: Schedule a Follow-Up Meeting or Call with the Client

• Schedule a follow-up meeting or call with the client to gather their feedback on the preliminary proposal
• Confirm the date, time, and preferred format (in-person or virtual) with the client

Step 2: Begin the Discussion with a Recap of the Proposal

• Begin the discussion by providing a brief recap of the proposal’s key elements, including the project scope, budget, and timeline
• Invite the client to share their initial thoughts, questions, or concerns

Step 3: Actively Listen and Take Detailed Notes on Client Feedback

• Actively listen to the client’s feedback, taking detailed notes on each point raised
• Confirm your understanding of their concerns before offering a response

Step 4: Provide Clarifications and Additional Information as Needed

• Provide clarifications and additional information as needed to address the client’s questions or uncertainties
• Use visual aids or examples to help explain key concepts or decisions in the proposal

Step 5: Identify Areas of the Proposal That Need Adjustment

• Identify specific areas of the proposal that need adjustment based on the client’s feedback, such as changes to the budget, timeline, or material selections
• Discuss potential solutions or alternative approaches with the client

Step 6: Reassure the Client About Next Steps and Proposed Changes

• Reassure the client that their feedback is valued and that necessary adjustments will be made to the proposal promptly
• Confirm that the client is satisfied with the proposed course of action

Step 7: Document Client Feedback and Agreed Changes in Project Records

• Document the client’s feedback and any agreed changes in the project records and CRM, linking them to the client’s file for reference during the proposal refinement phase

Make adjustments to the proposal as needed based on client feedback

Step 1: Review Client Feedback and Proposed Changes

• Review the client’s feedback and proposed changes gathered during the follow-up meeting or call
• Confirm that all key points and requests are accurately documented and understood by the project team

Step 2: Reassess Project Scope and Deliverables Based on Feedback

• Reassess the project scope and deliverables based on the client’s feedback, identifying areas that need to be adjusted or expanded
• Confirm that any changes align with the client’s revised goals and expectations

Step 3: Adjust Budget and Cost Estimates to Reflect Changes

• Adjust the budget and cost estimates to reflect changes in the project scope, materials, or timeline
• Recalculate costs based on updated material quantities, labor requirements, and other expenses

Step 4: Update the Project Timeline to Reflect New Milestones

• Update the project timeline to reflect any new milestones, tasks, or adjusted completion dates resulting from the client’s feedback
• Verify that the revised timeline is realistic and aligns with client expectations

Step 5: Revise the Proposal Document with Updated Information

• Revise the proposal document with updated information, including changes to the project scope, budget, and timeline
• Ensure that the document is clear, professional, and easy for the client to review

Step 6: Review Adjusted Proposal with Internal Team for Accuracy

• Review the adjusted proposal with key internal team members, such as the project manager, estimator, and quality control personnel
• Confirm that all changes are accurately reflected and feasible within the project’s constraints

Step 7: Save the Revised Proposal in Project Records for Client Review

• Save the revised proposal in the project records and CRM, linking it to the client’s file for reference during the next client presentation or review

Refine project proposal based on client feedback

Step 1: Gather Updated Information from Team Members

• Gather updated information from key team members, such as the project manager, estimator, and subcontractors, based on the client’s feedback
• Confirm that all necessary data and estimates are current and accurate

Step 2: Refine Project Scope and Key Deliverables

• Refine the project scope and key deliverables to reflect the client’s updated requirements and preferences
• Clearly define all changes, including additional tasks, design adjustments, or new materials

Step 3: Review and Optimize Material and Design Choices

• Review and optimize material and design choices based on client feedback, considering factors such as cost, durability, aesthetics, and sustainability
• Confirm that all selections align with the client’s expectations and project goals

Step 4: Adjust Cost Estimates to Reflect Optimized Selections

• Adjust cost estimates to reflect optimized material and design choices, updating key budget items such as labor, materials, and additional services
• Verify that the new budget aligns with the client’s revised financial expectations

Step 5: Refine the Project Timeline and Milestones

• Refine the project timeline and milestones based on updated scope and client feedback, considering new dependencies or scheduling constraints
• Ensure that all critical paths and potential risks are clearly defined

Step 6: Prepare the Final Version of the Refined Proposal Document

• Prepare the final version of the refined proposal document, incorporating all changes and updates
• Use clear formatting and professional language to present key information effectively

Step 7: Save the Refined Proposal in Project Records for Client Presentation

• Save the refined proposal in the project records and CRM, linking it to the client’s file for reference during the next client presentation or review

Develop detailed maintenance estimate, including labor, materials, and other costs

Step 1: Break Down the Maintenance Scope into Specific Tasks and Phases

Step 2: Estimate Material Costs Based on Current Market Rates

Step 3: Calculate Labor Costs Based on Estimated Time Requirements

Step 4: Include Costs for Equipment, Permits, and Additional Services

Step 5: Develop Contingency Allowances for Potential Risks

Step 6: Prepare a Detailed Budget Breakdown and Cost Summary

Step 7: Save the Detailed Estimate in Project Records for Client Review

• Save the detailed estimate in the project records and CRM, linking it to the client’s file for easy reference during future communications and proposal presentations

Create a comprehensive maintenance schedule

Step 1: Identify Key Maintenance Phases and Milestones

• Identify key maintenance phases and milestones, such as site preparation, material procurement, repairs, inspections, and final sign-offs
• Confirm that each phase is clearly defined and aligned with the project scope and client expectations

Step 2: Break Down Each Phase into Specific Tasks and Dependencies

• Break down each maintenance phase into specific tasks and dependencies, identifying the order in which activities must be completed
• Assign responsibilities to key team members or subcontractors for each task

Step 3: Estimate Task Durations Based on Past Project Data

• Estimate the duration for each task based on past project data, industry standards, and the specific requirements of this project
• Consider factors such as resource availability, weather conditions, and task dependencies

Step 4: Establish Critical Paths and Buffer Times for Key Activities

• Establish critical paths and buffer times for key activities, focusing on tasks that have a significant impact on the overall project timeline
• Include contingency plans for potential risks or delays

Step 5: Create a Visual Project Timeline Using Project Management Software

• Create a visual project timeline using project management software, such as Gantt charts or task boards, to map out the sequence of tasks, milestones, and critical paths
• Ensure that the timeline is easy to understand and navigate

Step 6: Review the Timeline with the Project Team for Feasibility

• Review the comprehensive project timeline with the project team to confirm its feasibility and accuracy
• Adjust task durations or dependencies based on team feedback to ensure a realistic schedule

Step 7: Save the Comprehensive Schedule in Project Records and CRM

• Save the comprehensive schedule in the project records and CRM, linking it to the client’s file for easy reference and updates during the project

Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions

Step 1: Review All Finalized Proposal Components

• Review all finalized proposal components, including the scope of work, detailed estimates, project timeline, and terms and conditions
• Confirm that each document is accurate, up-to-date, and aligned with client feedback

Step 2: Organize Proposal Documents into a Comprehensive Package

• Organize the proposal documents into a comprehensive package, including a cover page, table of contents, and clear headings for each section
• Ensure that the package is well-structured and easy for the client to navigate

Step 3: Include a Detailed Breakdown of Project Scope and Deliverables

• Include a detailed breakdown of the project scope and deliverables, specifying the tasks, milestones, and materials to be used
• Clearly outline any special requirements or client-specific requests

Step 4: Prepare a Budget Summary with Key Cost Drivers

• Prepare a budget summary that highlights key cost drivers, such as materials, labor, equipment, and contingencies
• Use charts or tables to present financial information in an easy-to-understand format

Step 5: Document the Project Timeline with Milestones and Deadlines

• Document the project timeline with clear milestones, deadlines, and key dependencies
• Highlight critical paths and any buffer times included for risk management

Step 6: Include Terms and Conditions for Contractual Agreements

• Include the terms and conditions for the contractual agreement, covering payment schedules, contingencies, warranties, and other legal provisions
• Confirm that all terms are compliant with company policies and industry standards

Step 7: Save the Proposal Package in Project Records for Client Review

• Save the compiled proposal package in the project records and CRM, linking it to the client’s file for reference during the follow-up meeting and final presentation

Schedule follow-up meeting with client to present detailed proposal

Step 1: Review Availability of Key Team Members

• Review the availability of key team members, such as the project manager and estimator, who need to participate in the follow-up meeting
• Confirm that all necessary personnel are available for the proposed meeting dates

Step 2: Propose Multiple Meeting Dates and Times to the Client

Step 3: Confirm Meeting Details with Client and Team Members

Step 4: Prepare Presentation Materials for the Follow-Up Meeting

• Prepare presentation materials for the follow-up meeting, such as the refined proposal document, updated budget breakdown, and key visuals
• Ensure that all materials are organized and ready for presentation

Step 5: Send a Meeting Reminder to the Client and Project Team

• Send a meeting reminder to the client and project team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 6: Confirm Technical or Venue Arrangements for the Meeting

Step 7: Document Meeting Schedule and Agenda in CRM

• Document the meeting schedule and agenda in the CRM, linking it to the client’s project file for easy reference during and after the meeting

Present detailed project proposal to client

Step 1: Begin the Presentation with Introductions and Meeting Objectives

Step 2: Provide an Overview of the Refined Project Scope and Goals

• Provide an overview of the refined project scope and goals, focusing on the client’s updated requirements and key deliverables
• Highlight how the proposed approach aligns with the client’s vision and expectations

Step 3: Present the Updated Budget and Cost Breakdown

• Present the updated budget and cost breakdown, explaining key cost drivers such as materials, labor, and additional services
• Use clear visuals or charts to help the client understand the financial aspects of the project

Step 4: Review the Comprehensive Project Timeline and Milestones

• Review the comprehensive project timeline and milestones, outlining key phases such as material procurement, installation, and final inspections
• Emphasize critical paths and potential risks to ensure realistic expectations

Step 5: Discuss Terms and Conditions with the Client

• Discuss the terms and conditions of the project, covering payment schedules, contingencies, warranties, and any legal provisions
• Ensure that the client fully understands their contractual obligations and protections

Step 6: Invite Client Feedback and Questions During the Presentation

Step 7: Summarize Key Points and Confirm Next Steps

• Summarize the key points discussed during the presentation and confirm the next steps, such as negotiating contract terms or finalizing the agreement
• Reiterate your commitment to maintaining open communication throughout the project

Negotiate contract terms, including scope of work, payment schedule, and any contingencies

Step 1: Review Key Contractual Terms with Client

• Review key contractual terms with the client, including the scope of work, payment schedule, contingencies, and warranties
• Confirm that the client understands the purpose and implications of each term

Step 2: Invite the Client to Propose Modifications or Clarifications

• Invite the client to propose any modifications or clarifications to the contract terms, focusing on aligning the agreement with their specific needs and preferences
• Take detailed notes on the client’s suggestions for further review

Step 3: Discuss Proposed Modifications and Address Concerns

• Discuss the client’s proposed modifications and address any concerns they have about the contract terms, payment schedules, or contingencies
• Provide clear explanations of each contractual element and offer alternative solutions if needed

Step 4: Verify Alignment with Company Policies and Legal Requirements

• Verify that all negotiated contract terms align with company policies and legal requirements, such as payment structures, risk management, and compliance standards
• Consult with legal advisors if necessary to confirm the validity of the proposed changes

Step 5: Adjust Contract Terms to Reflect Final Agreements

• Adjust the contract terms to reflect final agreements reached during the negotiation, ensuring that all changes are clearly documented and approved by both parties
• Confirm that the updated contract is accurate and ready for signature

Step 6: Prepare the Final Contract Document for Client Review

• Prepare the final contract document for client review, including a summary of key terms, agreed modifications, and next steps for signing
• Organize the document clearly to facilitate easy client review

Step 7: Document Final Negotiation Details in Project Records and CRM

• Document the final negotiation details in the project records and CRM, linking them to the client’s file for reference during the contract signing process

Address any final questions or concerns from the client

Step 1: Invite the Client to Raise Any Final Questions or Concerns

• Invite the client to raise any final questions or concerns they may have about the project proposal, contract terms, or overall approach
• Create an open and supportive environment for the client to voice their thoughts

Step 2: Listen Actively and Take Detailed Notes on Key Points

• Listen actively to the client’s questions or concerns, taking detailed notes on each point raised
• Confirm your understanding of each issue before providing a response or solution

Step 3: Provide Clear and Concise Solutions to Address Client Concerns

• Provide clear and concise solutions to address the client’s concerns, focusing on resolving issues promptly and to their satisfaction
• If necessary, offer supporting materials or examples to reassure the client

Step 4: Explain Any Technical or Complex Issues in Simple Terms

• Explain any technical or complex issues in simple terms, avoiding jargon or overly technical language
• Use visual aids or analogies to help the client better understand key concepts

Step 5: Confirm Any Agreed Adjustments or Clarifications

• Confirm any agreed adjustments or clarifications with the client, and document them in the project records
• Reiterate your commitment to addressing the client’s concerns and aligning with their expectations

Step 6: Follow Up with the Client on Resolved Issues

• Follow up with the client after addressing their concerns to confirm that they are satisfied with the solutions provided
• Invite the client to provide additional feedback or requests if needed

Step 7: Document Client Communications and Final Actions in Project Records

• Document all client communications and final actions taken in the project records, including the resolution of concerns and any final feedback

Finalize contract terms and prepare contract documents

Step 1: Review All Agreed Contract Terms with Key Team Members

• Review all agreed contract terms with key team members, such as the project manager, legal advisor, and financial officer
• Confirm that all negotiated changes have been accurately reflected in the final contract

Step 2: Prepare the Final Contract Documents for Client Signature

• Prepare the final contract documents for client signature, including all required sections such as scope of work, payment schedule, terms and conditions, and warranties
• Ensure that the documents are clearly formatted and include all necessary legal language

Step 3: Organize Supporting Documents and Attachments

• Organize all supporting documents and attachments that are part of the contract, such as specifications, drawings, payment schedules, and legal disclosures
• Confirm that each attachment is properly labeled and referenced in the main contract

Step 4: Review the Final Contract for Accuracy and Completeness

• Review the final contract for accuracy and completeness, checking that all sections are consistent and aligned with the client’s requirements
• Ensure that there are no missing pages, discrepancies, or formatting errors

Step 5: Prepare a Contract Summary Sheet for Client Reference

• Prepare a contract summary sheet for the client’s reference, highlighting key terms, payment schedules, and next steps
• Use clear and concise language to help the client understand the main points

Step 6: Save the Finalized Contract in Project Records for Review

• Save the finalized contract in project records and CRM, linking it to the client’s file for reference during the review and signing process

Review contract documents with client, ensuring all terms are clear

Step 1: Schedule a Contract Review Meeting with the Client

• Schedule a contract review meeting with the client to go over the finalized contract documents in detail
• Confirm the date, time, and format of the meeting (in-person or virtual) with all participants

Step 2: Begin the Review by Summarizing Key Contract Terms

• Begin the review by summarizing key contract terms, such as the scope of work, payment schedule, and warranties
• Confirm that the client understands the purpose of the meeting and the key points to be covered

Step 3: Go Through Each Section of the Contract in Detail

• Go through each section of the contract in detail, explaining key provisions such as payment terms, contingencies, and project milestones
• Invite the client to ask questions or request clarifications during the review

Step 4: Clarify Any Legal or Technical Terms in Simple Language

• Clarify any legal or technical terms in simple language, avoiding jargon or overly complex explanations
• Use visual aids, diagrams, or examples to help the client understand specific provisions

Step 5: Address Client Questions or Concerns About the Contract

• Address any client questions or concerns about the contract, providing clear explanations and offering additional information as needed
• Make note of any final adjustments or agreements reached during the review

Step 6: Confirm Client’s Understanding of All Contract Terms

• Confirm that the client fully understands all contract terms and is comfortable with the provisions outlined in the document
• Reassure the client that their concerns have been addressed and that the contract is aligned with their expectations

Step 7: Document the Review Meeting and Any Agreed Adjustments in Project Records

• Document the review meeting in project records and CRM, noting any final adjustments or agreements made during the discussion

Obtain client signatures on contract documents

Step 1: Prepare the Contract Documents for Client Signature

• Prepare the contract documents for client signature, ensuring that all required sections are clearly marked and ready for signing
• Include signature lines for all authorized parties, such as the client, project manager, and legal representative

Step 2: Schedule a Signing Appointment with the Client

• Schedule a signing appointment with the client to finalize the contract documents, confirming the date, time, and location (or virtual signing method)
• Ensure that all necessary signatories are available for the appointment

Step 3: Review Key Contract Sections Before Signing

• Briefly review key contract sections with the client before signing, confirming that there are no last-minute questions or concerns
• Reiterate the client’s responsibilities and next steps following the signing

Step 4: Guide the Client Through the Signing Process

• Guide the client through the signing process, ensuring that all required sections are signed and dated correctly
• Verify that the client has signed all necessary pages and that the signatures are legible

Step 5: Obtain Signatures from All Authorized Parties

• Obtain signatures from all authorized parties, such as the project manager and legal representative, following company protocols
• Confirm that all required pages have been properly signed and dated

Step 6: Verify the Completeness and Accuracy of the Signed Contract

• Verify the completeness and accuracy of the signed contract, checking that all signatures are in place and that there are no missing pages or errors
• Address any discrepancies immediately to avoid delays

Step 7: Save the Signed Contract in Project Records and CRM

• Save the signed contract in project records and CRM, linking it to the client’s file for easy reference during the project’s execution

Provide client with a copy of the signed contract

Step 1: Prepare the Client’s Copy of the Signed Contract

• Prepare the client’s copy of the signed contract, ensuring that all required sections are complete and the document is properly formatted
• Include any supporting documents or attachments, such as specifications, payment schedules, or legal disclosures

Step 2: Organize and Bind the Client’s Copy (if physical)

• If providing a physical copy, organize and bind the client’s copy of the contract in a professional manner, such as using a folder or binder
• Clearly label the contract with the client’s name and project information for easy reference

Step 3: Confirm Client’s Preferred Delivery Method (Physical or Digital)

• Confirm the client’s preferred delivery method for the signed contract, whether they would like a physical copy, digital copy, or both
• Ensure that the chosen delivery method aligns with the client’s accessibility and preferences

Step 4: Send the Signed Contract to the Client

• Send the signed contract to the client using the agreed delivery method, such as email, postal service, or secure client portal
• Include a cover letter or email summarizing the key points of the contract and any next steps

Step 5: Confirm Receipt of the Signed Contract with the Client

• Follow up with the client to confirm receipt of the signed contract and address any questions they may have about the document
• Reiterate your availability for further discussions or clarifications if needed

Step 6: Document the Contract Delivery in Project Records and CRM

• Document the contract delivery in the project records and CRM, noting the delivery date, method, and confirmation of receipt
• Save a copy of the sent email or postal tracking information for reference

Record signed contract and update project status in CRM

Step 1: Upload the Signed Contract to the CRM

• Upload the signed contract to the CRM, ensuring that the document is correctly linked to the client’s project file
• Verify that all required sections are signed and properly scanned or formatted for digital storage

Step 2: Update the Project Status in the CRM

• Update the project status in the CRM to reflect the execution of the contract, such as changing the status to “Contract Signed” or “Project Confirmed”
• Confirm that all key project dates and milestones are recorded in the system

Step 3: Assign Tasks and Responsibilities Based on the Contract

• Assign tasks and responsibilities to key team members based on the signed contract and the updated project status
• Ensure that all assigned personnel have access to the contract details and understand their roles

Step 4: Set Up Follow-Up Reminders for Key Milestones

• Set up follow-up reminders in the CRM for key milestones, such as ordering materials, scheduling kick-off meetings, or confirming client approvals
• Align the reminders with the project timeline and critical paths

Step 5: Notify Key Team Members About Contract Completion

• Notify key team members about the completion of the contract and the project’s updated status, emphasizing the next steps to be taken
• Confirm that everyone involved understands their responsibilities moving forward

Step 6: Document the Contract Recording Process in Project Records

• Document the contract recording process in the project records, noting key updates made in the CRM and any communications with the project team

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