SOP Templates > Roof Replacement (Residential) > Sales Workflow
Sales Workflow
Make initial contact with potential client (phone call or email)
Step 1: Gather Client Information
- Obtain the client’s name contact information (phone number and email) and initial project details Confirm the source of the lead and record any pertinent referral details in the CRM
Step 2: Prepare Introduction
- Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement
- Ensure the message sets expectations for the initial communication
Step 3: Verify Contact Method
- Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly
- Make note of the client’s preferred contact time if mentioned
Step 4: Make Contact
- Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly
Step 5: Schedule Follow-Up
- If the client does not respond within 48 hours plan to follow up with another call or email
- For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have
Step 6: Record Contact Outcome
- Update your CRM with the details of the attempted contact including the time date and method used
- Make a note of any specific requests or concerns expressed by the client during the conversation
Step 7: Send Confirmation
- If the client confirms interest send an email summarizing the conversation including any agreed follow-up actions and the next steps for the project
Schedule discovery meeting
Step 1: Propose Meeting Times
- Contact the GC via phone or email to suggest three potential dates and times for the meeting.
- Ensure the proposed times are within normal business hours.
Step 2: Confirm Availability
- Wait for the GC’s response and confirm a mutually convenient time.
- If the initial suggestions don’t work propose alternative dates.
Step 3: Send Confirmation
- Send a calendar invitation to the GC with the confirmed date time and location (or virtual meeting link).
- Include a brief agenda outlining the purpose of the meeting.
Step 4: Prepare Agenda
- Draft an agenda covering key discussion points such as project scope budget timeline and any specific requirements from the GC.
- Share the agenda with the GC ahead of the meeting.
Step 5: Gather Necessary Documents
- Collect any relevant materials or documents needed for the meeting (e.g. brochures past project examples note-taking tools).
Step 6: Prepare Internal Team
- Inform any team members who need to attend the meeting.
- Brief them on their roles and the key points to discuss.
Step 7: Confirm Meeting Details
- Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes.
- Ensure that the meeting room (if in-person) or virtual meeting setup is ready.
Step 8: Record in CRM
- Record all inspection details in your project management system including photos notes and the client’s concerns
Conduct client discovery meeting
Step 1: Prepare for the Meeting
- Review any preliminary information gathered about the clients project requirements
- Bring any necessary forms checklists or documents to the meeting
Step 2: Start the Meeting
- Introduce yourself and any team members present
- Explain the purpose and structure of the meeting
Step 3: Gather Information
- Ask targeted questions to understand the client’s needs preferences and project scope
- Take detailed notes throughout the meeting
Step 4: Address Client Questions
- Allow the client to ask any questions they have regarding the project timeline materials or budget
- Provide clear concise answers and take note of any special requests
Step 5: Conclude the Meeting
- Summarize the key points discussed and the next steps
- Thank the client for their time and express enthusiasm for the project
Step 6: Document Meeting
- Record meeting notes in your CRM and share them with relevant team members
- Assign follow-up tasks as needed to address any questions or action items identified during the meeting
Step 7: Send Meeting Summary
- Send an email to the client summarizing the meeting discussion and agreed next steps
- Include any requested documents or additional information
Qualify client based on project scope budget and timeline
Step 1: Review Meeting Notes
- Analyze the information gathered during the discovery meeting
- Compare the clients project scope budget and timeline with your companys capabilities
Step 2: Assess Alignment
- Determine if the clients expectations align with your companys expertise and resources
- Decide whether to proceed to the next steps or provide alternative suggestions to the client
Step 3: Internal Discussion
- Hold a meeting with relevant team members to discuss and finalize the qualification decision
- Prepare to communicate the outcome to the client in a timely manner
Step 4: Document the Decision
- Record the qualification decision and the rationale behind it in your CRM
- Update the clients status and create notes on future follow-up actions
Step 5: Inform the Client
- Contact the client via their preferred communication channel to inform them of the decision
- Provide a clear explanation of the outcome and suggest alternative steps if applicable
Record client information and project details in CRM
Step 1: Access CRM System
- Log into your company’s CRM system using your authorized credentials
Step 2: Create New Client Record
- Navigate to the section for creating a new client record
- Select the appropriate project type Roof Replacement – Residential
Step 3: Input Project Details
- Enter the clients basic information including name contact details and project scope
- Include additional notes gathered during initial contact or the discovery meeting
Step 4: Review and Verify Information
- Double-check all entered information for accuracy
- Cross-reference with any physical documents or email confirmations from the client
Step 5: Save and Update Status
- Save the client and project records in the CRM
- Update the project status to In Progress or a similar status based on company policies
Step 6: Notify Team Members
- Confirm the inspection logistics with the assigned team including the inspection date time and client location
Step 7: Regularly Update CRM
- Record the scheduled inspection date time and assigned team in your project management system to notify all relevant team members
Schedule roof inspection with the client
Step 1: Confirm Client's Availability
- Contact the client via phone or email to suggest possible dates and times for the roof inspection Allow the client to choose their preferred slot
Step 2: Send Confirmation
- Send a confirmation email to the client including the agreed date time and any specific instructions or preparations needed for the inspection
Step 3: Assign Inspection Team
- Assign a qualified inspector or team to conduct the roof inspection
- Confirm that they have access to the necessary inspection tools and equipment
- Verify their knowledge of the client’s unique requirements or requests
Step 4: Review Client Concerns
- Review any pre-communicated concerns or questions the client may have shared before the inspection
- Ensure these points are included in the inspection checklist
Step 5: Prepare Inspection Checklist
- Create an inspection checklist based on the type and scope of the roof replacement
- Include sections for recording potential safety hazards or problem areas identified during the inspection
Step 6: Confirm Inspection Logistics
- Take clear photographs of any damaged areas and make detailed notes
- Ensure that the photographs are time-stamped for accurate documentation
Step 7: Document Scheduled Inspection
- Provide a summary of your findings to the client explaining any major concerns
- Offer potential solutions or next steps based on the findings
Conduct roof inspection to assess replacement needs
Step 1: Arrive at Client's Location
- Arrive at the client’s location at the scheduled time with all necessary equipment Introduce yourself and briefly explain the inspection process to the client
Step 2: Conduct Safety Briefing
- Ensure the inspection team is equipped with personal protective equipment (PPE)
- Review any safety protocols with the team and client focusing on potential risks
Step 3: Begin Visual Assessment
- Walk the perimeter of the property to visually inspect the roof from the ground
- Look for visible signs of damage like sagging missing shingles or water stains
Step 4: Inspect Roofing Materials
- Access the roof safely using appropriate equipment and protective gear
- Check the condition of shingles underlayment and flashings for signs of wear or damage
- Pay attention to potential entry points for water or pests
Step 5: Assess Structural Integrity
- Examine key structural elements such as the roof deck joists and rafters
- Identify and document areas of weakness leaks or inadequate structural support
Step 6: Take Photographs and Notes
- Upload the notes and labeled photos to the project management system Make sure all information is accessible to relevant team members
Step 7: Communicate Findings to Client
- Notify the project manager that the notes and photographs have been uploaded and are ready for review
Step 8: Update Project Management System
Take detailed notes and photos of the roof condition
Step 1: Use Standardized Note Format
- Use a standardized format for recording inspection notes including sections for damage areas potential causes and recommended actions
Step 2: Capture Clear Photographs
- Take wide-angle photos to show the overall roof condition
- Focus on close-up shots of damaged areas or structural concerns
- Verify that each photograph is time-stamped
Step 3: Label Photos for Clarity
- Use labels or digital markers to indicate key issues in the photos such as cracks or loose shingles
- Match each photo to corresponding notes for easy reference
Step 4: Review and Organize Notes
- Review the notes and photos to ensure accuracy and completeness
- Organize the notes chronologically or by specific roof sections
Step 5: Discuss Findings with the Team
- Hold a brief meeting with the inspection team to discuss the key findings
- Confirm that all important areas have been documented
Step 6: Upload Documentation
- Confirm the key decisions made during the discussion including the budget timeline and materials
- Ensure the client understands the agreed-upon actions
Step 7: Notify Project Manager
- Record the key points of the discussion in your project management system including agreed actions and follow-up tasks
Discuss client needs, preferences and expectations.
Step 1: Prepare Discussion Points
- Review the inspection findings and create a list of key discussion points based on potential client concerns
- Include budget timeline and material options in the agenda
Step 2: Schedule Client Meeting
- Schedule a meeting with the client at a time that works for them either in-person or virtually Confirm the meeting details via email
Step 3: Review Client Requirements
- Verify any special requirements or preferences the client mentioned earlier
- Note any specific materials colors or features they expressed interest in
Step 4: Conduct the Discussion
- Discuss the clients needs and expectations regarding the roof replacement project
- Use the findings from the inspection to guide the conversation
Step 5: Address Client Questions
- Allow the client to ask questions and clarify any misunderstandings
- Provide clear and concise answers to all their concerns
Step 6: Finalize Key Decisions
- Ask the client if they feel comfortable with the information provided and address any last-minute concerns
- Confirm next steps with the client
Step 7: Document Meeting Summary
- Update the clients file with notes from the Q&A session and any follow-up actions required
Answer any initial questions from the client
Step 1: Open the Floor for Questions
- Invite the client to ask any initial questions they may have after the inspection Encourage them to express any specific concerns about the project
Step 2: Provide Clear Responses
- Answer each question thoroughly and ensure the client understands your responses Avoid technical jargon and use simple language when possible
Step 3: Take Notes on Client Concerns
- Record any additional concerns raised by the client that were not previously identified
- Add these to the project file for future reference
Step 4: Confirm Understanding
- Ask the client if they have any remaining questions or if they need clarification on any points Reiterate key takeaways from the discussion
Step 5: Follow-Up with Written Summary
- Send a brief written summary of the Q&A session to the client
- Include links to any resources or documents that may help answer further questions
Step 6: Verify Client Satisfaction
- Attach relevant documents or references such as project plans sample images or material specifications to support the proposal
Step 7: Update Client File
- Share the draft proposal with internal stakeholders or the project manager for feedback before finalizing it
Prepare preliminary project proposal based on initial client requirements
Step 1: Review Client Requirements
- Gather and review all initial requirements and details provided by the client including budget project scope and specific preferences
Step 2: Outline Proposal Structure
- Create a basic outline for the proposal including key sections such as project scope timeline materials and estimated costs
- Include any unique requirements from the client
Step 3: Conduct Initial Feasibility Check
- Evaluate the feasibility of the clients requirements in terms of budget resources and timeframe
- Identify any potential challenges or risks that could affect project delivery
Step 4: Draft Proposal Content
- Write the content for each section of the proposal focusing on clear and concise information
- Include high-level details such as the overall project goal objectives and benefits
Step 5: Estimate Project Timeline
- Develop an initial project timeline based on estimated tasks and resource availability
- Account for potential delays or dependencies
Step 6: Include Supporting Documents
- Estimate the costs for any equipment rental or usage required for the project.
- Include overhead costs such as project management administrative expenses and utilities.
Step 7: Review Draft with Key Team Members
- Outline a rough timeline for the project identifying key milestones and deadlines.
- Estimate the duration of each task and ensure the timeline aligns with GC expectations.
Develop rough estimate of project costs and timeline
Step 1: Gather Initial Project Information
- Review all initial project information including scope GC requirements and any preliminary notes from consultations.
- Ensure you have a clear understanding of the project’s main components and objectives.
Step 2: Identify Key Project Components
- Break down the project into key components and tasks.
- List all major activities materials and resources required for the project.
Step 3: Research Costs for Materials and Labor
- Collect up-to-date cost data for all materials needed for the project.
- Consult with suppliers and subcontractors to get current pricing for labor and services.
Step 4: Estimate Labor Costs
- Calculate the labor costs based on the number of hours required for each task and the hourly rates of your team members.
- Include any additional labor-related expenses such as overtime or specialized skills.
Step 5: Estimate Material Costs
- Sum the costs of all materials required for the project.
- Include potential contingencies for price fluctuations or unforeseen material needs.
Step 6: Calculate Equipment and Overhead Costs
- Obtain final approval from all stakeholders on the revised proposal
- Document any additional follow-up tasks or requirements for the final version
Step 7: Develop Preliminary Timeline
- Record all changes made to the proposal and stakeholder feedback in the project management system for future reference
Step 8: Consider Potential Risks and Contingencies
Step 9: Compile the Rough Estimate
Step 10: Review and Validate the Estimate
Review preliminary proposal with internal stakeholders
Step 1: Schedule Internal Review Meeting
- Coordinate with relevant stakeholders to schedule a review meeting
- Send an agenda and a draft of the preliminary proposal for review before the meeting
Step 2: Present Proposal Outline
- Present the outline of the proposal including key sections like project scope timeline and estimated costs
- Emphasize any areas where internal feedback is needed
Step 3: Gather Feedback from Stakeholders
- Allow each stakeholder to provide feedback on the proposal and raise concerns or suggestions
- Document key points of discussion and agreed changes
Step 4: Assess Feasibility and Risks
- Evaluate the feasibility of the proposal based on stakeholder feedback considering resource availability budget constraints and potential risks
- Identify any gaps or additional resources needed
Step 5: Make Adjustments to Proposal
- Make necessary changes to the proposal based on stakeholder feedback
- Update key sections such as cost estimates timeline and project scope
Step 6: Obtain Final Approval
- Send a reminder email to the client a day before the meeting
- Include any pre-meeting instructions or documents the client should review
Step 7: Document Changes and Feedback
- Record the scheduled meeting details in the project management system and assign follow-up tasks if necessary
Schedule meeting with client to present preliminary proposal
Step 1: Confirm Clients Availability
- Contact the client to confirm their availability for a proposal presentation meeting offering multiple date and time options
Step 2: Send Meeting Confirmation
- Send a confirmation email to the client including the agreed date time and meeting agenda
Step 3: Prepare Meeting Materials
- Organize and print copies of the preliminary proposal and any supporting documents
- Prepare a presentation outline to guide the discussion with the client
Step 4: Set Up Meeting Location
- Confirm the meeting location or virtual meeting setup
- Test any necessary equipment or presentation software in advance
Step 5: Review Proposal with Internal Team
- Hold a brief internal meeting to review key points of the proposal and client expectations
- Assign roles for the meeting such as who will present and who will address specific questions
Step 6: Communicate Meeting Details to Client
- Confirm the next steps with the client including any follow-up meetings or proposal revisions
- Set a tentative timeline for finalizing the proposal
Step 7: Update Project Management System
- Record the outcome of the meeting in your project management system
- Include key points of discussion client feedback and agreed next steps
Present preliminary project proposal to client
Step 1: Start with a Brief Introduction
- Introduce yourself and any team members present at the meeting
- Briefly explain the purpose of the meeting and the agenda
Step 2: Outline Key Sections of the Proposal
- Present key sections of the proposal such as project scope timeline and estimated costs
- Use clear language and avoid technical jargon where possible
Step 3: Highlight Unique Client Requirements
- Emphasize sections of the proposal that reflect the clients unique requirements or preferences
- Offer explanations or context for key decisions in the proposal
Step 4: Address Client Questions
- Allow the client to ask questions after each section of the presentation
- Take notes on any areas of concern or additional requests
Step 5: Discuss Potential Adjustments
- Discuss potential adjustments to the proposal based on the clients feedback
- Offer alternative solutions or approaches where needed
Step 6: Confirm Next Steps
- Discuss possible adjustments based on feedback
- Ensure the client understands the impact of changes
Step 7: Document Meeting Outcome
- Recap the key points and changes discussed
- Confirm next steps for finalizing the project proposal
Discuss project scope, budget, and timeline
Step 1: Set the Meeting Agenda
- Outline key topics to cover: project scope budget considerations and timeline options
- Share the agenda with the client in advance
Step 2: Start with Project Scope
- Confirm the client’s understanding of the project scope
- Clarify any ambiguities or missing details
Step 3: Present Budget Breakdown
- Review the budget estimates focusing on materials labor and contingencies
- Explain major cost items clearly
Step 4: Propose Timeline Options
- Present the proposed project timeline including key start and end dates
- Highlight any scheduling constraints or dependencies
Step 5: Address Client Concerns
- Allow the client to ask questions about the scope budget or timeline
- Document their concerns and adjust if necessary
Step 6: Make Preliminary Adjustments
- Discuss other changes or revisions that the client may want
- Confirm that the adjustments are feasible
Step 7: Summarize and Confirm Next Steps
- Summarize the agreed changes and confirm the next steps for updating the proposal
- Set a revised timeline for delivery
Gather feedback from client and address any concerns
Step 1: Invite Feedback from Client
- Send a follow-up email after the meeting inviting feedback on the proposal
- Ask for specific comments on the scope budget and timeline
Step 2: Schedule Feedback Discussion
- Schedule a meeting or call to discuss the clients feedback in more detail
- Give the client time to review the proposal
Step 3: Address Major Concerns
- Start by addressing the clients major concerns
- Provide explanations or alternatives for key decisions
Step 4: Document Client Feedback
- Take detailed notes on the clients feedback
- Confirm that their concerns are clearly understood
Step 5: Prioritize Adjustments
- Identify the most important adjustments based on the clients feedback
- Ensure the changes align with the projects scope and budget
Step 6: Plan for Additional Adjustments
- Implement final adjustments based on internal and client feedback
- Ensure all calculations are accurate
Step 7: Confirm Next Steps with Client
- Record all changes and their rationale in the project management system
Make adjustments to the proposal as needed
Step 1: Review Client Feedback
- Collect all feedback from the client and relevant internal stakeholders
- Prioritize key areas for adjustments
Step 2: Update Project Scope
- Revise the project scope to incorporate requested changes
- Ensure additional tasks or features are documented accurately
Step 3: Recalculate Costs
- Reassess material and labor costs based on the revised scope
- Update the proposals budget section with new estimates
Step 4: Revise Project Timeline
- Modify the project timeline based on changes to the scope
- Account for new dependencies or delays
Step 5: Review Adjusted Proposal with Team
- Conduct an internal review meeting to discuss the revised proposal
- Verify that the changes align with project goals
Step 6: Finalize Proposal Adjustments
- Ask for final confirmation or approval from the client on the refined proposal
- Address any last-minute concerns or questions
Step 7: Document the Adjusted Proposal
- Save the refined proposal in the project management system
- Share the updated version with the client and internal team
Refine project proposal based on client feedback
Step 1: Evaluate Client Feedback
- Assess the feedback received during client discussions
- Identify key areas where refinement is needed
Step 2: Make Revisions to Key Sections
- Update key sections such as project scope budget and timeline based on the feedback
- Ensure that changes are aligned with client expectations
Step 3: Recalculate Costs and Timeline
- Recalculate the budget and timeline if changes impact project costs or duration
- Highlight any major deviations from the original proposal
Step 4: Review the Refined Proposal with Stakeholders
- Conduct an internal review with stakeholders to verify that all feedback has been addressed
- Make final adjustments as needed
Step 5: Communicate Changes to the Client
- Summarize the refinements made to the proposal in a follow-up meeting or email
- Highlight key changes and their implications
Step 6: Confirm Client Satisfaction
- Create a detailed cost breakdown report showing costs by category and task
- Use clear language and concise formatting for client understanding
Step 7: Finalize and Save the Refined Proposal
- Send the detailed estimate to the client along with a brief summary of key cost drivers and timeline
- Invite the client to review and provide feedback
Develop detailed project estimate, including cost breakdown and timeline
Step 1: Collect Detailed Cost Data
- Gather detailed cost data for materials labor subcontractors and equipment
- Verify prices and availability with suppliers
Step 2: Calculate Material and Labor Costs
- Calculate the total cost of materials based on specifications and quantity
- Determine labor costs accounting for required personnel and estimated hours
Step 3: Include Contingency Costs
- Add a contingency percentage to the overall cost to cover potential unexpected issues
- Document the assumptions used for the contingency amount
Step 4: Develop a Detailed Timeline
- Break the project down into detailed tasks each with an estimated duration
- Include key milestones and deadlines to track progress
Step 5: Cross-Check Estimate with Internal Team
- Review the detailed estimate with relevant stakeholders for accuracy
- Confirm that all key cost elements and timeline assumptions are reasonable
Step 6: Prepare Cost Breakdown Report
- Create a draft timeline using project management software or tools.
- Plot tasks durations and dependencies to visualize the project flow.
Step 7: Share the Estimate with Client
- Share the draft timeline with the project team for feedback.
- Adjust the timeline based on input and resolve any scheduling conflicts.
Create a comprehensive project timeline
Step 1: Review Project Scope and Requirements
- Examine the project scope deliverables and GC requirements.
- Ensure you have a clear understanding of all tasks and milestones.
Step 2: Identify Key Phases and Milestones
- Break the project into key phases and milestones.
- List all significant events deliverables and deadlines.
Step 3: Define Tasks and Dependencies
- Detail all tasks required to complete each phase.
- Identify dependencies between tasks and determine the sequence of activities.
Step 4: Estimate Task Durations
- Estimate the time required to complete each task.
- Use past project data and team input to ensure accuracy.
Step 5: Allocate Resources
- Assign team members subcontractors and equipment to each task.
- Ensure resources are available and properly allocated.
Step 6: Develop Timeline Draft
- Submit the compiled proposal to relevant stakeholders or supervisors for final approval
- Address any additional comments or changes
Step 7: Review and Adjust
- Save the proposal documents in a secure location such as a project management system or cloud storage
- Ensure that only authorized personnel have access
Step 8: Incorporate Buffer Time
Step 9: Finalize the Timeline
Step 10: Document and Share
Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions
Step 1: Gather Key Proposal Documents
- Collect all necessary documents including cost estimates project plans material lists and client correspondence
- Ensure that each document is up-to-date and approved
Step 2: Organize Documents by Sections
- Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements
- Label each section for easy navigation
Step 3: Review and Verify Cost Estimates
- Cross-check cost estimates to ensure consistency with project requirements and client preferences
- Confirm that all calculations are accurate
Step 4: Create a Table of Contents
- Develop a table of contents to provide a quick overview of the proposal sections
- Include page numbers and hyperlinks for digital documents
Step 5: Review Proposal for Completeness
- Conduct a final review of the compiled proposal documents for accuracy and completeness
- Verify that all necessary materials such as sample images or product brochures are included
Step 6: Obtain Internal Approval
- Recap the main points of the proposal and any agreed-upon changes
- Confirm the next steps and follow-up actions with the client
Step 7: Save and Secure Proposal Documents
- Conduct a final review of the revised contract with your internal team
- Confirm that all agreed changes have been accurately incorporated
Schedule follow-up meeting with client to present detailed proposal
Step 1: Propose Meeting Times
- Contact the client to propose multiple date and time options for the follow-up meeting
- Ensure that the proposed times align with your teams availability
Step 2: Confirm Meeting Details
- Confirm the meeting date time and location (or virtual link) with the client
- Send a calendar invite and email confirmation with meeting details
Step 3: Prepare Presentation Materials
- Prepare copies of the detailed proposal and any supporting documents
- Create a brief presentation outline to guide the discussion with the client
Step 4: Set Up Meeting Room or Virtual Meeting
- If meeting in person ensure the meeting room is reserved and set up with necessary equipment
- For virtual meetings test the video conferencing software in advance
Step 5: Assign Presentation Roles
- Assign roles for the meeting such as who will present each section of the proposal and who will address specific questions
- Brief your team on the clients key concerns
Present detailed project proposal to client
Step 1: Start with Introductions
- Introduce yourself and any other team members present at the meeting
- Briefly restate the purpose of the meeting and outline the agenda
Step 2: Present Key Proposal Sections
- Present key sections of the detailed proposal such as the project scope budget timeline and client-specific requirements
- Use clear visuals or charts to aid understanding
Step 3: Explain Cost Estimates
- Break down the cost estimates for each section of the proposal
- Highlight any major cost items or unique pricing considerations
Step 4: Discuss Potential Adjustments
- Open the floor for discussion on potential adjustments or additional client requests
- Take detailed notes on the clients feedback
Step 5: Address Client Questions
- Allow the client to ask questions at the end of each section
- Provide clear and concise answers to address their concerns
Step 6: Summarize Key Takeaways
- Confirm that the client feels satisfied and comfortable with moving forward
Negotiate contract terms, including scope of work, payment schedule, and any contingencies
Step 1: Review Proposal Terms Internally
- Meet with your internal team to review the proposed contract terms including scope pricing and timeline
- Identify key areas for negotiation flexibility
Step 2: Schedule Negotiation Meeting
- Schedule a negotiation meeting with the client offering a range of date and time options
- Confirm the meeting details and agenda with the client in advance
Step 3: Prepare Negotiation Strategy
- Develop a negotiation strategy focusing on client priorities and potential compromises
- Outline acceptable negotiation limits for each key term
Step 4: Start Negotiation with Key Terms
- Begin the negotiation by reviewing key contract terms such as scope and pricing
- Highlight any areas where changes are not feasible due to project constraints
Step 5: Discuss Clients Counterproposals
- Allow the client to present their counterproposals or requests for changes
- Take notes on their feedback and document areas of agreement
Step 6: Reach Agreement on Contract Terms
- Send a finalized version of the contract to the client for their review before the signing meeting
Step 7: Review Final Contract Internally
Address any final questions or concerns from the client
Step 1: Schedule a Final Review Meeting
- Schedule a meeting or call with the client to review any remaining questions or concerns
- Confirm the meeting details and agenda with the client
Step 2: Open the Discussion for Questions
- Invite the client to express any final questions or concerns
Step 3: Provide Clear and Concise Answers
- Address each question or concern individually
- Use clear language and avoid technical jargon where possible
Step 4: Reiterate Key Project Details
- Highlight key project details such as scope timeline and budget to reassure the client
Step 5: Document Client Concerns
- Record the clients final questions and any decisions made in your project management system
Step 6: Confirm Clients Satisfaction
- Take detailed notes on any requested changes for later updates to the contract
Finalize contract terms and prepare contract documents
Step 1: Review Agreed Contract Terms
- Confirm that all previously agreed-upon contract terms including scope pricing and timeline are accurate
Step 2: Prepare Contract Documents
- Draft the contract documents using a standardized template ensuring that all terms are included
Step 3: Include Relevant Attachments
- Attach supporting documents like project plans payment schedules and any special conditions
Step 4: Conduct Internal Review of Contract
- Hold an internal review meeting to verify that all contract terms and attachments are accurate
Step 5: Make Edits Based on Feedback
- Make necessary edits to the contract documents based on feedback from the internal review
Step 6: Prepare Contract for Client Review
- Prepare copies of the signed contract for both the client and the companys records
Step 7: Verify Clients Understanding
Review contract documents with client, ensuring all terms are clear
Step 1: Schedule Contract Review Meeting
- Schedule a meeting with the client to review the contract documents
Step 2: Present the Contract in Sections
- Review each section of the contract with the client focusing on key terms like scope pricing and timeline
- Pause after each section to allow the client to ask questions
Step 3: Explain Key Contract Clauses
- Clearly explain important clauses such as payment terms and warranty conditions
- Use simple language to clarify any complex legal terms
Step 4: Address Client Questions
- Allow the client to ask questions about any section of the contract
Step 5: Confirm Client Understanding
- Ask the client to confirm that they understand and are comfortable with the contract terms
Step 6: Note Any Requested Changes
Obtain client signatures on contract documents
Step 1: Review Final Changes with Client
- Review any final changes or adjustments made to the contract with the client
Step 2: Prepare Signature Pages
- Prepare signature pages for the contract verifying all documents are included
Step 3: Obtain Clients Digital or Physical Signature
- Meet with the client to obtain their signature on all necessary pages
Step 4: Verify Signatures from Company Representatives
- Verify that all designated company representatives have signed the contract
Step 5: Confirm Completion of Contract Signing
- Confirm with the client that the signing process is complete
Step 6: Prepare Copies for All Parties
Provide client with a copy of the signed contract
Step 1: Prepare Client Copy of Contract
- Prepare a digital or printed copy of the fully signed contract for the client
Step 2: Review Client Copy for Accuracy
- Review the client copy to confirm all signatures and terms are accurate
Step 3: Send Contract to Client
- Send the signed contract to the client via their preferred method such as email or postal mail
Step 4: Confirm Client Receipt
- Follow up with the client to confirm they have received the signed contract
Step 5: Address Any Final Client Concerns
- Address any remaining questions the client may have about the signed contract
Record signed contract and update project status in CRM
Step 1: Scan and Upload Signed Contract
- Scan the signed contract and save a digital copy in your CRM or project management system
Step 2: Update Project Status in CRM
- Update the project status in your CRM to reflect that the contract has been signed
Step 3: Record Contract Details
- Record key contract details such as contract number client contact and key dates
Step 4: Notify Team of Contract Completion
- Notify relevant team members that the contract has been signed and recorded
Step 5: Archive Physical Copy of Contract
- Archive a physical copy of the signed contract in a secure location
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