Chef Tai | Weekly Updates

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Purpose

This SOP outlines the process for managing weekly updates for Chef Tai, including tracking leads, ensuring payments, and keeping Chef Tai informed about upcoming events and pending tasks.

Steps for Weekly Updates

1. Review Leads in Dubsado

a. Navigate to Leads

  1. Log in to Dubsado under Chef Tai’s account.
  2. Go to the Leads section to view all current leads.

b. Approve and Send Emails

  1. Click on a lead and check the workflow:
    • Press the Approve button.
    • Click Force Now to send an email immediately.
  2. Confirm the email has been sent:
    • Look for a checkmark next to the email in the workflow.

2. Follow-Up on Leads

a. Scheduled Calls

  1. If the client has scheduled a call, confirm it is reflected in the system as Consult Scheduled.
  2. If no call is scheduled after three days:
    • Move the lead to Follow-Up.
    • Use the RingCentral widget to call or text the client.

b. Awaiting Menus

  1. Check for leads marked Awaiting Menu:
    • Notify Chef Tai if the event is within the next month.
    • Ensure Chef Tai sends the menu if the call with the client has occurred.

c. Proposal Sent

  1. Verify the client received the proposal:
    • Resend the email if necessary.
    • If the client doesn’t respond within one day, call them to follow up.
  2. Clarify any specific event details during follow-up calls, e.g., whether it’s a class or an event.

3. Export and Update Leads Spreadsheet

a. Export Leads

  1. Go to All Leads in Dubsado.
  2. Export the leads list as a CSV file.

b. Import to Spreadsheet

  1. Open the Weekly Updates spreadsheet.
  2. Import the CSV file and replace the current sheet.
  3. Add the following columns:
    • Notes (e.g., pending payment, follow-up required).
    • Links (e.g., menu links or relevant proposal links).

c. Organize Data

  1. Sort events by date, focusing on:
    • Upcoming events within the current month.
    • Leads pending payment.
  2. Use the Notes column to indicate any actions required, such as:
    • "Payment Pending – Follow Up?"
    • "Menu Awaiting Approval."

4. Update Chef Tai

a. Share Weekly Updates

  1. Highlight events for the current month in the spreadsheet.
  2. Add links to proposals or menus as needed.
  3. Send the spreadsheet link to Chef Tai with a brief summary of:
    • Pending payments.
    • Events requiring follow-up.
    • Any additional notes or tasks.

b. Example Email to Chef Tai

Subject: Weekly Updates: Upcoming Events and Pending Tasks

Hi Chef Tai,

Here is the updated weekly report. Please find the details for the upcoming events and pending tasks:

  • Pending Payments: [Insert details]
  • Awaiting Menus: [Insert details]
  • Other Notes: [Insert details]

Let me know if there’s anything else you’d like to address.

Best regards,
[Your Name]

5. Key Reminders

  1. Focus on Events for the Current Month:

    • Prioritize follow-ups for events occurring soon.

  2. Add Links:

    • Ensure all menus, proposals, or other relevant materials are linked in the spreadsheet.

  3. Use RingCentral for Quick Communication:

    • Call or text clients to ensure timely responses.

  4. Keep Chef Tai Updated:

    • Share the updated spreadsheet weekly and summarize the key points.
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