If you are an agency owner, this video right here is going to save you
tons of time when it comes to getting set up on my favorite tool, Asana.
This is the exact flow that we use across tons of different agencies
and hundreds of clients to get set up using Asana for free.
So make sure you keep watching.
Hi, I'm Taylor, a client account manager for digital marketing agencies.
A few years ago, I left building my marketing agency to zero in on what I did
best, which was keeping clients happy.
Now, my team and I at DOT & Company are the world's first and only dedicated
team of client account managers for digital marketing agencies.
Now we partner with tons of marketing agencies all around the world to
make their agencies run smoother with a client facing account manager
that's been perfectly vetted, trained, and managed by us at DOT.
On this channel, I'm going to give you a little bit of wisdom into the
exact systems trainings, templates that we use every day to support
seven figure agency owners every day as their client account managers.
So make sure to subscribe so you don't miss any new videos
and cheers to happy clients.
Okay, let's get started.
So I am inviting you in to see inside of our exact Asana program
internally at DOT & Company.
So we're using this with the purpose of having a free account.
So if you're just getting started, you're using a free account
that's absolutely perfect.
There's lots of we can do inside of a free account and that's what
we're going to get started with.
If you have the premium account and you've upgraded to a business account
that will be included more so in the upgraded advanced facts to Asana, but
let's get started in the free version.
Okay.
So first we're going to get set up and we're going to create teams.
You'll see on the left here, you have favorites, reports,
teams, and other teams.
You're going to open up teams now you'll see we have a number already,
but you're just going to click add team.
So I would start here by creating one called templates.
Inside of every single team, a team is kind of like a house.
So you may have certain teams that are for certain members of your team.
Maybe it's just media buying, maybe it's just marketing, it's sales it's templates
so certain people can be added into here.
The templates is our team, which is our house.
Then inside, we're going to create different projects or different
templates for different things.
So let's get started by clicking on new project, and then you're going
to choose import a spreadsheet,
Call it client onboarding and select file to import.
Now, this is where you're going to drag and drop the file that is in this
module called the onboarding template.
You're going to upload this right in.
It'll take a few minutes to populate, but once it's done, we're going
to customize it for your agency.
Okay.
So everything has been input.
I'm gonna close this here and let's get started by customizing it.
This onboarding template is generally for Facebook Ads clients.
Let's rename it to that.
Now, the point of having this onboarding checklist is so that you inside of your
agency, you can continue to tweak it and change it as you onboard clients.
This is a shell that you can get started with, but this will absolutely
change for you once you start to learn.
The most important part is that you, either the agency owner, or if you're a
client facing account manager, if this is your role to optimize this process, make
it top of mind that anytime you'll have a learning, you're editing this template.
For example, I work with a YouTube Ads agency where we are onboarding
number of clients every week.
Over the last two years, we have edited and changed this onboarding
template all of the time.
And that is normal, as you're learning things and optimizing things,
you're going to be changing it.
So let's dig in and customize this for you.
We have different stages and in Asana you can actually toggle
these so that they dropped down and they're just nice and clean.
If you want it to always look like this, you can click here.
Save layout is default.
Now let's look at each stage.
We have the pre-work.
The pre-work is essentially what happens before the client has
absolutely said yes to coming on board.
So maybe this is where the salesperson has the sales call.
So, what you'll do is say whatever your process looks like in your agency.
Say you have someone book a call and then the agency owner is going to
come in and create a template inside of the sales board for each client.
Maybe it's this one.
So they're going to create this and they're going to assign out
the tasks to certain people.
So maybe the sales person is Carly.
So I'm going to sign certain things to Carly, but Katie is
the one who decides who's going to be working on every account.
Inside each task, you can have certain notes that are customized to your agency.
So save there's certain notes for certain people.
Maybe it is: Hey Carly, make sure to tag Katie in this task
when the sales call is completed.
Sales team.
So you can customize this.
And if you do this in the template, these notes will carry over.
You can also add certain collaborators.
So say, I want to know as the CEO, when the sales call is completed, I'll want
to make sure that I'm tagged in it.
So anything, any action that happens on here, say it's checked off, if there's
notes added, I'm going to make sure that I'm getting notified inside of my Asana.
Then, what you'll do is you'll go through each of these tasks and customize it.
Assign media buyer.
Notes.
Here you can have different bullets, for example,
What, why, how, associated materials, and when to mark it complete.
Just having step-by-step items that have to be done so that you
can add any team member in here to get trained up on your process.
So as these things are completed, there'll be checked off by just
checking here and due dates can be assigned and so on and so forth.
So this is the pre-work, the client hasn't yet said yes, for sure.
But this is kind of what's happening before they sign on the dotted line.
Stage one is contracts and invoice, I find this really important to
have in your onboarding system, because it can sometimes be
something that gets forgotten.
Sometimes you say, oh my goodness.
They said, yes, that's amazing.
And then you start onboarding them, but really your process should have them
paid first, sign the contract first.
So as long as it's in your process, you'll make sure that it's getting done.
And if you've delegated this to someone on your team, even better.
Client onboarding.
This happens once the client says, yes, they've paid their
invoice, they signed the contract.
You're going to get the client onboarding briefing document together,
send their intro email to the client, introducing their client account
manager, send a handwritten card.
We have a template in here for you.
Set up the client folder in Google drive.
And of course, this whole process is customizable for you.
This is just an overview that we've put together.
The project scope looks a little lean right now, but this is something
that is going to change from client to client or agency to agency.
So it really depends on what service you're offering and what
the scope of the project looks like
you customize that.
Launch/ First 30 days.
We have, one week update to the client, two weeks, three weeks, four weeks.
And then just some standard things that you'll want to make sure are completed.
Inside these updates you'll see we have different information
for e-comm, lead gen, coaches, YouTube, and that kind of thing.
So take a look there, customize that for you.
And then we have a section called happy clients.
Of course, happy clients are a priority.
It's really important to have these items in your onboarding system, and
dates assigned, and people assigned so that you're getting testimonials from
your clients, case studies prepared and ensuring that your clients are
happy and they're going to continue to sign for another three months.
Then, you can have certain materials down here.
Inside of this project, you can also, once you've copied it, like this is a
template right now, but once you've copied it and it's customized for every client,
what you can have is on the overview tab, you can have further details.
You can add a brief, you can add about this client, you can have who's the key
contact with their email, what's their phone number, whatever you need to know.
And then things like on track or not, you can add progress reports.
Say for example, sales call was completed.
You may have your entire sales call notes here, attached call
recording, and tag someone.
Right.
This is a really good feature.
We use these on our weekly update calls as a team.
I go through and do this overall status update, make sure any tasks are up to date
and just kind of keeping things organized.
You can also see this in a board format.
If you're used to using Trello, this will look really familiar to
you, but essentially the list and the board are the exact same thing.
If you change something on the board, it's also changing on the list.
It's just a different view that you can toggle on.
Timeline is a paid upgraded version.
So we'll talk about that in the next section.
And calendar is a really great way to see due dates that are
kind of on a calendar format.
Dashboard again is a paid feature, but you can see things like all of the
incompleted tasks and you can change it to completed and completed, but we'll
get into this in the next section.
And one of my favorite things is that you can have messages
right inside of every project.
So if you have one master project for each of your 10 clients, you can try and keep
your conversations in here so that they're A) searchable, B) transparent for the
whole team, and everything's in one place.
You can also set up your domain so that you can forward
emails to a certain project.
So say you have a sales project that you're using a lot.
And so anytime a new lead emails you, you could forward the email over to this URL
and it'll pop right in here in messages.
Forms, again is a paid version so we'll get into that later and files.
So you can't upload files into the section, but if you upload files
into the messages, they're going to be stored here under files.
Over here, you'll see share.
You can add certain people into the project, or you can invite
by just copying this link.
You can also make them private, but I believe you need the paid version.
Yeah, you do.
How this works is if the team is only assigned to you and one other team
member, you two are the only ones who can see each of the projects in that team.
If you have your entire team in a team, and then you have individual
projects, all the people who are in that team can see it.
If you're in the free version.
Just a good thing to know.
Another hack is under each task, you can create sub tasks.
So, you can create different things and you can assign them to different
people with different due dates.
That's really great.
And then inside, you can actually have descriptions and comments
as to these specific subtasks.
You can attach a file right there, you can like it so a lot of our team will, it's
more of like an acknowledgement, and you can grab the actual link to the tasks.
You just click on that.
Copy that to your clipboard, and you can just drop it in an email, into Slack,
into whatever softwares you're using.
And then there's a bunch of other things that we can do
that we're going to get into.
But, for example, you can add this to another project.
Say you have a dashboard that you want certain tasks to go to, or
if you want this to be a milestone and you have the paid version.
There you go.
You have a template set up and if you have the paid version,
you can convert to a template.
But honestly, if you just have this free version, it's perfectly
fine because you have templates.
And what you'll do is as soon as you're bringing on a new client,
you'll click here, duplicate project.
I always check these off, create new project.
And then that will give you its own unique project for here and then
you can drag it into whatever team is necessary that you've created.
And then you can also hit the star button to add it to your favorites.
Let me ask you is a project management software, like Asana going to save
you tons of time and headaches and make your agency run smoother?
If so, comment Asana in the comments below.
Now is the time to test your knowledge.
And if you're the one who's going to be running the show and
creating these templates, this is going to be super helpful for you.
And if you're going to be doing this on behalf of the agency owner, or
someone else that you're working, it's time to show off all the things that
you've learned inside of the Asana lab.
Make sure you follow each of the instructions and make
sure that you get this right.
Make sure that if there's anything that feels off for your agency,
customize this before you show it off to the rest of your team.
If there's a task in here that you won't use or there's tasks that are missing,
definitely update it and then show off all your skills by creating a really awesome
Loom video for someone on your team.
Again, if you have any questions, please let us know.
Well, there you have it.
If you are serious about nailing your client onboarding, you can just
grab the exact checklist that we use across tons of different agencies by
going to dotandcompany.co/checklist or using the link below.
And of course, we want to help you as an agency owner to scale up
and make your agency run smoother.
Reach out with any questions and until next time, cheers to Happy Clients.