Daily Priorities - Sales

DAY TO DAY PRIORITIES

1. Check email and voicemail first for urgent matters

a. Return urgent voicemails first, then urgent emails

b. After urgent matters have been addressed, move onto any new unanswered sales emails.

New sales inquires need to be answered in a timely manner. Clients may have reached out to several companies and will move on if they do not receive a prompt response.

d. Ensure all communications are logged in HubSpot, contacts and companies are created or updated as needed, and the appropriate playbook (New Sales or Order Update) is completed for each interaction

2. Follow ups from previous day

a. Review all open deals, active opportunities, and sales tasks at the start of the day to identify priority follow-ups

b. Follow up on pending quotes, unanswered sales questions, outstanding deposits or payments, proof approvals impacting order placement, and any stalled opportunities

c. Log all follow-up attempts in HubSpot, update deal stage as appropriate, and complete or update the relevant sales playbook for each interaction

3. Assist with order management based on client lead times and artwork approval

a. Confirm production timelines align with the client’s event date and shipping method

b. Collect rush service fees, upgraded shipping charges, or any outstanding balances before releasing orders to production

c. Coordinate with graphics and purchasing to ensure urgent orders and active claims are prioritized appropriately

d. Communicate realistic expectations to clients if timelines are tight or dependent on proof approval

4. Assist with customer service issues and claims

a. Review the full order and communication history before responding

b. If the issue is new, open a claim in HubSpot immediately and log the appropriate playbook

c. Respond to the client acknowledging the issue, outlining next steps, and requesting any missing information such as photos, videos, packaging details, or clarification of the issue

d. Ensure all claims are logged and reported within two hours of receipt

e. Coordinate internally with graphics, production, purchasing, or shipping as needed to assess and resolve

f. Provide same-day status updates if the issue is not fully resolved and document all actions within the ticket

5. Assist Graphics department with calls or email

a. Follow up on pending proofs, artwork revisions, address confirmations, or outstanding payments to prevent production delays

b. Ensure proof approvals are clearly documented in HubSpot before orders move to print

c. Communicate clearly between client and graphics to avoid misinterpretation of revision requests