Creating Documents for Sales

This post is from when I was working at my previous job doing Sales and Marketing. This was written in the past, a few months ago.

This will be a run through of the different documents I needed to create.

I didn’t realize how many things we did not have. The only thing we had was a contract for events, and it is very basic. Since we already have that I will leave that to the last thing I do, updating it. I need to focus on the things we don’t have first and then improve upon what we already have. While I am in the process of creating these documents and forms I am also selling to guests who inquire on their own, so this is a balancing act for me.

The very first thing that I need is pricing and packages. I called around to different companies that are similar to mine and pretended to be a guest booking a birthday party. I wanted to see what packages they are offering and the cost. What I found most from this process was that I didn’t get relies back. That surprised me. Out of all of the companies I contacted, through their website, I only got one reply. I was literally dumbfounded. How could companies be leaving money on the table like that? Did they not care, or did they not have enough staff?

That confirmed some advise I was given during the conversations I had with people in the sales and marketing industry, make sure to reply as soon as possible. Well if I respond at all I have a good chance of getting the business. LOL. Ok seems simple enough.

I now needed to build my birthday packages. What do I need to include in them and what will I offer as an incentive to get them to do the package rather than going to someone else. Parents have a lot of choices for birthday parties, so figuring out a way to make them want to come to us over others is priority. After doing some research I found that a lot of companies don’t really promote that they do birthday parties. That is the easiest way to draw people to you. I need to create banners for our website and our social media outlets.

So promotion was my first step and my second was ease of access for our guests and for the process. I talked to a few moms I know and asked what process they go through to book a birthday party, as I don’t have kids yet I know I was not the expert on that subject so I went to the experts I knew. I found that the whole process for them is a pain. If I can come up with a way to make things seem less for the parents then they would come back to us fo the next one and tell their friends. Word of mouth is really big for us so anything I can do to promote that will only help us.

I need to create a document that has all the pricing options and add on available in one place. This would be like a flyer with everything the parent needs to know about how much it will cost for an event with us. The next thing I need to create is a sheet with timelines. There are so many working parts with birthdays that a timeline will help the partners know when things are coming up or when deadlines are. And finally a FAQ sheet so that any random questions we are asked or could be asked are all in one place. Not only will this document help the guests, it will also help me by not having to answer the same questions all day long from different guests. All of this would be sent as the very first contact to the guest.

This department needs structure. That is where checklists and timelines come in. We also need to figure out organization of documentation. We have 7 different locations that guests can book their private event at. We also need to figure out a form of communication to get the information to the different location managers. And finally closing out a group.

  • Checklists
    • Communication dates with the guest
    • Communication dates with the managers
    • Event details
    • Payment dates and timelines
  • Organization
    • Each location will get a color coded folder to denote what location
    • Coding to know if it is a birthday, meeting, or private event.
    • Uploading details in Basecamp so the managers know what is going on where
  • Communication
    • Follow up with the guest at first email/call
    • Follow up after one day with the guest
    • Continue getting final details from the guest
    • Once group is confirmed email the manager and put on Basecamp
    • One week before the event follow up with the manager
    • Day after the event follow up the guest to see how things went

There is still a lot more that needs to be done to build the department, but this is a good start.