controle de orçamento video 1

Summary

This video script outlines the process of filling out a budget spreadsheet for customer service. It covers steps such as capturing customer details, calculating the budget, and tracking the status of the budget (whether sent, negotiated, or approved). It also emphasizes how to organize customer communication, including follow-up notes and priority status for urgent orders. The spreadsheet serves as a comprehensive tool for managing orders, ensuring effective tracking, and maintaining a clear overview of all customer interactions and their respective stages in the budgeting process.

Takeaways

• 😀 The spreadsheet is used to manage and track customer budgets, including contact details and service requests.
• 😀 When a customer contacts the business via WhatsApp or phone, their information is entered into the spreadsheet, including their name, phone number, and service request.
• 😀 The customer's location is important for calculating the distance for delivery or service; the distance in kilometers is noted to calculate shipping fees.
• 😀 Each budget request is tracked in the spreadsheet, and a status is assigned, such as 'not sent', 'negotiating', 'approved', or 'rejected'.
• 😀 The status 'negotiating' indicates that the client has received the budget but hasn't given a final answer yet.
• 😀 When the client approves the budget, the status is changed to 'approved', and the total of accepted budgets is updated.
• 😀 If the client rejects the budget, the status is changed to 'rejected', and the rejected amount is subtracted from the total.
• 😀 The spreadsheet allows for easy tracking of budgets based on their status, including how many are still in negotiation, approved, or rejected.
• 😀 If the client needs a visit for measurement or other details, this is noted, and the spreadsheet tracks whether the visit has occurred.
• 😀 Communication channels, such as OLX, Google, or referrals, are also tracked in the spreadsheet, which helps understand how clients found the business.
• 😀 Urgent budget requests, like large projects with tight deadlines, are highlighted in the spreadsheet for prioritization and quicker response.

Q & A

What is the main purpose of the spreadsheet in the script?

The main purpose of the spreadsheet is to manage client budgets, track the status of quotations, and organize communication with clients, including follow-ups and feedback.

How does the spreadsheet track the status of an estimate?

The spreadsheet tracks the status of an estimate by using columns to indicate whether the quote has been delivered, is in negotiation, or has been rejected or approved by the client.

What does the 'negotiating' status represent in the spreadsheet?

The 'negotiating' status indicates that a quote has been sent to the client but the deal has not yet been finalized. It helps track ongoing negotiations.

How is the distance (kilometers) calculated and used in the process?

The distance is calculated by entering the client's ZIP code into the spreadsheet, which helps determine the cost of freight based on the distance between the service location and the store.

What is the purpose of the 'visit' column in the spreadsheet?

The 'visit' column is used to track whether a site visit has been scheduled or completed. If a client requires a visit to provide accurate measurements for the estimate, it is recorded here.

What is the significance of the color-coding system mentioned in the script?

The color-coding system helps prioritize urgent jobs, for example, by marking high-priority clients or requests with a red color, signaling the need for quicker attention and service.

How are client feedback and responses recorded in the spreadsheet?

Client feedback is recorded in the 'observations' column, where details about their responses, such as when they plan to give a final answer, are noted.

What does the 'approved' status mean in the context of the spreadsheet?

The 'approved' status means that the client has agreed to the proposed quote and the deal has been finalized, with the budget reflecting the accepted amount.

Why is it important to record the 'communication method' in the spreadsheet?

Recording the communication method helps track how the client found the business (e.g., via Google, recommendation, etc.), which can provide insights for future marketing strategies.

What should be done if a client hasn't responded to a quote?

If a client hasn't responded to a quote, it is important to follow up, and their response status should be updated in the spreadsheet, noting any promised timelines or feedback.