Agent Image

Design Meeting Prep and Call Flow

Training Objectives/Goals

At the end of this session, you will understand how to go about your initial design meeting successfully.

Plan Ahead/Pre Design Meeting Preparation

1. Review

• As soon as you get your design meeting email invite, double-check the schedule to ensure you are not double booked. You may also want to do a shift slide as needed depending on your work hours. Any issues, please talk to your managers right away.

Internal Process: When you receive your design meeting schedule, our project coordinator will set up the Salesforce domain and project as well as the under-construction page.

You will also learn how to do this for training purposes.

2. Design Questionnaire + Sales Notes

• Did the client send it? If yes, make sure you go over everything. If not, check your Spam folder.
• Check the sales notes to ensure you are aware of any pre-DM discussions that occurred. See if there are any special requests, vague notes, different contact persons, or phone numbers to use.

3. Salesforce Closed Opportunities

• Check Salesforce Account Level>Google Docs, Notes, & Attachments>OPPS screenshot for the products that the client purchased.

Get to know your client

• It never hurts to do extra research. Try and stalk the client online. Get a feel of how he/she is by looking at their social media profiles and/or existing websites.

Send your email intro

• Make sure you send your intro at least a day before your call. This way, if the client opts for a Google Meet or Zoom call, then you can set those up prior.
• Use the templates in our VIP DS folder in Salesforce. Feel free to customize them as needed. We do not want to sound robotic.

Does your project have internet marketing products? Coordinate with your SEO PM ahead of time.

• Inform your SEO PM that you will be the website project manager. Ask if he/she will be joining the meeting. Oftentimes, SEO PMs call after your initial meeting with the client.

Pro Tip!

Design meetings usually take over 30 mins. If you have a call via zoom, request Cherry/Sydney/Leads to set up a zoom call via our corporate account. This way, you can have uninterrupted call time vs the 40 minutes using a basic/free Zoom account.

Reiterating Best Practices

At least 30 minutes before your scheduled call with the client, double check the following:

Design Questionnaire + Sales Notes

• Double tap! Go over the design questionnaire and sales notes one more time.
• If the client hasn’t sent in the questionnaire, check your spam folder.

Salesforce Closed Opportunities

• Again, Check Salesforce Account Level for the products that the client has purchased.

Get to know your client

• You already did your research, yes? Just go over them really quickly to refresh your memory.

Open related links already

• Be more efficient by opening multiple tabs with your reference sites, agentimage.com etc.

Tune out noise

• Make sure you are presenting yourself in a professional manner. No outside noise. No rooster crowing. No fan blowing in the background. We have had escalations due to noise in the background. Be mentally present.

During the Design Meeting

• Your name and greeting in a nice, friendly, upbeat tone.
• Confirm meeting/time and assess their readiness for the meeting (ie. is the client driving etc). Provide an overview for what will be covered for the meeting and approximately how long it will take.
• Explain your role as Project Manager and all project owners (briefly)
• Confirm what was sold and what is part of the package, as opposed to what was purchased and/or promised
• Tread carefully, take notes, verify with Sales ASAP if any issues arise
• For paid SEO, Coordinate with SEO Project Manager.
• IDX. If they purchased Ihomefinder or IDX Broker, mention that our IDX Team will be emailing them a questionnaire to fill out so we could provide them with the next steps. Note: If IDX info has been provided on the design questionnaire, then inform the client that they will be receiving paperwork from IDXB or IHF. They just need to fill out the paperwork and send it back to IDXB or IHF. The client and you will be notified once their account’s approved. We’ll take care of the integration.

Sample Spiel:

Good morning!

My name is ______________, and I will be your Project Manager while your site is in production here at Agent Image. We have a meeting scheduled today that will take about 30 minutes to an hour, depending on any questions you may have. Are you free to discuss?

If No, No problem. Let’s reschedule. When do you want to have the design meeting? I’ll call you then. I will also email you after this call to confirm the time for our design meeting.

If Yes, That’s great! I’ll ask you a series of questions to get an idea of how you want your site to look. After our meeting, I’ll email you my contact information and a list of items needed to complete your site. In addition, if you have any questions or concerns or if you need technical assistance, I will be your point person while the site is in production.

By the way, I understand that you also purchased SEO products. I’ve coordinated with your SEO project manager, and he/she will contact you after our call for their part of the project. Will that be alright? If the client says otherwise, okay, no worries. I’ll inform your SEO project manager of your preferred time.

If the client filled out the design questionnaire prior to the DM, acknowledge and say: Thanks for sending in your design questionnaire. Your answers gave me an overview of the direction you want to go for.

Are you in front of a computer right now?

• If the client says yes: Alright, let’s go ahead and start!
• If a client says no, ask if she/he can access one right now since you will be discussing website references.

If the client doesn’t have a domain name listed in the questionnaire: What is the domain name that we will be using for the website?

If the client has a domain name, confirm. You mentioned in your design questionnaire that the domain name we will be using is…

What are your other goals for the new website besides generating new leads?

If the client provided reference sites, use those. On the design questionnaire, you mentioned thiswebsite.com. Spell if needed and confirm if they have the website up on their end. Open that website and let me know when you’re there. If not, Do you have any reference sites? If Yes, ask for the links.

If No, direct them to the Agent Image Site >> agentimage.com Be prepared to provide your own reference sites and favorite themes!

*Proceed with the call as needed. Stay organized, Start from the above the fold discussion then work your way through. Ask the client what they love about their reference sites. Make sure to take control of the call.

Pro Tips!

• If your client is not as enthusiastic or not participating as much, it could be that they are getting overwhelmed or just not too impressed. If so, do not keep the meeting any longer than necessary. You may want to cut it short, focusing on the important items ie. colors, typography, key asks (ie. featured properties, quick search etc), no-nos.
• Reference sites: Ask them what they love/don’t like about their reference sites. Tackle each reference site. If they have more than 3, focus on the top 3 and briefly touch the other sites.
• Your managers will give you many pointers on how to stay in control. Make sure you take notes as needed.

Closing the Call

When you feel you have sufficient information and all client’s questions have been addressed, close your call with:

Alright! I believe I already have enough information to get started with the initial set up. Here’s what’s going to happen. After our call, I will send you an email with the list of items I will need from you so we can stay on track with the project. If you could provide me with those at your earliest convenience, that would be most appreciated.

Please allow 2-3 business days for us to develop the initial staging link. We’ll then review it and discuss any revisions you may have. Great! I also would like you to set your expectations. The entire process could take anywhere from 3-6 weeks. However, other factors like delay in providing materials, feedback, IDX, etc. could affect the timeline. We’ll do our best to stick to it, though.

Do you have any other questions for me? Great, it was fun talking to you and I look forward to showing you the initial design.

Pro Tips!

• If you have the slightest feeling that the design meeting didn’t go well, alert your managers so they can provide you with support as needed.
• Do you think your design meeting went well? Great job! Pat yourself on the back, brag a little, and go take a break.

Done with your design meeting? Check out the next steps.