Documents for managing a successful company

Anže Voh August 28, 2011

Many people have expressed interest in the necessary project documentation and sought advice for managing a company and projects, so we decided to publish some documents necessary for successfully managing a company or online projects.

We hope everyone finds something useful for themselves. Before using, review the documents and adjust them to your preferences.

Task list for online stores

A short task list that you can use after the project is completed. It includes some essential checkpoints necessary for a quality online store. The person responsible for the project simply prints the task list and reviews the pages before the presentation. The project is not completed until everything is done.

https://www.degriz.net/datoteke/Checklist_trgovine.docx

Job description example

It's good to have all job positions in the company precisely defined, even if you work with students or contract workers. In this document, you can always see who is responsible for what and to whom they report. Generally suitable for larger organizations, but it doesn't hurt for smaller companies to prepare for growth.

https://www.degriz.net/datoteke/Opis_delovnega_mesta_predloga.docx

Weekly sales report

If you also do advertising work for a client, you can send them such a sales report every month/week. Clients often find it hard to understand where their advertising money is going. With such a table, you clearly show the client how much they spent and how much they earned.

https://www.degriz.net/datoteke/Tedensko_porocilo_SEM.xlsx

Objections and solutions

Some of the most common client objections you encounter when selling them websites and related products. Here are sample responses to potential client objections. I recommend that the person responsible for selling your services expands the list and knows it by heart.

https://www.degriz.net/datoteke/Ugovori_in_resitve.docx

Weekly work review

This is a quick review of work throughout the week. On Friday at the end of work, each employee should print a sheet tailored to their job position and mark what has been done. If something wasn't done, the reason is written next to it. There are also more sophisticated solutions for work review, but in our experience, paper task notes still "carry more weight" than electronic ones. This way, I have a simple overview of the completed work, and colleagues go through the week and see for themselves where more time needs to be invested, where time is being wasted, etc.

https://www.degriz.net/datoteke/dnevni_list.docx

Checklist for sales meeting

Another example of a task list, this time for a sales meeting. Generally, only the steps are written, it doesn't have to be printed. However, it's generally good to create a folder for each client and store all papers in it.

https://www.degriz.net/datoteke/kontrolni_list_prodajni_sestanek.docx

Sales meeting process

Similar to above, but this is in the form of a flowchart.

Sales process

And the process of the entire sale, from acquiring contacts to completion.

Checklist for phone call

How a phone call should look. You can adjust it to your needs. If you have the call flow nicely written on paper, you can give the phone to a telemarketer who will sell much more successfully than if they speak from memory, on their own.

https://www.degriz.net/datoteke/kontrolni_list_telefonski_klic.docx

Order form example

An example of a blank order form that the client signs at the meeting if everything goes as it should. Too often, someone promises a deal at the meeting, but after a week, nothing comes of it. If the client signs and stamps the order form, the project is much more likely to go through.

https://www.degriz.net/datoteke/narocilnica_prazna.doc

Organizational structure of an online company

How we believe the structure of a successful company in this industry should look.

Offer specification example

This is not a very precise specification, but it works for smaller projects. At least as an attachment to the order form, so the client gets a sense of what they are actually getting for their money.

https://www.degriz.net/datoteke/specifikacija_ponudbe.doc