CRM Set up Support – Short Term Project
This is a remote position. Scope of Work Objective: visibility, accountability, and workload management Clear dashboards to understand: ● What projects are active ● What is overdue ● Who is overloaded ● What risks exist ● What decisions need escalation 4 key areas of focus: 1: Executive Dashboard (CEO View) Widgets ● Projects On Track ● Projects At Risk ● Overdue Tasks ● Tasks Due This Week ● Workload by Team Member ● Operations ● Warehouse ● Sales ● Customer Service Traffic light system: ? On Track ? Needs Attention ? Escalation Required ● New Product launches ● B2B Events ● Warehouse performance ● Upcoming Promotions A simple board where employees can assign decisions to the CEO. Columns: ● Request ● Department ● Priority ● Due Date ● Status 2: Project Management Board Key projects across the business. Examples: ● New product launch ● Packaging update ● New retailer launch ● Website redevelopment ● Trade show preparation Columns ● Project Name ● Department Owner ● Project Lead ● Status ● Priority ● Start Date ● Due Date ● Risk Level ● Progress % Groups ● Planning ● Active ● Waiting on External Party ● At Risk ● Completed 3: Department Management Boards Operations Board a) Inventory Management Track: ● Data Cleansing ● Pricing Updates ● Inventory Adjustments ● Expiring Stock ● Slow Moving Stock ● Production Planning ● Stock Level Reviews ● Low Stock Risks ● Out of Stock Risks Columns: ● Task ● Product ● SKU ● Warehouse ● Responsible Person ● Priority ● Due Date ● Status ● Risk Level Dashboard Widgets: ● Low Stock Items ● Out of Stock Items ● Expiring Stock ● Inventory Accuracy Issues b) Production Management Track: ● Open Purchase Orders ● Finished Goods Delivery Plans ● Packaging Orders ● Raw Material Orders Columns: ● PO Number ● Supplier / Manufacturer ● Product ● Category ● Expected Delivery Date ● Current Status ● Risk Level ● Responsible Person Groups: ● Open PO ● In Production ● Awaiting Dispatch ● In Transit ● Delivered ● Delayed Dashboard Widgets: ● Open PO ● Deliveries Due This Month ● Production Risks c) Logistics & Stock in Transit Track: ● Stock Transfers ● International Shipments ● Freight Delays Columns: ● Shipment Reference ● Origin Warehouse ● Destination Warehouse ● Product ● Quantity ● ETA ● Current Status ● Risk Level Dashboard Widgets: a) Stock In Transit b) Shipments Due This Week c) Warehouse Transfer Status d) Order Fulfilment Track: ● Order Checks ● Fulfilment Issues ● Back Orders ● Shipping Delays Columns: ● Order Number ● Region ● Channel ● Issue Type ● Responsible Person ● Due Date ● Status Dashboard Widgets: ● Orders Processed Today ● Orders Processed This Week ● Orders Awaiting Fulfilment ● Back Orders ● Fulfilment Issues Open e) Sales Order Visibility (Pulled from Cin7 via Zapier) Track: ● Open Sales Orders by Region ● Open Sales Orders by Channel ● Orders Awaiting Fulfilment ● Orders Processed Daily Breakdown: By Region ● Australia ● UK ● US By Channel ● B2C ● B2B/Wholesale ● Dashboard Widgets: ● Orders Received Today ● Orders Shipped Today ● Orders Awaiting Fulfilment ● Orders by Region ● Orders by Channel f) New Product Development Track: ● New Products ● Packaging Updates ● Production Updates ● Artwork Updates Stages: ● Concept ● Development ● Artwork ● Production ● Launch Preparation ● Launch Columns: ● Project Name ● Product ● Owner ● Target Launch Date ● Stage ● Status ● Risk Level Dashboard Widgets: ● Products In Development ● Launches This Quarter ● Delayed Launches ● Projects At Risk Warehouse Board Daily Warehouse KPI Dashboard Track: ● Orders received ● Orders dispatched ● Orders outstanding ● Picking accuracy ● Inventory accuracy Warehouse Projects ● Stocktake ● Warehouse reorganisation ● New freight partners ● Process improvements Inventory Risk Board Track: ● Low stock ● Out of stock ● Expiring inventory Automations: ● Notify when stock reaches reorder point ● Create task automatically Sales Board a) New Business ● Leads received this month ● Qualified leads this month ● New accounts opened this month ● Opening order revenue b) Active Customers ● Number of active stockists ● Number of customers ordering this month ● Number of customers not ordering for 60+ days c) Retention ● At-risk customers ● Win-back opportunities ● Reactivated customers d) Trade Marketing Calendar Track: ● Promotions ● Catalogue activity ● Retail campaigns ● Sampling programs CEO dashboard: AU Team ● Leads this month ● Accounts opened ● Opening orders ● Active ordering clinics UK Team ● Leads this month ● Accounts opened ● Opening orders ● Active ordering clinics Customer Service Board Track ● Total tickets per day/week ● Average resolution time ● First reply time ● Who is working on what Customer Issues Categories: ● Product complaint ● Shipping issue ● Refund ● Wholesale enquiry Columns: ● Ticket Number ● Category ● Priority ● Owner ● Resolution Time Show: By Employee ● Tasks assigned ● Tasks overdue ● Tasks due this week ● Project allocation Capacity Red = overloaded Green = capacity available Critical Automations a) Overdue Task When due date passes: → Notify owner → Notify manager b) Stalled Projects If no update for 7 days: Notify project owner c) Escalation If task remains overdue for 14 days: Notify CEO Weekly Department Reports Every Friday: ● Auto email/dashboard summary ● Open tasks ● Overdue tasks ● Risks ● Completed tasks A board called: "CEO Weekly Management Meeting" Every department submits every Friday: ● Wins- Completed projects ● Risks- Potential issues ● Decisions Needed- CEO approval required ● Upcoming Deadlines- Next 30 days Ability to add comments on live documents on where you want the changes made. Keeping boards private for marketing. Creative feedback Marketing Executive Dashboard Marketing ● Campaigns launching in next 30 days ● Campaigns at risk ● Projects awaiting approval Creative ● Open jobs ● Overdue jobs ● Team workload Ecommerce ● Open website projects ● Critical issues ● Revenue performance Product Launches ● Launch readiness % ● Outstanding actions ● Risks Decisions Required ● Budget approvals ● Campaign approvals ● Launch approvals Marketing Boards ● New product launches ● Website redesign ● Promotional campaigns Columns ● Project Name ● Department (Marketing / Ecommerce / Creative) ● Project Lead ● Priority ● Launch Date ● Status ● Risk Level ● Budget ● CEO Visibility Required Groups ● Planned ● In Progress ● Awaiting Approval ● At Risk ● Completed ● Creative Board Track ● Social assets ● EDM designs ● Product launch assets ● B2B collateral ● Product photography ● Packaging artwork ● Website banners Columns ● Asset Name ● Requesting Team ● Assigned Designer ● Due Date ● Priority ● Status ● Campaign Dashboard ● Open jobs ● Jobs due this week ● Overdue jobs ● Designer workload Benefit for Daniel: Microsoft Teams: Microsoft Outlook: AI Features: • AI Agents: configurable agents that any team member can deploy without technical skills. They draw on live data across departments and can plan, coordinate and execute work for tasks such as qualifying leads, closing support tickets, onboarding employees and processing purchase requests. This is being rolled out progressively across accounts.
