INITIAL SETUP
Client Folder Creation: Establish a dedicated client folder within your file-sharing platform.
Document Exchange: Share onboarding documents and request the client intake information form.
LEGAL FORMALITIES
Agreements: Exchange and sign the NDA and the contract.
Documentation: Ensure all legal documents are securely stored for easy access by your client/project manager.
FINACIAL ARRANGEMENTS
Billing Setup: Incorporate the client into your accounting and invoicing systems.
Tax Compliance: Provide a W-9 form and log agreed-upon rates.
Invoicing: Submit the initial invoice and register on the client's accounting software if required.
COMMUNICATION PROTOCOLS
Integration: Join the client’s communication channels or invite them to yours.
Email Organization: Implement client-specific labels in your email system.
Meeting Schedules: Arrange the kickoff call and plan the schedule for regular follow-up communications.
PROJECT COORDINATION
Tracking and Management: Add the client and their project to your time tracking and project management tools.
Task Planning: Draft initial tasks, assign responsibilities, and note any established deadlines.
Scope of Work: Develop and agree on the first statement of work.
COLLABORATIVE WORKSPACE
Access and Sharing: Provide the client with access to the shared folder for viewing deliverables.
Guidelines for Implementation:
Welcome Engagement
Start with a warm welcome to build rapport and trust with the new client.
Efficient Processes
Streamline the onboarding process by utilizing digital tools for legal and financial steps to save time for both parties.
Clear Communication
Ensure that all channels of communication are open and that both parties are aware of how and when to best contact each other.
Project Transparency
Keep the client informed with clear project timelines, deliverables, and the progress of tasks.
Ongoing Support
Maintain a proactive approach to client service, addressing needs and queries promptly throughout the onboarding phase.
