Monthly Archives: April 2026

Daily Work Schedule

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Digital Media Operator Daily Work Schedule

Weighted daily structure focused on opportunities, lead generation, database growth, and visibility.

Time System Focus Expected Output
08:00 – 10:00 Tender Scanning Scan tender portals, municipalities, institutions, private sector sources, and bulletins. Relevant tenders identified, logged, and prepared for handover.
10:00 – 12:00 Business Database Build and update business contacts by category, location, and opportunity type. New verified contacts added and categorised correctly.
12:00 – 13:00 Classifieds Post adverts, rotate offers, and maintain presence across classified groups. Daily classified posts completed across selected towns/groups.
13:00 – 14:00 Lunch Break Break period. Return ready for afternoon execution.
14:00 – 15:00 Social Media Post content, engage comments/messages, and support brand visibility. Feature post, offer post, recent job post, and engagement completed.
15:00 – 16:00 Classifieds Follow-Up Monitor classified responses, reply to enquiries, refresh posts, and capture leads. Responses handled and leads passed to CSA/CRM where needed.
16:00 – 17:00 Database / Tender Overflow Complete outstanding tender logs, clean database entries, and submit daily report. Clean records, handovers completed, and daily report submitted.
Time must follow value: Tenders first, database second, leads third, visibility fourth.

Client Retention

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🔴 1. Post-Job Follow-Up

Contact the client after job completion to reinforce the relationship.

  • Confirm satisfaction
  • Open communication channel
  • Position for repeat work
Timing: Within 24–48 hours after job completion
Frequency: Every completed job

🟡 2. Reviews & Feedback Collection

Proactively request feedback after successful jobs.

  • Ask for Google / Facebook reviews
  • Capture client experience
  • Strengthen credibility and trust
Timing: Immediately after positive confirmation
Frequency: Every successful job

🔵 3. Reactivation of Old Clients

Re-engage inactive clients to bring them back.

  • Identify clients who haven’t returned
  • Reach out with updates or offers
  • Restart the relationship
Timing: Clients inactive for 30–60 days
Frequency: Weekly or bi-weekly review

🟣 4. Re-Order Reminders

Anticipate client needs and remind them to reorder.

  • Identify repeat-use products
  • Contact clients before they run out
  • Offer fast reordering
Timing: Based on product usage cycle (e.g. monthly/quarterly)
Frequency: Ongoing tracking of repeat clients

Quote Management

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Quote Management

All quotations must be created, verified, approved, and sent correctly using QuickBooks.

🧾 QuickBooks Quotation

All quotes must be created and managed through QuickBooks.

  • Use correct client profile
  • Use correct products/services
  • Check pricing before sending

👤 Client Details

Client information must be captured properly before quoting.

  • Company / client name
  • Phone number
  • Email address

🏷️ Tags & Classification

Every client must be categorised for tracking and reporting.

  • Business category tag
  • Location tag
  • Correct client type where applicable

📐 Specification Check

Quotes must be verified against client requirements before sending.

  • Correct item/service
  • Correct size and quantity
  • Correct material and finishing

✅ Director Approval

All quotes above R5,000 require Director approval before being sent.

  • Submit quote for review
  • Wait for approval
  • Only send once approved

📤 Sending Quotes

Quotes sent by WhatsApp must also be emailed to the client.

  • Send via WhatsApp where needed
  • Email the same quote
  • Record follow-up in CRM

Quote Management Rules

  • All quotations must be prepared in QuickBooks only.
  • Client name, company name, phone number, email, business category tag, and location tag must be captured correctly.
  • Every quote must be checked against the client’s requested specifications before sending.
  • Quotes above R5,000 must be submitted to the Director for approval before sending.
  • Quotes sent through WhatsApp must also be emailed to the client for proper record keeping.
  • All quote follow-ups must be recorded in Jetpack CRM.
Approval Rule:
No quote above R5,000 may be sent to a client without Director approval.
Capture it correctly. Verify it properly. Send it professionally.

Enquiry Management

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Enquiry Management

Manage all client enquiries professionally across WhatsApp, Facebook, calls, email, website, and Google Profile.

📱 WhatsApp

Number: 076 473 3029

Response Time: Within 15 minutes

Rule: Acknowledge, clarify need, and move client toward quotation.

☎️ Calls / Landline

Landline: 015 880 2030

Response Time: Answer immediately or call back immediately.

Rule: Speak clearly, take details, and record the enquiry.

📧 Email

Email: info@limpopobranding.co.za

Response Time: Check and respond hourly.

Rule: Reply professionally with clear next steps.

📘 Facebook

Page: @Limpopo Branding Services

Response Time: Within 15 minutes

Rule: Respond to inboxes, comments, and lead enquiries promptly.

🌍 Website

Website: www.limpopobranding.co.za

Response Time: Treat website enquiries as urgent leads.

Rule: Confirm receipt and guide client to quote process.

📍 Google Profile

Profile: Limpopo Branding Services

Response Time: Monitor regularly during working hours.

Rule: Respond professionally to enquiries, reviews, and messages.

Response Time Standards

Channel Standard Response Time Expected Action
WhatsApp Within 15 minutes Acknowledge, clarify, quote or capture lead
Facebook Within 15 minutes Reply to inbox/comment and move to quotation
Email Hourly Check inbox, respond, and confirm next step
Calls / Landline Immediate / call back immediately Answer professionally and record enquiry
Website Urgent lead handling Contact client and guide to quote process
Google Profile Monitor during working hours Respond to messages, questions, and reviews

Professional Etiquette

  • Always greet the client professionally and identify Limpopo Branding.
  • Ask clear questions to understand the service required before quoting.
  • Do not leave clients without a next step: quote, call-back, follow-up, or CRM entry.
  • Record all serious enquiries in Jetpack CRM for follow-up and tracking.
  • Keep communication polite, clear, and solution-focused.
  • Escalate complaints, urgent jobs, or unclear requests to the correct person immediately.
Every enquiry must be answered, understood, recorded, and followed up.

Lead Management

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Jetpack CRM – Quick Guide

Lead & Task Management Made Simple

1

Capture Client Details

  • Create a new contact in Jetpack CRM.
  • Choose the correct client type.
  • Fill in all client/contact information accurately.
Lead — New Lead Customer — Existing Client
2

Create Lead Task

  • Create a new task for the client.
  • Task name must include the company/client name and quote number.
Task Name Example
ABC Construction – Q1045
3

Tagging – Task Action Type

  • Use one of the following task tags to show the required action.
Follow Up 1 Follow Up 2 Follow Up 3 Call Client Email Quote
4

Lead Source

  • Select where the lead came from.
WhatsApp Email Walk In Website Facebook Referral
5

Description – Follow-Up Log

  • Log every interaction in the task description.
  • Write every new entry on top of the previous entry.
  • Reschedule the due date as required.
Description Format Example
02 May 2025
Action Taken: Called client
Client Response: Waiting for budget approval
Next Action: Follow up Friday

29 Apr 2025
Action Taken: Sent WhatsApp message
Client Response: No reply
Next Action: Call client

Important Notes

Always update the due date after each interaction.
Keep all follow-up history in the description log.
Every task must have a task tag and a lead source.
Consistent logging improves follow-up and sales conversion.
Log it. Follow it. Close it. | Every lead. Every time.