Purpose

To provide a standardized process for creating and delivering professional, clear, and compelling WordPress project proposals for clients.

Scope

This SOP applies to all team members involved in proposal creation at Axys Digital Marketing.

Process Overview

Initial Client Consultation

Gather detailed requirements during initial discussions or meetings.

Document key details such as:

  • Project goals and objectives.
  • Client pain points and challenges.
  • Functional and design requirements.
  • Budget and timeline expectations.
  • Competitor or inspiration websites (if any).

Research & Feasibility Analysis

  • Assess technical feasibility of client requirements.
  • Research industry trends, WordPress plugins, and tools relevant to the project.
  • Prepare a list of solutions or approaches to meet client needs.

Proposal Structure

Use the following structure to maintain uniformity across all proposals:

Cover Page

  • Company logo, proposal title, client name, date, and prepared by details.

Executive Summary

  • A brief overview of the client’s needs and how Axys Digital Marketing will address them.

Project Objectives

  • Clearly defined goals for the WordPress project.

Scope of Work

  • A detailed description of deliverables, including:
    • WordPress theme customization/development.
    • Plugin development or integration.
    • Responsive design (mobile-first approach).
    • SEO setup and optimization.
    • Security measures and maintenance.

Project Timeline

  • High-level milestones and estimated timeframes.
  • Qualifications and Experience
    • Showcase team expertise and relevant case studies
    • Highlight unique qualifications and success stories

Pricing & Payment Terms

    • Provide a detailed cost breakdown for each phase of the project.
    • Payment terms and milestones.

Team Overview

  • A brief introduction to the project team and their roles.

Terms & Conditions

  • Legal and operational terms for the project.

Call to Action

  • Next steps and contact details for further discussions.

Review Process

Internally review the draft proposal for:

  • Accuracy of technical details.
  • Alignment with client requirements.
  • Grammar and formatting consistency.

Send the proposal for final approval by Kandarp Bhatt or the designated senior team member.

Client Submission

  • Convert the proposal into a professional PDF format.
  • Use a personalized email to deliver the proposal to the client, ensuring a follow-up schedule is in place.

Post-Submission

  • Track client responses and feedback.
  • Schedule follow-up meetings for clarifications or negotiations.
  • Update internal records with the final status of the proposal.
  • Follow Archiving
  • Update Zoho CRM

Archiving

Documentation

  • Archive the final proposal and supporting documents
  • Ensure easy retrieval for future reference

Lessons Learned

  • Conduct a post-submission review
  • Identify lessons learned and areas for improvement

Document Standards

  • File Naming Convention: [ClientName]_WordPressProposal_[Date].pdf
  • Proposal Template Format: Standardized templates in Word or Google Docs.
  • Version Control: Maintain a version history for all proposals.

Checklist

Initial Client Consultation

Conduct a detailed discussion with the client.

Document the following:

  • Project goals and objectives.
  • Pain points or challenges.
  • Functional and design requirements.
  • Budget and timeline expectations.
  • Competitor or inspiration websites.

Research & Feasibility Analysis

  • Assess the feasibility of client requirements.
  • Research industry trends and suitable WordPress tools/plugins.
  • Prepare a list of recommended solutions or approaches.

Proposal Structure

Cover Page

  • Add company logo and title.
  • Include client name, date, and prepared by details.

Executive Summary

  • Summarize the client’s needs and Axys Digital Marketing’s solutions.

Project Objectives

  • Clearly define project goals.

Scope of Work

Detail all deliverables, including:

  • WordPress theme customization/development.
  • Plugin development or integration.
  • Responsive design (mobile-first approach).
  • SEO setup and optimization.
  • Security measures and maintenance.

Project Timeline

  • Provide a high-level milestone chart with estimated timeframes.

Pricing & Payment Terms

  • Include detailed cost breakdown and payment milestones.

Team Overview

  • Introduce the project team and their roles.

Terms & Conditions

  • Add legal and operational terms for the project.

Call to Action

  • Provide next steps and contact details.

Review Process

  • Check for technical accuracy.
  • Ensure alignment with client requirements.
  • Proofread for grammar, tone, and formatting consistency.
  • Send for final approval by Kandarp Bhatt or designated senior team member.

Client Submission

  • Convert the proposal into a professional PDF format.
  • Personalize the email for proposal delivery.
  • Schedule a follow-up reminder.

Post-Submission

  • Track client responses and feedback.
  • Arrange follow-up meetings for clarifications or negotiations.
  • Update internal records with the proposal status.

Document Standards

  • File named using the format: [ClientName]_WordPressProposal_[Date].pdf.
  • Use the approved Axys Digital Marketing proposal template.
  • Maintain a version history for all drafts.