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      Client Onboarding Guide

      Understanding Our Project Management Approach and How We Kick Off Successful Partnerships

      Welcome to the BS LLC Client Onboarding Guide! Whether you’re considering working with us or have just begun your journey, this guide will walk you through our comprehensive onboarding process. Our goal is to set clear expectations, establish seamless communication, and ensure a strong start for your project. The onboarding process is designed to provide transparency and alignment, ensuring that every phase of our collaboration is set up for success.

      Client Onboarding Overview

      The onboarding process at BS LLC is your introduction to how we manage projects, communicate with clients, and set expectations for success. Here’s what you can expect during this phase:

      1. Team and Partnership Setup:

        • Team Introductions: You’ll meet your core BS LLC team, which may include a Project Manager, Account Manager, and other specialists as needed.
        • Role Definition Using the DARCI Model: We introduce the DARCI model (Decision Makers, Accountable, Responsible, Consulted, Informed) to clarify roles and responsibilities, both internally and with your team.
        • Next Steps: We’ll share a detailed contact list, project org chart, and set up an initial introduction meeting.

      2. Project Overview and Objectives:

        • We’ll define the scope, goals, and expected outcomes of your project. This includes a discussion of key deliverables, timelines, and any initial challenges we should be aware of.
        • Output: A Project Overview document summarizing key objectives, outcomes, and initial priorities for the project.

      3. Communication Preferences and Meeting Structures:

        • Establishing effective communication is crucial. We’ll discuss your preferred methods of communication and meeting frequencies.
        • Meeting Types:
          • Weekly Project Status Meetings: Regular updates on project progress, upcoming tasks, and resolution of any minor issues.
          • Bi-Monthly Strategic Review Meetings: Deeper strategic discussions to ensure project alignment with business goals.
          • Ad-Hoc Meetings: Flexibility to address urgent needs or unplanned opportunities.
        • Communication Channels: Email for formal communication, text or phone for immediate needs, and Zoom for digital meetings. All meetings are recorded for reference.

      4. Client Portal Setup:

        • We’ll set up your access to the BS LLC Client Portal, your centralized hub for project management. The portal includes features like support ticket tracking, resource sharing, and real-time project updates.
        • Training Session: We’ll provide a brief walkthrough of the Client Portal so you’re comfortable navigating and utilizing its features.

      5. Tech Stack Audit and Initial Assessments:

        • If applicable, we’ll perform a quick review of your existing tech stack (web platforms, CRM systems, analytics tools, etc.) to ensure our solutions integrate smoothly with your systems.
        • Output: A Tech Stack Audit Report, outlining current tools and recommendations for potential integrations or optimizations.

      6. Project Management and Support Guidelines:

        • We provide an overview of our project management standards, including change management processes, how we handle project updates, and submission procedures for new requests.
        • Foundational Training: You’ll receive a series of onboarding emails covering essential topics related to your project, such as branding guidelines, HubSpot utilization, and project terminologies.

      7. Financial Information and Invoicing:

        • We provide clear and detailed information about payment schedules, invoicing methods, and financial policies. Our approach is designed to keep financial transactions transparent and predictable.
        • Payment Options Include:
          • ACH Transfers
          • Credit Card Payments: With a 3% processing fee per invoice.
          • Check Payments: Send checks to BS LLC, 151 W 4th Street Suite 700D, Cincinnati, OH 45202.
        • For any financial inquiries, our accounting team is available to assist at Accounting@bsllc.biz.

      8. Deliverables and Resource Collection:

        • We’ll gather all necessary resources for the project, such as brand guidelines, logos, patterns, photography, and any other materials needed to execute the project successfully.

      Project Management and Support Details

      Meeting Rhythms

      • Weekly Project Status Meetings: Provide consistent updates and ensure the project remains on track.
      • Bi-Monthly Strategic Review Meetings: Assess project alignment and plan for future phases.
      • Ad-Hoc Meetings: Address urgent matters or new opportunities with flexibility.

      Project Management Tools and Platforms

      • Client Portal Overview: Your one-stop shop for project management, resources, support tickets, and project tracking.
      • Website Designs: UX and UI designs presented in Figma for easy collaboration.
      • Project Presentations: Shared as meeting recordings, PDFs, or live links via Google Docs and Sheets.
      • Visual Assets: Organized and shared via Dropbox for accessibility and consistency.

      Change Management Process

      • Submission: Submit requests through your Account Rep or the Customer Portal.
      • Confirmation: Receive an email acknowledgment of your request.
      • Assessment & Quote: Review and estimation of costs and effort required.
      • Client Sign-Off: Approval needed before proceeding with changes.
      • Production & Review: Implementation and client evaluation before final acceptance.

      Tech Stack Overview

      • What is a Tech Stack? The collection of technologies used to build and run your projects.
      • Why It Matters: Understanding your tech stack helps ensure our solutions integrate seamlessly with your systems.
      • Common Areas Reviewed: Web platforms (e.g., WordPress, Shopify), CRM systems (e.g., Salesforce), analytics tools (e.g., Google Analytics), and collaboration software (e.g., Slack, Asana).

      Feedback and Continuous Improvement

      Your feedback is invaluable in helping us improve our services and partnerships. After project completion, we’ll encourage you to leave reviews on platforms like Clutch, Design Rush, and Google. For every review submitted, we support a charity of your choice as a thank-you for your feedback.

      Additional Information and Action Items Checklist

      • Communication Preferences: Please add BS LLC’s email addresses to your “Do Not Block” list to ensure you receive all communications.
      • Brand Asset Collection: For design projects, prepare and upload brand guidelines, logo assets, patterns, photography, and fonts here.

      Interested in Learning More?

      If you have any questions about our onboarding process or would like to see how we can support your specific business needs, feel free to reach out to us or schedule a consultation. For more detailed information, explore the following related articles:

      We look forward to working together and creating a successful partnership!