Digital Agency Delivery Process - From Initial Call to Kickoff

If you have a bunch of leads, you’ve sent cold emails and you got meetings on the calendar you’re probably on the right track. But do you know what’s next on your agency’s delivery process?

In this blog post I want to break down everything to do next. From reaching out to the clients, the sales call, the process of the contract draft, tips and tricks on how to add the legalese to it, all the way to the kickoff.

So, how do projects come together and how do they start?

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  1. Qualification call

You want to know your clients before you start drafting your proposal. This is where you get on with the client and try to assess their needs. It’s important to ask them about what they’ve done in the past, whether they’ve worked with other agencies like yours, what they’ve dealt with and what they are dealing with now.

The main goal is to qualify them and make sure they have the budget. Once you’ve learned everything involving their project and their app your team goes back and put together the proposal that’s meant to explain the whole project.

 2. Sales call

Next step on your delivery process is the ‘sales call’ where you present the proposal to the client. I only recommend sending the proposal about five minutes before the actual call, that way you have a chance to walk them through, explain everything and how do you plan to the kickoff, also that way they’re not going to get turned off the price is too high.

Back to what i’ve said in previous posts, you never want the first time a client sees your pricing to be without you in the room. You always want the pricing to be discussed together so you can answer any questions.

3.  Draft a contract

Don’t know how to draft a contract? It’s OK! You can talk to a lawyer that will help you write out the initial proposal template and add legalese to it, depending on what type of company you have. Some agencies will have the main contract and then they’ll have another contract that outlines how they work together.

4. Legal review

If there’s a problem with the contract or any doubts, the next step is the legal review call where you and their lawyer –if they’re a bigger company- or you and them will go through the legalese and make sure everything is good to go and all matches. Afterwards, if everything looks good, they will sign

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5. Kickoff the project

The way we do it at X27 and at Dom&Tom as well, the salespeople handle everything up to the kickoff, the back-and-forth, the proposal writing and the pricing, and coming up with legal language. Legal will look over the contract and then we’ll go to the client.

Once everything is signed and the client has paid, the kickoff is on the calendar which is where the production team and the project manager comes in and outlines the entire process.

At X27, we wait at least two weeks from signing to kickoff which gives us enough time to get the team ramped up and if we’re ever ‘punching above our weight class’ and we need to hire, two weeks is more than enough time to find a good person. Same for your agency, if you prefer, you can wait two weeks put together this kickoff.

That’s the whole process, after the kickoff you’re in production which is a whole different blog post on how to actually deliver projects and then present projects so that clients want to keep working with you. That’s another blog post we’ll do in the future, but for now that is the agency delivery process and timeline from that initial call all the way down to the kickoff.

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