Need your processes documented clearly? I’ll create a custom SOP that outlines each step, tool, and trigger—so your team can follow it without guesswork.

✅ Deliverables:

30-min kickoff call

1 custom SOP (up to 3 pages)

Clear step-by-step format with visuals or screenshots

Loom walkthrough

Responsible:

Systems Coordinator

Accountable: Director of Operations

Last Updated: Apr 15, 2024

Created By: Emily Wolfenbarger

Updated By: Emily Wolfenbarger

Time Estimate:

When a new client is identified, in BigTime create a client profile and create the project. This should be completed as soon as a potential client is identified, typically during pre-engagement or engagement phases. This is important for operational processes and structuring project tasks.

DI Team: identified team members who are responsible for session implementation; may include facilitator, Zoom master, shadowing, or other roles.

Potential Client or Client Prospect: an organization with the potential to be in an agreement with DI.

Client: organization in agreement with DI.

Potential client organization name,

Define whether this is an existing or new potential client,

Access to BigTime,

(optional) other identified project information.

First, in BigTime navigate to the My Company tab and select Project List:

For new clients or new potential clients, select Add New Client. Enter the client name as completely as possible. Do NOT add a Client Code. Click ADD:

Enter as much information as possible about the client, under the Client tab. This should include the client name and company website as a minimum. Google search for the client and scrape as much data as possible from the client’s website entering it into the appropriate fields. Then, select Save Changes:

Give the client an ID/Code. Aim for 3-5 letters that may be an abbreviation or a shortened version of the company name, such as DI for Dailey Innovations. Then, select Save Changes:

Navigate to the project tab by selecting the Details tab. In the ID field, add the Client ID/Code to the left of the numbers, so that the project ID is a combination of the existing numbers and Client ID/Code. Then, select Save Changes.

Next, complete as much information as is currently available regarding the project itself. Include the Current Status, Status Note/s, and any other Notes.

If members of the client team have been identified, enter their information under Client Contacts, by selecting Add Contact. Include as much identifying information that can be collected, updating throughout the course of the contract as possible:

When a previous or existing client requires a new project in BigTime, navigate to the My Company tab and select Project List:

Then, select Add Project:

Select Add Project, then scroll down to select which Client the project should be connected to. Select the Client, then click Add.

Transfer the existing Client ID/Code to the new Project by selecting Details, then entering the Client ID/Code before the numbers of the project ID field:

Next, complete as much information as is currently available regarding the project itself. Include the Current Status, Status Note/s, and any other Notes.

Lastly, select the existing client contacts and add them to the new project. Do this by navigating to the Client tab, then the Contacts tab, then click Copy under the Add Contact dropdown menu.

Select from the drop-down arrow the contact you would like to add to this project. This will transfer all the existing information for this contact into this client project. Add all relevant contacts to the project.

The task is complete when all known project and client information has been entered into the BigTime system.

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