CHASING THE EVENTS & ACTIVITIES

CHASING THE EVENTS & ACTIVITIES

WHOM – WHAT – WHEN

Some of the follow-up activity is “fixed-periodical”,

e.g.

• Annual Update (for candidates)
• Monthly Statements (for clients)

So software must define:

• Whom to send
• What to send
• When to send

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Some are “EVENT-BASED”,

e.g.

• Appointment can follow Interview.
• Interview can follow sending of Bio-data, etc.
• Sending Bio-data may or may not follow an Inquiry or an ESR
  (We do send Bio-datas on our own also)

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So the check should be:

1. Make a comprehensive list of all activities.

2. Arrange "sequentially" (the order in which these can happen / take place)

The moment any Staff member enters an activity or event, the System Software would Flash on the screen the next 2 or 3 activities and ask:

• Which of these is likely to be your next activity? $\underline{\text{tick } \checkmark}$
• When would you like it to be followed-up? $\underline{\text{enter date}}$
• For follow-up, Whom would you like me to send a reminder? $\underline{\text{enter name/co.}}$
• What type of standard letter or statement would you like me to send-out to that person?

Menu/Std. Letters		Std. Menu/Statement
a		1	$\checkmark$
b		2
c	$\checkmark$	3
d		4
e		5
f		6
g

 

NOW the System has clear "Instructions" in its memory which will activate the FOLLOW UP MODULE on the due date.

OR

The EDP Manager can activate the follow-up module, first thing every morning. The system will flash on the screen, one by one, all the follow-ups due on that date.

At this stage, EDP Manager has following choices / options listed against each Follow-up Activity:

# 1. Give a green signal to go ahead and print-out follow-up letters.

# 2. Because of additional information gained on the subject-matter during the intervening period, decide to RE-SCHEDULE the follow-up action. On "Reschedule" command, Computer will flash all the questions all over again and the EDP Manager (or Marketing Manager)

will enter a fresh set of instructions.

# 3. Decide to follow-up by "phoning / faxing / e-mail"

So he gives command "OVERRIDE"

All of these should get recorded in the PURCHASE ORDER EXECUTION file.

This file should be preserved until a few months after the order has been executed. Thereafter, it can be erased (DROP DEAD DATE?).

The purpose of preserving it for a few months is that, on occasions, there could be disputes with a Client - whether we had done our job properly / timely / efficiently etc. So we will need PROOF. We already had such disputes with

• Shah & Mahajan
• STP Ltd
• Mega-Meditex etc.

— when they asked us to refund advance.