Once the client approves the project, it can be tempting to move on, but it’s important to fulfill the following responsibilities:<\/p>\n
Firstly, ensure that the client has downloaded their final files within a reasonable timeframe, typically a couple of weeks. Inform them that the project will be archived, and the Dropbox links will no longer be valid. Encourage them to keep their own copies, and provide them with the long-term archive link if necessary. Let them know that we keep archives for 1 year even though we\u2019ll keep them for 2-3 just in case.<\/p>\n
When you go to a project in Podio that’s been archived, there should be a specific Archive link that will take you to the archive server. You can either request that project to be de-archived by the general manager or you can have the team just download directly the files they need and place them in the new project.<\/p>\n
Typically we don’t take an archived project in Podio and move it back to Work In Progress. It’s better to create a new project. So if the project was originally “Client XYZ Homepage Video” and a year later they came to make changes we could call the new project “Client XYZ Homepage Video Update.”<\/p>\n
You’ll also want to reference the old project on the new one in Podio.<\/p>\n
It’s critical that we name projects well so they can be easily searched and understood in the future.<\/p>\n
Have the creative team review project files and add any to the client library for future use. Update Client Preferences with any new information.<\/p>\n
Next, check in with the client to ensure their satisfaction with the project and ask for feedback on how to improve our services. Consider sending a satisfaction survey.<\/p>\n
Schedule a follow-up with the client for their next project, whether it’s soon or a year away. Ask when to follow up and create a task to remember. If the client has ideas for their next project but won’t start for a while, create a “Not Started” project or a task in the Client section to store their ideas for future reference. Set a reminder to follow up.<\/p>\n
Review billing, hours, and project effectiveness with the team to identify areas for improvement. Address non-billable time and ensure billing accuracy to avoid spoiling a good client relationship.<\/p>\n
It\u2019s critical that we\u2019re organized in our project files so that we can reference and know where to find files. Client Library folders are made to store files that will be used from project to project. You should have access to the 03 Client Library folder from your Dropbox account.What about when you need to pull files from an old project? We tell clients we keep files for a year<\/strong>, but in reality, we\u2019ll keep them for 2-3 years. Because we\u2019re organized, our clients are delighted when we can quickly find the files they need or we can easily start on their next project because we\u2019re organized. <\/p>\n There will be times you’ll need to reference old projects. <\/p>\n Please keep in mind that we can reduce the need to pull old project files by creating a Client Library<\/strong> folder where we can store files that are reused from project to project.<\/p>\n For some clients that create many more projects each month than others, we create a specific archive folder for them. This is a new process so there maybe changes to the video below but basically you’ll be putting projects for that client into their own project folder and not create an archive link for Podio.<\/p>\n So for example, in the video above it shows Five Star Franchising having it’s own folder for each year. Instead, they will have just one folder for all project files. This makes it simpler to make a link for the client to reference.<\/p>\n With one folder, we can create a Pretty Links link that we can give to the client to reference.<\/p>\n To get access to the server computer you’ll need to work through GetScreen.me and use the link that will give you access to the computer.<\/p>\n","protected":false},"template":"","yoast_head":"\nAccessing Archived Projects<\/h3>\n
\n
Long-Term Clients<\/h3>\n
GetScreen.me<\/h3>\n