Trade Partner Communication GUIDE & Onboarding

ONBOARDING A NEW TRADE PARTNER

**Do we need to communicate with more than one person in their organization? If so, we need to know each person's active email address, contact number, mailing address, trade partner's role, and/or the circumstances under which we should communicate with them!

Process of Onboarding a Trade Partner

Create a new board on Monday.

Onboard Trade Partner - Step 1 - create board

Add Trade Partner to CoConstruct and create to-do in Admin project for necessary forms.
We have to request their W-9 Form and Insurance Coverage if available.

ON-boarding Trade Partners - Step 2 - add to CoConstruct

Receive COI & W-9, then add to board in Monday.

Onboarding Trade Partner - Step 3 - update COI W-9 board

Add a new vendor to Quickbooks.
After the vendor’s name, add an asterisk (*) to designate that the check is to be mailed. We must have a mailing address.

On-boarding Trade Partner - Step 4 - Add vendor to Quickbooks

Upload documents to CoConstruct and link it to Quickbooks vendor.

On-boarding Trade Partner - Step 5 - link vendors

Send Training materials to the new Trade Partner- Step 6

Training materials are located on the Onboarding Trade Partner template.

VIDEO TURTORIALS FOR TRADE PARTNERS

how to use Eagle view

How to use eagle view.mp4

HOW TO USE BLUEPRINTS

How to use the blueprints.mp4

HOW TO USE MATTERPORT

How to use Matterport.mp4

TRADE PARTNER COMMUNICATION GUIDE AND TIPS

text message

What is a text message?

Text messaging, or texting, is the act of composing and sending electronic messages, typically consisting of alphabetic and numeric characters, between two or more users of mobile devices, desktops/laptops, or another type of compatible computer.

When should you send a text message?

Text messages are for urgent matters that need an immediate response. This matter is urgent but not as urgent as you need to make a call.

Note: Don't forget to introduce yourself first, you're name, and the company you are associated with.

All TP/PM should have an active US number, we will send a test message to know if the given number is active.

"Hi, this is (Your Name) from Burr Oak Capital. This is a test message, please reply with your complete name once you received it. Thanks".

When should you respond to a text message?

Since text messages are for urgent matters, the receiver of the text message should reply as soon as he sees the text message.

When should you follow up with a text message?

You may follow up with a text message after an hour. When the text message receiver doesn't respond, it is suggested to make a call.

CALLS

What is a telephone call?

A telephone call is a connection over a telephone network between the called party and the calling party.

When should you make a phone call?

Phone calls are for very urgent matters that need an immediate response. This matter is more urgent than a text message. This is primarily used for emergency circumstances. Make sure that you send a text message first to the receiver to notify him about the subject of the call and that you are calling to discuss the matter.

Note: If it is the first time making a call to somebody, send them a text message first, introducing yourself and what the call is about.

When should you respond to a phone call?

Phone calls are for very urgent matters, the receiver of the phone call should answer it as soon as he receives the call. The caller would not call if this is not very urgent or an emergency.

How many phone call attempts you can make?

When the receiver of the call didn't pick up the phone, the caller can make up to 3 times phone call attempts. When the caller didn't still pick up the phone, it is suggested to leave a voicemail and text message to notify the receiver of the urgent matter and to call back immediately.

When should you follow up with a phone call?

You may follow up on a missed phone call after an hour and make another up to 3 times phone call attempts again.

advantages of email

When it comes to convincing people that learning how to email is better than making phone calls, it's important to highlight the advantages of email over phone calls. Here are some points that you can use to make your case:

1 Email is asynchronous: Unlike phone calls, emails can be sent and received at any time. This means that you don't have to worry about interrupting someone's day or catching them at a bad time. They can respond to your email when it's convenient for them.

2 Email is more efficient: With email, you can send the same message to multiple people at once. You can also attach files, links, and other resources that people can access at their own convenience. This can save time and effort compared to making individual phone calls.

3 Email is more organized: Emails can be organized into folders, searched, and archived. This makes it easier to find and reference old messages. Phone calls, on the other hand, can be harder to keep track of, especially if you don't take detailed notes.

4 Email provides a written record: When you communicate via email, you have a written record of the conversation. This can be helpful for keeping track of details, clarifying misunderstandings, and resolving conflicts.

5 Email is less intrusive: Unlike phone calls, emails don't require an immediate response. People can read and respond to them on their own schedule. This can reduce interruptions and distractions throughout the day.

By highlighting these advantages, you can make a strong case for why learning how to email is better than making phone calls. It's also important to emphasize that email shouldn't be used exclusively - there are times when a phone call is more appropriate or efficient. But having the option to communicate via email can be a valuable skill in today's digital age.

EMAILS

What is electronic mail (E-mail)?

Electronic mail is a method of exchanging messages between people using electronic devices. An email was thus conceived as the electronic version of, or counterpart to, mail, at a time when "mail" meant only physical mail.

All TP/PM/Partners should have an active email, we will send a test message to verify if the account is active, if not partner should make a new one.

"Hi, this is (Your Name) from Burr Oak Capital . This is a test message, please reply with your complete name once you received it. Thanks".

aLL ABOUT GMAIL

Gmail Tutorial

When should you send an email?

Emails are not for urgent matters. Thus, it does not need an immediate response.

When should you respond to an email?

Since emails are not for urgent matters, the receiver of an email can make a reply up to 24 hours from the time the email was sent.

When should you follow up with an email?

The sender of the email can follow up with an email after 24 hours. When the receiver didn't respond, it is suggested to send a text message about the email.

How to change and customize Gmail Notification Settings iPhone

How to Get Alerts From New Mail Messages in Thread on iPhone (Notify Me)

Gmail Tips: How to Customize Your Gmail Layout + How to Organize Your Gmail Inbox

It is up to our partners on how they wish to look at their inboxes, but want I can recommend is to use the "Unread First" inbox type so that upon opening of their email they can easily see those email that has not read yet regardless of the date when it was received.

Gmail in Andriod devices

Gmail in Iphone

Gmail Tricks: How to Unsubscribe to unnecessary mails

Gmail Tricks.mp4

wHEN GMAIL IS NOT SENDING EMAIL

Globally, Gmail is used by million of people. However, this doesn't mean it is a perfect email app. Sometimes recipients don't get the emails. This could be temporarrily due to the Gmail server. After the server is fixed, Gmail will continue to send the emails. Sometimes the problem could be with the internet connection or the app.

Here are some ways to fix it.

OUTLOOK MAIL

Beginner's Guide to Microsoft Outlook

Outlook Email Alert Notification

Microsoft Outlook Tips & Tricks

HOW TO CLEAN UP your EMAIL

UNROLL.ME

Clean your inbox and unsubscribe from unwanted emails now! Just connect your email to see all your subscriptions, keep what you want, and unsubscribe from those you don't.

Cleaning your inbox has never been so easy, or looked so good! With Unroll.Me, we’ll show you all the subscription emails in your inbox, and give you full control over what you want to do with them. Easily unsubscribe from unwanted emails, keep the ones you want, and roll up those that you don’t want to unsubscribe from, but also don’t necessarily want to see in your inbox.

Click here to get the app: https://apps.apple.com/us/app/unroll-me-email-cleanup/id1028103039

Note: This app can only be use on mobile phones.

ATTACHING FILES/PHOTOS IN EMAIL

How to attach photos/files in email using desktop

How to attach files/photos in Gmail using your phone

How to attach files in Gmail using your phone.mp4

How to attach files/photos in any email using iPhone

How to download files in Gmail and where to locate downloaded files

How to download files.mp4

VIDEO CALLS

Why do we like calendars? becase they help us systemize our thinking. Take a look at the picture to your left. It also helps you not have to remember things- your calendar will do this for you!!! Also, it is a good way to line up your day to plan better. We suggest that you look at the calendar at the START and the END of your day so that you know what is going on and ad things to. your schedule.

See the tweet to the LEFT as an example. (please know, that this how to manual is a Level 1 item. The Calendar is a Level 2 item.

Calendar Invites

With Google Calendar, you can quickly schedule meetings and events and get reminders about upcoming activities, so you always know what's next. Calendar is designed for teams, so it's easy to share your schedule with others and create multiple calendars that you and your team can use together.

Google Calendar Tutorial for Beginners 2022

Calendar Invite Guidelines:

Send out immediately the Calendar Invite upon planning a meeting. Also, when asking for a meeting time, it is important to list some times that work for you. NEVER SAY "whenever works for you."

When scheduling a meeting, always provide 3 choices of dates/times.

For example:

Can we do it on, September 14, 2022, Wednesday 11 am to 12 pm or 3 pm to 4 pm?

September 15, 2022, Thursday, 1 pm or 4 pm to 5 pm.

September 16, 2022, Friday, 11 am, 1 pm, or 5 pm

The whole point of the 3 times, is that we avoid emailing back and forth-

If you (the person setting the meeting) suggests- and the other person just picks one, it is 2 emails,

If you set the meeting then ask for the times the other person is available and he suggests, then it is 3...

(One email exchange may not look that bad if you're getting 10 emails a day but for a person who let's say gets at least 50 emails a day, that one less email could save a lot of time and energy.)

How to respond to calendar invitations/event

General Information:

Responding to Calendar Invitation shows respect to the other person who invited you to the meeting by giving value to their time. So if you receive a calendar invitation please respond immediately so they can be notified if you can attend or not.

Google Meet

Google Meet is a video-communication service developed by Google. It is one of two apps that constitute the replacement for Google Hangouts, the other being Google Chat

Watch Video on the right to know how to use Google meet.

HOW TO USE GOOGLE MEET MOBILE APP 2022 Step By Step Tutorial For Beginners (ANDROID & IOS)

How to use Google Meet on an iPhone

Google Meet - English Closed Captioning

Currently only available in English. With Google meeting room hardware, you can make it easier to follow what's being said in a meeting by turning on captions, which show the text of the conversation.

Note: If you record a video meeting, you don't record captions. They don't appear when you play the recording.

We can also translate the caption, Translated captions are currently available for Google Meet meetings in spoken English. To use translated captions, “Captions” should be set to English and “Translated Captions” should be set to one of the translated languages (French, German, Portuguese, Spanish).

When you are in your Google Meet meeting it is easy to see the closed captions feature. Just click on CC that is at the bottom of your screen to turn on the captions, and as you and others speak the closed captions will appear you will only see the caption on your end unless others will also turn it on.

You might have to in the 3 dots, to see the caption option.

Click on the setting, this will help us see more options for the caption.

To use translated captions, “Captions” should be set to English, and “Translated Captions” should be set to one of the translated languages (French, German, Portuguese , Spanish)

Zoom

Zoom is a cloud-based video conferencing tool that lets you host virtual one-on-one or team meetings easily. With powerful audio, video and collaboration features, this remote communication tool connects remote team members with each other. Zoom's key features include: HD video chat and conferencing.

Zoom Cloud Meetings User Guide

1. How to start a scheduled meeting?

Tap the home icon on the menu bar
Tap your scheduled topic on the meeting list
Tap to start the meeting

How to use Zoom on iPhone and Android

2. How to start an Instant Meeting?

Tap the Home icon on the menu bar
Tap New Meeting on the Home screen to start an instant meeting.

How to make a Phone Call?

Tap the Phone Icon on the menu bar
Tap the country code to choose a country. Enter a phone number
Tap the Phone Icon to start the call

4. How to Join a Meeting?

Tap the Home Icon on the menu bar
Tap the Join Icon on the Home Screen
Enter the Meeting ID
Tap Join to start the meeting

5. How to Share Content

Tap the Home Icon on the menu bar
Tap the Share Screen icon on the Home screen.
Follow the instructions on the controller
The instructions will remain on the controller, even after the share is displayed on the Zoom Room display
Tap Stop sharing when you are done,.