PodPros Internal

Company SOP's and Documentation

Communication & Tools

Created by: Alex Sanfilippo | Last Updated: 11/11/2022

  1. Slack is strictly for quick communication; no projects or tasks can be assigned from here.
  2. Front is for quick tasks from our members + quick discussion/solution finding using the Discussion feature.
  3. Notion is for managing our social media post schedule and keeping track of our communication with members.
  4. Trello is for tasks/projects that require more than just a few minutes of work.
  5. PodcastSOP is for our content strategy, any ongoing, multi-person assigned projects/tasks.

Front – Email management client

Trello – For projects/tasks/product development roadmap

Slack – For quick communication among the team

PodcastSOP – For reoccurring content releases

Notion – For social media management and release schedule + Our CRM for member/community communication

Demio – Webinar software for hosting our quarterly events.

Butter – For hosting our monthly webinar events + PodMatch Elite meetings.

Loom – For sending quick videos to members/emails responses.

Riverside – For recording PODTalks Quarterly keynote sessions.

Mailerlite – For sending mass emails to our members.

Canva – For design work, social media and blog post images.

Buzzsprout – Hosting provider for our podcast.

Grammerly – For proof reading and keeping our grammar right.

InstaText – For helping our blogger write more human content for readers.

Mighty Networks – Our primary community for our members.

Chase – Our bank that our softwares automatically send funds to.

Capital One – Our company credit card that we use for all of our purchases.

LastPass – For management of all of our passwords and logins.

Tresorit – For important document exchanges and data management and passwords.

CPA Portal – For content with our contracted tax expert/CPA.

FreeUp – For VA management, billing, and finding more team members.

Stripe – Our payment gateway for all of our softwares.

SiteGround – Hosting provider for our websites.

GoDaddy – Our website domain manager.

PayPal – For sending commissions to our members/other quick money transfers.

YouTube – For uploading all of our video content.

Facebook Profile – My personal profile for big announcements only.

Facebook Page – For all posts + episode releases + Reposting from Alex’s Profile.

Facebook Groups – For growing community among podcasters.

LinkedIn Profile – My personal profile for big announcements only.

LinkedIn Page - For all posts + episode releases + Reposting from Alex’s Profile.

Twitter Profile – For everything Alex feels like sharing (Mostly around podcasting)

Twitter Page – For sharing everything PodPros releated.

Instagram Profile – For Alex to share some personal stuff, but mostly to share podcasting big announcements.

Instagram Page – For all posts + episode releases + Reposting from Alex’s Profile.

Pinterest – For sharing any graphics/images we create. (Lots of reposting)

ASK JESSE FOR THIS LIST

Cultural

Here is a list of the initial steps/emails to send to new hires. (As quickly as possible, stop using email and start using Slack)

  1. Review resume
  2. Have a phone interview (if applicant fits what we’re looking for)
  3. Have an in-person meeting (if phone interview goes well)
  4. Hired: Onboarding
  5. Have new employee fill out W-9. In the email where we link to the W-9 from the IRS (https://www.irs.gov/pub/irs-pdf/fw9.pdf) Also mention the hours, and the pay that was agreed upon. And say this: “If you agree with the hours/pay and are ready to get started, please fill out the W-9 form and email it back to me.”
  6. Once the W-9 is returned and we’re in agreement, get them started.
  7. Send new employee the following in an email:
About PodPros (Read through this whole page, especially the “Our Core Values” section: https://podpros.com/about/ You’ll be seeing an invitation from the following:
  • Slack
  • Trello
  • PodcastSOP
  • Notion
Keep track of your hours: https://apps.apple.com/us/app/punch-time-clock-hours-tracker/id1400078107 ^ Once all of these things are done/setup, ask them to respond to the email. NOTE: Send them a voice text telling them that we can communicate that way while we’re getting things set up.
  1. Once they’ve completed signing up for all of the tasks above, send them the following:
PodPros Communication Workflow:
  1. Slack is strictly for quick communication; no projects or tasks can be assigned from here. (We do not use text messages or emails)
  2. Notion is for managing our social media post calendar and content.
  3. Trello is for tasks/projects that require more than just a few minutes of work.
  4. PodcastSOP is for our content strategy, any ongoing, multi-person assigned projects/tasks.
^ Ask the new employee: “Do you have any questions about how this works/flows?” Stuff new hires need to do on their own:
  • Join the PodPros Community
  • Sign up for LastPass so we can give them access to passwords

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Created by: Alex Sanfilippo | Last Updated: 11/10/2022

As a team, each of us has to do our due diligence when completing support emails/tickets or assigning them to other team members.

The most important thing we can do: Take yourself out of the task you're completing, and think, how can we build a TextExpander or automation around this so we don't have to do it again?

Support ticket/email assignment flow:
LEVEL 1 = Alecia
LEVEL 2 = Alex
LEVEL 3 = Jesse

Alecia: Before sending anything to Alex or Jesse, as yourself, "Why do they need to handle this? -and- "What needs to change so they don't need to receive a ticket like this in the future?"

Alex: When you receive something from Alecia, question it. Why was Alecia not able to handle this on her own? What have you not done to position Alecia for success?

Alex: When you receive something that you cannot handle and have to pass it over to Jesse, why? It is something he's not organized, or is it something that Alecia or I have not done? (Figure it out so Jesse doesn't have to do this again!)

Jesse: Every time you receive something from Alex or Alecia, make sure you're not just completing the email/ticket. Instead, ask yourself, "Why did they have to send this to me?" -and- "Were they right to send this to me? Or is this not a correct use of my time?"

When we're dealing with a mean or angry person, remember this: Every time something goes wrong, turn it into an opportunity to make it right and earn a raving fan.

Final reminder about our stance on members support: PodPros maintains a "nothing is urgent" mentality; instead, we have a culture of calm.

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PodMatch

Created by: Alex Sanfilippo | Last Updated: 11/04/2022

To access, visit https://podmatch.com/backend_core. Here is the definition for each option on the backend core that you'll find.

User Total View - Example text here...

Elite Leads - Example text here...

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PodLottery

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Subscriptions

Make a list of 100% everything we use.

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