Now that we have completed the end of session tasks we need to start the next session tasks. This is an important process because the clients will be waiting on a proper follow-up to their next session. So let’s dive in!

Tasks List

• Creat new session ticket
• List Item #1
• List Item #1

Create New Session Ticket

For this tasks refer the end of session notes and look at the details for the next session located at the bottom (last page).

1.Log into Hubspot and click on ”Service” and then ”Tickets”.

2. Click on ”Create Ticket”

3. Enter the following info:

1. Ticket Name (like this EOS | SESSION TYPE | COMPANY NAME). 
2. Change Pipeline to ”session pipeline”
3. Enter ”EOS Session Tool” (found in the notes, leave blank if there is nothing in the notes)
4. Change owner to our client’s name
5. Add EOS Session Date (found on the last page of the end of session notes)
6. Add EOS session hours ( 9h à 17h or 9h à 17h x 2 (for annual session of 2 days))
7. Add EOS Session Fee (look for info in client’s profile)
8. Add EOS Session Place (found on the last page of the end of session notes, look for location)
9. Enter KM Two-way by using Google Maps
10. Associate ticket with company
11. Click create

4. Go to clients profile by clicking on  Contact and then companies.

5. Click on the company name. You can use the search to find the company faster

5.1 Modify next session info in the left side bar (can be found on the last page of the end of session note):

– EOS Next Session Date
– EOS Session Hours (add hours if blank, look at the calendar to verify that the date is the same. If, not right in the new session hours)
– EOS Next Session Type
– EOS Session Place or tbc or tbd
-EOS Session Tool

6. Send Next Session Prep email to clients. Start by clicking on the activities tab and then the emails tab.

Here is a list of the emails templates for the session that you will need:

6.1 Focus day (FD) 
– EOS | Session | Focus Day 
or
– EOS | Session | Journée Focus

6.2 VB1 or VBI
– EOS | Session | Vision Building I
or
– EOS | Session | Bâtir Vision I

6.3 VB2 or VBII
– EOS | Session | Vision Building II
or
– EOS | Session | Bâtir Vision II

6.4 Quarterly
– EOS | Session | Quarterly
or
– EOS | Session | Trimestriel

6.5 Annual
– EOS | Session | Annual
or
-EOS | Session | Annuel

**For virtual sessions the email templates will be named the same with the except of the word session that will be virtual session. Ex.: EOS | Virtual Session | Session Type

7. Click on create email

8. Open company contacts in separate tab

9. In the contacts tab, sort by the column EOS Role by clicking on it. We send next session emails to LT members only and we add the admin in cc.)

10. Go back to the company profile and open the blank email.

11. Click on “to” and select all of the email addresses that are LT member according to the contacts list.

12. Click on cc and  select the email of the admin contact

13. Click on Templates

14. Type session type in search and select email template

15. Make sure that the email is correct with the right date, time and location.

15.1 Link to next session ticket (you can also do it after you click send if you forget. Like in the picture below)

16. Click send

17. Create calendar event and enter event name (EOS | Session Type | Company name), location (if tbd or tbc leave blank) and each LT member and an invitee and click send.

18. Go to the sales in Hubspot and click on tasks

19. Close task Send LT Email

20. Modify dates of the other tasks according the instructions in the brackets.

**Please note that sometimes the contacts list with  LT member is not accurate, please refer to the end of session note and count every leader on there and compare to the list in Hubspot. The end of session note would be the most accurate list of contacts that are LT members. Add new contacts to the Hubspot list and label them as LT member or remove the LT member from those who are not in the end of session notes but do not delete them. When in doubt just send an email to the admin contact to clarify. There is an email template for that name ” Pre-session admin contact follow-up”. The template is available in French or English

This tutorial is about completing tasks related to the end of a coaching session. To be understand these tasks, let me know explain this client’s coaching process pipeline. Once a potential client of his (company) expresses a want to have coaching sessions they start out as a lead. During the lead process they do not have full coaching sessions which minimizes the administrative tasks. However, once they decide to fully continue the program they start with their coaching session called focus day and from there the coaching journey cycle begins. This tutorial will be doing tasks a little backwards because once the client completes their first official session (Focus day), these set of tasks will be the process going forward for each of the following sessions until the end of the coaching journey. As for the first session (Focus Day), please see this tutorial.

Key Points

• We use a pipeline that highlights each stage of the tasks you will see in this turorial
• When the deal in the pipeline moves to a stage it generates a set of tasks for the client and the VA
• You must complete the tasks according to this tutorial and then mark them as complete in the CRM

Task List

• 1. Record session in CRM
• 1. Record session in CRM
• 1. Record session in CRM
• 1. Record session in CRM

Record session in CRM

1. When our client completes a session with his client, he send us an email of his notes for that session. We must enter information found in the notes in two CRMs (Hubspot and Salesforce). This is what the email looks like below. Click on the email to begin the series of tasks

2. Click on the notes document found in the email to open.

3. Click on download to download file to your computer. Leave note open or open in adobe or other.

4. Use open notes to get the information needed to enter information in Hubspot. In the image below, you will find the information you need to look at in order to perform this step and for the entry in Salesforce.

Page 1

On the first page, we are looking for the:

1. Name of the session
2. Name of the company
3. Date of the session
4. Names of the leaders

The fields listed are underlined in yellow

Page 4

On the fourth page we are looking for:

1. Average*
2. Next Session Date
3. Type
4. Tool
5. Location**

* If the Average is not there, you must calculate it yourself. To calculate the average you must add the rating of each leader and then divide by number of ratings. Take note that sometimes you will find the ratings on page 3 and 4.
** If the location is just a name, type the name in Google to find the address or you can look at the previous session location in Hubspot to see if it is the same location.

5. Login to Hubspot at app.hubspot.com

6. Go to service and click on ticket

7. Search by name of session and then choose the session with same date and client name as the session notes. Click on the ticket name to open.

8. Click on Notes and then create note

9. In the note enter #stb and select ” Session Ticket Debrief Template ”.

10. Once the note template uploads, keep session name as is or modify, enter company name and date.

11. Upload session notes document to the hubspot notes. Click on the paper clip and then ” upload new ”.

12. Select file and click open.

13. Save the hubspot note

14. Enter the ”Average” in the ”EOS Session Score” field in left side bar and click save.

15. Log into Salesforce with your assigned Gmail account and click on ”ACCOUNTS”.

16. Select the company name found in the session notes.

17.  Click on ” New Session ”

18. Select the appropriate session type and click next.

19. Modify date in the name, date field, stage to completed, enter session amount** and change ” # of days ” field, if needed (Only for Annual Sessions, for all other sessions leave at 1). Enter rating and click save.

** The amount can be found in the left side bar in the companies profile in Hubspot. Each amount is different per client, so please check. When the session is an annual session then multiply the amount by 2.

20. Move Gmail of session notes to the label called ” Debriefs Done ”.

And we are done with the end of session tasks! Now on to the next session tasks!

21. Go to Sales and click on tasks

22. Close Record EOS Session Tasks

23. Move deal to next stage

24. Close Move deal to next stage task and follow the next list of tasks**

**When you move the deal to the next stage in the pipeline, new tasks are generate for the next session. However, not in every case. Sometimes the new tasks generated are for an extra step in between the last session and the new session (Like in the case of Vision Building 2 (VB2) end of session). If you read each task you should be able to not make mistakes.. 

Next Session Tasks

This is a fairly simple task. This test is given to clients to complete before the focus day meeting. Once the tests are completed, the results are received through Hugo’s inbox. We then click on the link in the report of each client report, print to save and then file the reports in the appropriate folder in Google Drive. If some reports are missing, we will need to follow up with the person by email and remind the, to complete the organizational checkup. Here is how to do the task in details:

• 
  1. Test Results Received by Email
  
• 2. Click on The Link of The Report
• 4. Rename File
• 5. Create New Client File
• 6. File in Org Checkup Folder
• 7. Delete Client Files Saved on Your Computer

Test Results Received by Email

1. Click on organizational up email 

2. Click on ” See your results here.

Print and Save to PDF

1.Select Print from the options menu

2. Select “Save as PDF” and click “Save”

3. Rename document ” Organizational Checkup Client Name – Company.pdf “

Create New Client Folders

1. Go to the Google Drive 

2. Click on ” shared with me ” and then ” Zenyth – Clients “

3. Click on “New” 

4. Click on ” New Folder “

5. Enter new folder name with company name and the click “Create”

6. Create the following six subfolders for the new client’s folders following steps 3 to 5.

• Debriefs
• KOLBE
• Org Checkup
• Partagé/Shared
• Proposals
• Rocket Fuel

File organizational checkup

File client’s organizational checkup in the Org Checkup Folder

1. Double click on the folder ” Org Checkup ” to open

2. Click on ” New ” and then ” File Upload” or drag and drop file in the folder.

3. Select File and Click ” Open “

4. The file is in the folder.

Conclusion

That’s pretty much it for this task. As a reminder, when a client starts his coaching journey each participant in the group will complete this assessment. We need to perform these steps for each participant, create one company folder and 6 subfolders and then upload each org checkup of each participant into the org checkup folder.