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AV Process Guide
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⚡ Austin Visuals Internal

AV Operating Playbook

Welcome to the Austin Visuals training deck. Every section distills the current SOPs into day-one-ready checklists so a new teammate can understand the role, grab the right tools, and execute without hunting through scattered folders. TODO callouts flag items Matt or Nancy still need to finalize.
Inbound Lead Intake & Qualification
Purpose: Filter out unfit work fast and collect everything production will need.
Owner: Sales lead / Matt · Tools: Intake form, CRM, Dropbox client folder.
  1. Ask budget first. If it lands below the current minimum, route to the partner list.
  2. Collect scope: audience, delivery medium, runtime, style, references, funding source, deadline.
  3. Log how they found AV and capture keywords for SEO tracking.
  4. Send handshake email within 24h promising detailed follow-up inside 48h.
  5. Escalate to team for feasibility and pricing; request missing assets immediately.
SLA: 24h handshake, 48h status update. Risk: quoting without script/brand kit leads to rework.
Relationship Calling Program
Purpose: Keep AV top-of-mind with past leads and clients, harvest testimonials.
Cadence: Touch every 45–60 days unless Matt specifies otherwise.
  1. Work from prioritized spreadsheet; claim rows via color + initials.
  2. Use the conversational script, no hard selling. Ask what happened, what they value, and future needs.
  3. Capture ROI language/testimonials for marketing.
  4. Email weekly observations + metrics to Matt.
  5. Mark do-not-call instantly when requested.
TODO: lock a single follow-up rhythm; current docs cite 45-day and monthly.
Relationship Call Logging
Purpose: Standardize intel capture.
  1. Log attempts + outcomes, competitor chosen, price paid.
  2. Record key value drivers (speed, price, reliability, turnkey).
  3. Store testimonials, personal notes, next-contact date.
  4. Flag CRM upgrade need if spreadsheets start conflicting.
Agency / Partner Referral Outreach
Outbound workflow to build reciprocal lead partnerships.
  1. Identify agencies covering AV’s niches.
  2. Send intro template; position as visualization arm.
  3. Offer lead swaps / white-label support; log owner.
  4. Follow up quarterly with reels + wins.
Proposal Development
Purpose: Turn qualified needs into scoped, priced proposals.
  1. Consult team for scope, timeline, costs incl. admin/tax/contractor.
  2. Outline milestones, deliverables, revisions.
  3. Use correct template; proof everything.
  4. Store signed PDF; rerun feasibility if clients counter.
Include change-order clause for late scope shifts.
Creative Development Before Production
Paid pre-production offering when client lacks storyboard.
  1. Scope 10–25 hour creative sprint.
  2. Produce messaging, pacing, storyboard.
  3. Lock production budget only after blueprint approval.
Follow-Up on Dormant Prospects
Respectful check-ins for silent opportunities.
  1. Send concise check-in referencing prior call.
  2. Ask status and capture loss reasons.
  3. Log objections to improve proposals.
Project Kickoff & Team Mobilization
Start only when contract + deposit + assets are in.
  1. Confirm payment schedule/start date; log.
  2. Send high-priority brief; require 24h acknowledgements.
  3. Hold kickoff (internal + client); lock roles, risks, milestones.
  4. Use missing-input template if assets absent.
Client Review & Approval Workflow
Milestone reviews prevent late-stage chaos.
  1. Present deliverable, request consolidated notes.
  2. No advancing past storyboard/animatic/render without written approval.
  3. Log all notes; tie to objectives.
  4. Change orders for late logo/wardrobe/scene changes.
File Collection, Archiving & Best-Of Logging
  1. Ops contacts artist within 24h.
  2. Follow up every 3 business days until files complete.
  3. Send link to Matt before archiving.
  4. Update best-of sheet with NDA/publicity status.
New Project Folder Setup
  1. Create Client, Art, Client Reference, Project Files, Renders, Scripts, Uploads.
  2. Screenshot + send link to Matt.
  3. Record Dropbox link + NDA term.
Character Animation Pre-Production
  1. Collect approved turnarounds, expression sheets, props.
  2. Limit expressions/motions per proposal.
  3. Hand to 3D only after approval.
Fast-Turn / Rush Production
  1. Rebuild schedule with rush fees.
  2. Document client responsibilities.
  3. Require consolidated approvals inside 48h.
Contractor Delivery Standards
  1. Yearly agreement signed.
  2. Daily uploads + PM logging.
  3. Watermark previews; twice-weekly updates.
  4. No budget talk with clients.
TODO: confirm Asana vs Any.do as primary PM per project.
Social Media Planning & Publishing
Maintain 15–16 posts queued; seek approvals.
  1. Brainstorm in shared doc; tag by pillar.
  2. Get management approval; if delayed, pull evergreen.
  3. Load scheduler; note actual tool used + export weekly report.
  4. Send bi-weekly improvement notes.
Cadence: FB/Li company 3× weekly, Matt LI daily, Twitter 3× weekly, IG 1–2× day, Google Business 1–2× day.
Evergreen Content Reuse
  1. Tag evergreen-ready posts.
  2. Refresh hook/CTA/date references before requeueing.
  3. Note reuse reason in tracker.
Google Business / Local SEO Posting
  1. Structure: keyword + title + 100–150 word body + hashtags.
  2. Post 1–2× per weekday; rotate city/service combos.
  3. Link to proper landing page.
Newsletter / Seasonal Campaigns
  1. Choose business moment (Q4, trade shows, launches).
  2. Draft subject + proof-heavy body.
  3. Manual Mailchimp build; save PDF/HTML.
  4. Repurpose into LinkedIn + Google Business posts.
Blog Production Workflow
  1. Select topic via location + industry + service.
  2. Draft in Google Docs; get David’s review until trusted.
  3. Publish in WordPress; attach visuals (AI allowed, edited).
  4. Drop into Pillar Pack folder for reuse.
LinkedIn Growth Outreach
  1. Approve inbound requests after DMing first.
  2. Add 20–30 targeted connections/day.
  3. Use approved message templates; log responses.
Mutual NDA Execution
  1. Populate parties/date; send via e-sign.
  2. Store executed PDF in Legal ➜ NDAs (CLIENT_YEAR_MMDD).
  3. Note arbitration = Texas; term = 2 years.
Client Contracting & Payment Milestones
  1. Draft contract; align payment plan (default 50/25/25 unless noted).
  2. Collect deposit before work.
  3. Watermark/hold finals until paid.
Document rationale when mirroring client’s unique split.
Contractor Agreement Compliance
  1. Ensure annual signatures.
  2. Reinforce rules: no branding, daily uploads, no poaching.
  3. Escalate violations; withhold pay until resolved.
Review Collection
  1. Ask Matt before outreach.
  2. Send request w/ recap; follow up 1–2 weeks.
  3. Log review link/status.
Case Study Creation
  1. Notify David after archive.
  2. Track progress; follow up after 30 days.
  3. Log finished links + permissions.
Website / Contact Form QA
  1. Maintain QA sheet of forms/pages.
  2. Test forms weekly; verify inbox recipients.
  3. Browse sites twice weekly; send screenshots for fixes.
Client Portfolio Logging
  1. Research logo/summary; add to client page.
  2. Assign to David if writing needed; follow up weekly.
  3. Respect NDA/publicity rules.
Internship Outreach
  1. Maintain school/faculty list.
  2. Reach out every 90–120 days; log responses.
  3. Escalate promising leads to Matt.
SOP Documentation Standard
  1. Each SOP must list start/end, owner, roles, tools, SLAs, risks.
  2. Use naming convention SOP_NAME_vYYYYMMDD; publish to this page.
  3. Tony owns change log + review reminders.
Target Market Focus & Specialization
Business plan still holds: specialize to raise pricing power and increase repeat work.
  1. Pick priority sectors annually (medical device, legal visualization, industrial training, energy/utility).
  2. Align site content, outbound, and relationship calls to those niches.
  3. Track share of revenue from focus verticals; review quarterly.
Metric: target ≥60% of revenue from named verticals by year-end.
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