Greetings, and Happy Monday. Here’s a few quick updates for those just walking in.
We are well aware of the drop in communication from admin and are in the process of upgrading our notification system to make it a little easier to get info about your account. For anyone looking for an immediate response, please avoid texting or iMessaging me as I am turning off notifications during the time I am updating accounts or doing admin work. I may respond, but for now please continue to email me important concerns or matters.
Because of the understood frustration of needing to contact someone and not being able to reach them I am bringing Jennifer Allen back to help with scheduling and organizing the place again. You may have met her before on email if so great, she’s still learning everyone’s names so please be patient. The way it will work now is when you need to reach me if I can I’ll answer it, if not she will handle what she can and relay the rest.
On phones we have decided to put a freeze on the Portland based answering service in favor of live in-house answering, or respoding to messages. But to be truthful we live on email and prefer everything be communicated on email so we can track it better. It’s been too often that there’s a misunderstanding about TOS when conversations take place on a rushed phone call. So unless we are scheduling a full block of time that allows me some time to prepare for the meeting, please use email.
On mail now that things are starting to straighten out I can discuss this further. We have been having trouble receiving mail the past few months. This was not an issue at the Convent location (now closed) but seems to be an issue on Flores. Could be an inherent problem with rented spaces but because most large companies refer bill payments to a PO Box I’m going to request the same. Our overall preference is to keep mail correspondence to a minumum as we still have to file, sometimes scan, and sort the mail once we get it. We’ll love you more if our preferred methods are used because that saves us a lot of time and allows us to do more.
On billing we understand it’s a mess. We currently use 3 popular softwares Quickbooks Online, Quickbooks 2015 for Mac, and Freshbooks. Not everyone is on the same software because each one did something different. Online is great for the mobile apps, QB 2015 makes statements and takes ACH transactions, and Freshbooks is just crazy fast. We will start phasing out QB online and eventually just have the remaining two, which brings me to the main replacement.
The online store is a mess. We know it’s in desperate need of a facelift. How could an office rank highly for physician social media, physician video editing, physician business cards, and bariatric marketing, and not have a nice looking store? Well I’ll tell ya, we spend all our time focusing on our customers sites. To be honest, I’d never expected us to stay busy all the time otherwise I would’ve waited to do an online store. In any case we are working on it, believe it or not it’s not broken it works, it’s just not pretty.
This week we will be busy getting meetings scheduled, refining Adwords automated reporting, and writing articles about the emails we send out. Here is a brief synopsis of each one:
Jennifer and I will be working double to make sure no one is interrrupted and that everyone gets meeting time. Because we want to maintain a flexible, fast changing schedule we are working extra to make room, fast changes, and improve on predicting the routine behind each week.
Refinined Adwords Reporting
For our Adwords clients we have most likely shared this info individually but Adwords management will become a paid monthly service. As part of that service we will be improving our reporting tools and drafting our automated reporting. Initially we imagine some of the reports will have too much information, or not be completely clear, we hope this week to clarify and improve upon that process.
Email Notifications and Spam
I’m not sure how it happened but we know most of our emails are going to spam that are not sent from me or admin. We will be creating a list of, ‘known,’ email addresses that we send from and will be doing an inventory of everything that’s out there. During this process we will be organizing the roles of each address, and be authoring information on how to create mail rules to bypass spam and for productivity. We’ll be writing for each popular mailing software and application.
That’s all for now. Thank you everyone for understanding the big undertaking and chemistry that this kind of company requires to run efficiently. We will be working to tie up the loose ends listed and be back to inform about any other future updates or issues of concern.
Thanks and have a great day.