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Step 1: Initial Contact

Duration: 10 minutes Owner: Account Manager Tool: Notion, Email, Phone

Objective​

Establish first touchpoint with new client, gather basic information, and schedule comprehensive needs assessment.

Inputs​

  • Lead information from marketing or referral
  • Client name, company, contact details
  • Initial project description (if available)

Activities​

1. Review Lead Information (2 min)​

  • Check existing information in Notion Leads database
  • Review any prior interactions or marketing materials sent
  • Identify client industry (theater, film, TV, events, private)
  • Note any special requirements or urgency indicators

2. Initial Outreach (3 min)​

  • Send welcome email using template (see SOPs)
  • Introduce Kyndof capabilities and process
  • Propose times for needs assessment call
  • Include portfolio link and relevant case studies

Email Template Fields:

Subject: Welcome to Kyndof - Let's Create Something Amazing

Dear [Client Name],

Thank you for your interest in Kyndof! We specialize in [custom costumes/fashion pieces]
for [theater/film/events] and would love to learn more about your project.

I'd like to schedule a brief 15-minute call to understand your needs and see how we
can bring your vision to life.

Are you available [Date/Time Options]?

In the meantime, here's our portfolio: [Link]

Looking forward to collaborating!

Best,
[Account Manager Name]

3. Create Notion Entry (3 min)​

  • Move lead from Leads database to Clients database
  • Status: "Onboarding - Initial Contact"
  • Log initial contact attempt
  • Set reminder for follow-up if no response in 24 hours

4. Schedule Needs Assessment (2 min)​

  • Once client confirms, send calendar invitation
  • Include Zoom/Meet link
  • Attach onboarding questionnaire for client to review before call
  • Set internal reminder 1 hour before call

Outputs​

  • Welcome email sent
  • Notion client entry created (status: "Onboarding - Initial Contact")
  • Needs assessment call scheduled
  • Pre-call questionnaire sent

Success Criteria​

  • Response from client within 24 hours
  • Call scheduled within 3 business days of initial contact
  • Client has received onboarding questionnaire

Common Issues & Solutions​

IssueSolution
No response after 24 hoursSend follow-up email, try phone if available
Client wants immediate quoteExplain need for needs assessment to provide accurate pricing
Client time zone conflictsOffer early/late slots, use async video intro if needed
Unclear project scopeSend questionnaire first, schedule longer assessment call

Tools & Templates​

  • Notion: Clients database
  • Email: Welcome template (see SOP)
  • Calendar: Booking link for needs assessment
  • Google Drive: Onboarding questionnaire PDF

Next Step​

Step 2: Needs Assessment