Best Practices

Ad and PR Agencies and Marketing Consultants are improving productivity and client service, using WebEx WebOffice. WebEx has interviewed many of these clients about their usage of WebEx WebOffice. Here you’ll see how Ad and PR agencies are using WebOffice to their advantage.

Create a central repository online where everyone in your agency can access copy during creation, review and approval stages: ad copy, press releases, production information, transcripts from interviews, client proposals, and presentations. With the WebOffice Document Manager, you can pinpoint the information you need in just seconds with Advanced Search and the optional Full-Text Search feature.

Create a document repository to archive press releases already released, published articles, and copies of completed brochures, print ads, direct mail pieces, etc. You can create a Folder within this archive for each client’s materials.

Create a library for all logos, photos, identity and graphics and make it accessible to everyone in the agency. You’ll always have the most current version of the art work handy to send out to the printer, the client, the graphic designer – whoever needs it right away.

Create a library of proposal templates and forms for all your account executives to access and share. You can do this by designating a folder in the WebOffice Document Manager. You’ll save time and effort, when your account executives need to create a proposal for a new client and can easily locate the most recent version of proposals targeted at that particular client type.

Share the latest client presentations with your entire staff by posting them on the WebOffice Document Manager. Use the WebOffice check-in, check-out feature to be sure that the most up-to-date version of each presentation is always available online. Your account representatives can conveniently download a fresh copy of the presentation, no matter where or when they need it.

Set up special Guest Folders for each of your clients in your WebOffice Document Manager. Clients and your agency's account executives can access that folder and all the documents in it and use it as a collaborative workspace to review and edit client documents -- exercising accurate version control throughout the process. Post and share for review drafts of: Ad and brochure copy, press releases, trade show event logistics, marketing proposals, specifications for give-aways, etc.

Provide training for your account executives using WebEx Meetings – no matter where your account executives are based. With WebEx Meetings, you can schedule and conduct training sessions for your employees worldwide, and never leave headquarters. You can hold WebEx Meetings instantly, to address timely business issues. You can use the WebOffice Document Manager to post important agency documents for new employees – documents covering procedures, services, competition, sales skills and other topics useful to account executives.

Distribute sales goals and performance data to agency account executives using the WebOffice Document Manager, Database Manager, and Announcements on the WebOffice Home Page. Use the WebOffice Discussion Forums to maintain an ongoing dialogue among the sales representatives and home office marketing personnel.

Post client meetings, meetings for creatives, company events, and such on the WebOffice Online Calendar. Each account executive can selectively maintain the privacy of their own personal appointments, while sharing their professional schedules with the rest of their teammates.

Build a knowledge base about each client's major competitors, using the WebOffice Database Manager. Make the information immediately available to your account executives and clients. Allow your clients and account executives to add information to this database and watch it grow.

Centralize your client contacts database. Use the WebOffice Contacts Database, or the Database Manager to organize your client contact information. Use the activity log to track client interaction, so anyone in your organization can check to see the last time contact was made with a client and pick up where the last service representative left off without missing a beat.

Fire up your team by announcing the latest big client you've landed, the employee of the month, or other significant business events. Use the WebOffice Announcements section on the Home Page to bring the latest news to your organization. Everyone will see your Announcements as soon as they log in to WebOffice. And, you can customize the WebOffice Announcements Window with your own graphics and photos, so that becomes your agency’s online newsletter.

Gather feedback from account executives with WebOffice Opinion Polls or generate ideas about products, services and marketing campaigns with Discussions Forums. Both applications let you and your account executives share information at your own convenience - anywhere, anytime.