The Operations Manual outlines
procedures for conducting business as a representative of
MeshLink.
It is vital that these procedures be followed to ensure that all aspects of the business
run according to the structure. Study the document thoroughly.
Company Policy
It is important that MeshLink sales agents conduct business in a professional and
courteous manner.
The "customer is always right" attitude should prevail. Any questions or
misunderstandings can be directed to your immediate supervisor or can e-mailed to
head office
for prompt resolution. All work will be channeled through the MeshLink database, which
is accessed with a User Name and Password, supplied by MeshLink. A
casual/professional dress code is suggested when meeting any business associate, especially
potential clients.
Communication
It is important to stay in contact with contacts, clients and meshlink.info. All business
communication will be channeled through the MeshLink database. New reps will be issued
an meshlink.info email address. This address will be the initial of the first name, and then
the last name, followed by @meshlink.info i.e.
aparker@meshlink.info
Help Files
Help Files can be accessed to assist representatives if they need clarification on a
variety of subjects. If help cannot be found in regards to a specific problem, please,
email
us your questions or comments.
Company Positions
- Administration (ADM)
- Executive and Board - (EXE)
- District Sales Manager - (DSM)
- DSM shall attain its position by reaching the guidelines as specified in
Schedule A of its agreement unless otherwise specified by MeshLink. A DSM
shall have jurisdiction over a territory as specified in Schedule A of its agreement
with MeshLink, and shall be responsible for conducting business in this district as
specified therein. The DSM shall restrict its sales efforts to this area, or as outlined
in Schedule B of its agreement. If its territory requires further representation, the
DSM may introduce representatives to MeshLink who will then, based on acceptance, sign
a contract with MeshLink. A DSM shall be responsible for the initiation of any
Representative who will work in its territory per Schedule A. This will include
product, website and database training. Initiation shall include supplying representatives
with product for presentation purposes, brochures and business cards.
- DSM commission structure will be as specified in Schedule B of its
contract. DSM's will be independent operators and as such, be responsible for all costs
accrued while conducting meshlink.info business. All company business will be conducted as
outlined in this document. It is required that a DSM open a business
account at a branch of their choosing. All financial transactions shall be run through
this account. It is also required that the DSM obtain the necessary equipment to
conduct business as specified herein.
- Area Sales Representative - (ASR)
- ASR shall work under the jurisdiction of the District Representative in its area.
The ASR will restrict its business to a territory as specified in Schedule A
of its agreement with meshlink.info. If such a territory requires further representation the
ARR may introduce an Assistant Area Sales Representative (AAR) to its DSM who will then,
based on acceptance, sign a contract with MeshLink. An ASR will be responsible for the
training any representative that shall work in its territory. This will include product
training, website and database training and initiation. Initiation shall include supplying
product for presentation purposes, brochures and business cards.
- Any sales generated by any meshlink.info Representative in the area of a DSR will generate
commissions for the DSR as specified in Schedule B of their contract. ASR's will be
independent operators and paid on a commission basis as specified in Schedule B of their
contract. All company business will be conducted through the Daily Calendar. It is required
that a ASR open a business account at a branch of their choosing.
All financial transactions shall be run through this account. It is also required that
the DSR obtain the necessary equipment to conduct business as specified herein.
- Assistant Area Sales Representative - (AAR)
- AAR will work under the supervision of the ASR in their area and shall limit their
sales to the territory of the said ASR who may further restrict the area for sales as
he/she determines. AAR's may contact head office, if they have any issues concerning
their ASR. All other inquiries or issues for resolution shall be channeled through
their ASR. All AAR's will be contacted by MeshLink head office to sign a contract,
and shall become familiarized with the operation manual and all products on the website.
All company business will be conducted through the Daily Calendar. ASRP's will be
independent operators and paid on a commission basis as specified in their contract.
It is required that ASRP’s open a business account at a branch of their choosing.
All financial transactions shall be run through this account. It is also required that
the ASRP obtain the necessary equipment to conduct business as specified herein.
- Internal Sales Representative - (ISR)
- ISR will restrict its activities to registering contacts in the Contact Registry
database and sending out the Introductory Email (IEM) in a territory as specified by meshlink.info.
When an ISR locates an email address to send to a prospective client, they must first
check the Contact Registry. If this company already exists in the Registry no email shall be sent
out. If there is no listing for this company, the ISR may then send out the IEM after
which no further contact is required. Emails will be registered to the website so that
any return will be sent to head office or the DSM in the area of the contacted company.
If the company wishes to be contacted a DSM, ASR or AAR will reach them in their
territory or by head office should no representation be available. All ISR's will be
contacted by MeshLink head office to sign a contract, and shall become familiarized with
the Operation Manual and all products on the website. All company business will be
conducted through the Daily Calendar. ISR's will be independent operators and paid on
a commission basis as specified in their contract. It is required that ISR’s open a
checking account at a branch of their choosing. All financial transactions
shall be run through this account. It is also required that the ISRP obtain the necessary
equipment to conduct business as specified herein.
- Floater Sales Representative - (FSR)
- FSR is not restricted to a specific territory. If a sale is made in the territory of
a DSM, a percentage of the sale will be received by the DSM as specified in their
contract. All company business will be conducted through the Daily Calendar. FSR's will
be independent operators and paid on a commission basis as specified in their contract.
It is required that FSR’s open a business account at a branch of their
choosing. All financial transactions shall be run through this account. It is also required
that the FSR obtain the necessary equipment to conduct business as specified herein.
Representative Training
All representatives will be thoroughly trained on all products. Consequently, all
representatives will study the
Training Manual and
become fluent on the operation of the website and database functions. All meshlink.info
representatives will also be requested to complete a
Test
before promotion of products begins. It is important to talk to perspective clients in
a professional and knowledgeable fashion. A support structure will also be available to
all representatives and dealers to answer any technical questions that may arise.
Support can be accessed from your immediate supervisor or via e-mail to
head office.
Required Business Equipment
All representatives except ISRP’s are required to have a compatible lap top computer and
cellular phone in order to conduct business while mobile. Your computer will be used to
conduct all business and will be checked daily for any items that might show up on the
Daily Calendar. Since traveling is necessary, a car is also required. It is recommended
that all representatives also have a fax number. ISRP's will require a computer and
Internet access. All representatives shall be issued an internal email address that is
linked to the server. All company communications shall be conducted using this email address.
Website/Database Operation
All business will be run through the website database. To access the database,
Log In at the
MeshLink
home page. You will be required to enter your
User Name and Password. Once in, you will be connected to
your Daily Calendar. After entering any new information, Submit the document
to register it. To return to the previous page select Back. Access to certain
parts of the site is restricted. If there is any information that you require that you
cannot access, contact head office for resolution.
Daily Calendar
The daily calendar is a tool to help you keep organized and focused. Most of the
information that appears on it is generated from the database. All representatives
will access the Daily Calendar each working day to see what is scheduled for them that day.
You may override the automated contact callback messages by registering a required date for
future contact with either a contact or a client. All daily activity must be registered in
the Daily Calendar.
Anniversary replacement dates for clients will also show up. A corporate e-mail (SEM)
will be sent to client’s three weeks prior to shipment. Representatives follow the
Task instructions. Every four months a client’s name will show up on your agenda
list. When contact is made the flag will be removed. Representatives can access required
client information through their Daily Calendar or link up through the website.
All meshlink.info representatives may check their sales status, add contacts, review client
history and link to any part of the website through their Daily Calendar.
Contact Registry
All contacts must be registered through the Contact Registry database. This may
accessed when you Log In.
Before contacting a perspective client a rep must first check the Contact Registry
database to ensure that the company has not been previously approached. It is very
important to minimize the harassment that double calling can create. Once you have
established that the company has not been contacted you are free to approach them if
they are within your territory. If a contact is not on the list but it is a subsidiary
of a larger corporation, this company will then be researched to see if they have been
previously contacted. Government agencies and departments are not to be contacted
without prior MeshLink authorization.
To ensure that follow-ups are maintained, a "SEM" requirement will be
generated in two-month intervals from the registered date of contact and will show up
on in the Daily Calendar. Entering any special arrangements that you have made for
callback dates will overwrite this prompt. It is important to maintain a presence
with your contacts without being overbearing. All new contacts must be registered
here and designated as a client once a sale has been made.
Client Registry
Once a sale has been made, a Contact becomes a Client and will be registered as such
through the Contact2Client form. The Client will then be associated to your account.
Their name will stay in the Contact Registry and be checked off for no further contact.
Representatives will service all clients associated to their account, unless they are
located outside of their territory. The representative in that area will then service
this client. If no representation exists in the territory of sales, servicing will be
taken over by MeshLink.
A client’s service anniversary date will be generated for annual filter
replacement when the first sale is made and modified according to future acquisitions.
No further arrangements by the representative are required for shipping or restocking
of product. Prior to the annual shipment, you will receive an email reminding you of
this from meshlink.info. Contact will then be made with the client to inform them of the impending
shipment. If additional services or products are required at this time, the representative
will modify the database generated Purchase Order.
Your Daily Calendar will be flagged every six months for client contact.
It is important to keep in touch with your clients. A brief conversation or personalized
email, to make sure they are content with their acquisition or if they have further
requirements, will suffice.
Sales Procedures
It is very important to fill out an Estimate Form for all new
clients to show them how they can benefit financially and environmentally.
If you are meeting a perspective client, try to get them to fill out an estimate form
prior to the meeting.
Once a contact has decided to purchase, it is suggested that you schedule a visit with
them to assist them through the sales procedure. Prior to this visit it is suggested
that you inform the client by phone and by e-mail that you will require company
information including bank references if lease options are selected, so that this may
also be ready for your input.
All sales will be registered through the Sales database, and your User Name and
Password will be inserted to link the sale to your account. Your home base Dealer
Outlet ID will be registered. If you are servicing an existing client, insert their
account number or name in the "Existing Client" field. All "New
Client’s" must Register and complete Sales Options before being led to the
Purchase Order.
When a sale is made outside of your Dealer service area, the Dealer Outlet ID # in
the area for delivery will be registered as the Source of Sale (SOS). Your account will
remain as the Origin of Sale (OOS). The Dealer Outlet in the area of the sale will handle
all further service requirements by the Client. If a representative makes a sale outside
of their allotted territory a percentage of this sale will go to the DSM in this area as
specified in Schedule “A” of your contract.
Once you are in the Sales environment, follow the progression of documents to the
end and submit. If the client wishes to use the leasing option they will fill out the
Purchase Order form first and enter the sub-total in Section 4 of the lease under Cost
of Lease. Scheduling installation will follow if selected etc. Once this information
has been processed, the Client will be issued an Account # and Temporary Password.
The company will then use this number and password to access their account and register
all new sales etc. There should be no requirement for a return visit to your client,
although keeping in contact is good business. When a sale is completed, printout all
documentation and fax it to MeshLink, put a copy in your files and keep the electronic copy
in you meshlink.info Client Folder. Register all contact or client follow-up requirements as per
the DES List.
Sales Methods
A good method of finding appropriate contacts is via the Internet. Search engines such as
www.google.com
can lead you to many companies within your territory. Entering such words as:
"mining companies" "Alaska" for example would lead to many links.
When researching a company, go through their website thoroughly, recording as much
information as you can in the Contact Registry. Use the Comments area of the Registry
to record any significant information that is not asked for. Bonus information would
include contact name(s), size of fleet, client list or associations, or the method of
maintenance. Some companies contract maintenance out while others use in-house mechanics.
This can be important information since savings to a company vary greatly with different
maintenance routines. Other important information is whether or not the company owns its
own equipment, lease it or uses owner operators.
If a company has an environment policy, this department should also be contacted or
copied on correspondence. The EcoLogo may be be used by a company in advertising, such
as on their letterhead or business cards etc, with permission from meshlink.info. Telling a
person that they would gain environmental bragging rights by using NTZ products seems to
go over well.
Initial contact with a client should be by phone if possible. Contact should be made
with the maintenance manager or owner. Most people are very busy, so instead of talking
for long, ask them if you can send them some information. You can then send them the
introductory email
leading them to www.meshlink.info, where they can view the required information.
When contact is made with a customer, it is suggested that you complete a ROI with
them to help determine their annual replacement cartridge requirements. The ROI also
shows your customer expected financial and environmental benefits. ROI’s can be done over
the phone. Save this file in the Contact’s folder.
The main benefits of bypass filtration to stress to a customer are reduced engine-wear
and less equipment downtime for PMS (Preventative Mainenance Scheduling) and engine
repairs. Money saved on oil changes is significant, and should be stressed, but it is minor
compared to savings realized by having equipment down less. Downtime has a double impact
on a company’s finances. First, it costs money to repair or maintain equipment. Secondly,
when the machine is idle it is not earning money.
Environmental benefits are also a good marketing tool, although they are secondary in
importance to most operators, compared to financial and technical benefits. The EcoLogo
is licensed to meshlink.info for extended oil life only at this time, although the product has
proven to reduce emissions. Interest can also be made on the environmental impact of
reduced full-flow filter usage. Once an engine has been cleaned of sludge, full flow
filters stay functional longer, and only need changing at every other NTZ cartridge change.
Operators usually change system oil filters at every oil drain, so the quantity of
full-flow filters required is greatly reduced. The results are less toxic waste products
being shipped to landfill sites or for incineration. Slightly improved fuel consumption
can also be expected. With cleaner oil, there is less friction in the engine compartment
and consequently, the horsepower and fuel consumption improves.
It is important to follow-up with your customer.
DES’s can be used for contact, although these emails
should be personalized first, adding the contact name and putting your signature on the
bottom. Register the scheduled event to show up on your calendar, several days before it
is due to go to the customer, personalize it and send it out, accompanied by a phone call
if possible.
Storing Files
Until the database is complete, all files are being sent by email.
The email print-out form is hard to read so saving a hardcopy that makes sense is important.
The print-out of the page can be used for documents needing a signature and file keeping etc.
*Important Note: Save file as described below BEFORE you submit it.
Copy Page
Insert the desired information into the form.
Select File at top-left of the screen
Select Print
In the Print area select Properties
Select Color
Select Print in Grayscale
Select Print
Store Page
Create folder in My Documents named Client List
Create folder in Client List named [client's name]
Create folder in [client name] named Invoices (or whatever function is being recorded)
Select File at top-left of the screen
Select Save As and save the completed file as the Invoice # (or any doc-specfic number to be copied)
Store the saved document in the appropriate folder
Email the document to meshlink.info
Put the printed hardcopy in the Client's folder
Origin of Product
The Origin of Product (OOP) identifies the source of a Product
found in the meshlink.info Products Catalogue. A percentage of the sale of a Product
associated to an MeshLink executive shall credit the account of the said OOP unless
otherwise specified in Schedule C of the Corporate Agreement.
Origin of Contact
The Origin of Contact (OOC) identifies the source of contact with a company listed in
the Contact Registry. A percentage of all sales to a company registered to an OOC shall
credit the account of the said OOC unless otherwise specified.
Origin of Sale
The Origin of Sale (OOS) identifies the original salesperson. All further sales to a
company registered to an OOS will be credited to the OOS. A new dealer or sales rep will
be issued an OOS number when the agreement is signed. For more information see the
Database Numbering System.
Source of Sale
The Source of Sale (SOS) identifies where the product was supplied from, whether from
the Supplier, the Distributor or any secondary Dealer. Customers will be referred to the
Dealer Outlet in their area. If no Dealer Outlet exists the product will be either sourced
from the Supplier or the Distributor.
Post-Sale Follow-Up
It is important to follow up a sale with a thank you letter and/or a phone call.
This event will be scheduled on your Daily Calendar several weeks after the
initial sale. Personalization of the DES is suggested.
Payments of Commissions
Payment for sales will be generated when your User Name and Password is entered in
the Registry when a sale is Submitted. Receipt of your client's payment will generate
commissions on the first day of the following month. All invoices registered before
the 23rd of the month will generate commissions on the 7th day of
the following month. Any sales registered after the 23rd will be paid in the following
month. All commissions will be directed to an account set up in your name at any bank
branch requested by you and so stated in your signed contract.
Payments from Dealer Generated Sales
It is expected that meshlink.info representatives may be requested to service Distributor
or Dealer clients in their area. This may involve a site visit or just walking a customer
through the website. Commissions will be paid to the representative for any services
conducted on the part of the Dealer. These commissions will be paid to the representative
by MeshLink based on receipt of payments from the Distributor/Dealer.
Payments of Non-Solicited Commissions
It is expected that many companies will access and purchase NTZ products through
the website without requiring distributor, dealer or representative assistance. Head
office and ISR’s will also generate sales. These transactions will obviously take
potential sales from the Representatives are. To compensate for this, any sale made
independent of representative assistance, or that does not originate from an authorized
dealer or representative, will result in subsidiary commissions to you as specified in
Schedule “A” of your contract.
Sales Quotas
As sales may vary per region, sales quotas will be determined on an individual basis.
These quotas will be specified on your MeshLink representative's contract and will be the
basis of receiving bonus commissions as stated in "Payment of Non-Solicited
Commissions" as stated herein.
Registration of Equipment
If a warranty needs to be signed it should be done so by the Sales Agent with the
Client. Copies of the warranty must be sent to MeshLink.
Termination of Contract
If a representative or ISA wishes to terminate their contract with MeshLink they may
do so under the stipulations agreed to in the said contract.
MeshLink may terminate a representative’s contract at its discretion for the following
reasons:
For failing to follow the procedures itemized in this document.
Upon receipt of contact or customer complaints that justify removal.
For any case of information entered under false pretenses.
For failing to reach expected annual sales quotas as specified by meshlink.info.
Any representative shall have the right to refuse to renew their contract providing
that written notice of such intentions is given and received a minimum of 90 days prior
to the expiry date of their contract. Upon termination of this contract all client
information, service requirements and income derived from the said representatives
client base shall become the property of meshlink.info Inc.
Note: It is important that we retain close personal contact with each
other and therefore we appreciate any ideas or suggestions that you might consider
beneficial to you or to the company structure and website design. Please
email us any suggestions. All suggestions
received will be rated for their merit and consequently adopted if deemed appropriate.
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