📋 Objectives for This Stage
- Establish a professional relationship with the potential client
- Accurately capture all client requirements in the official 'Project Brief'
- Conduct a preliminary feasibility check based on plot info and regulations
- Clearly communicate ACAD's process, value, and fee structure
- Secure a signed consultancy agreement to proceed to the next stage
⚙️ Standard Operating Procedure (SOP)
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Initial Contact
Log inquiry in the CRM. Schedule a discovery call within 24 hours.
Details:- Required Info: Client Name, Contact, Plot Number/Location
- Responsible: Admin / Project Coordinator
- Use: CRM Entry Form
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Discovery Call
Use the 'Initial Call Checklist' to gather basic project scope. If viable, schedule a face-to-face meeting.
Details:- Use Checklist: ACAD-FORM-001
- Responsible: Assigned Project Architect
- Duration: 30-45 minutes
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Client Meeting
Meet at the office or site. Present ACAD's portfolio. Use the 'Project Brief Questionnaire' (ACAD-FORM-002) to detail requirements.
Details:- Key Topics: Vision, Budget, Timeline, Functional Needs, Special Requirements
- Responsible: Project Architect
- Location: Client site or ACAD office
- Duration: 2-3 hours including site visit
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Proposal Preparation
Based on the brief, prepare a detailed 'Consultancy Services Proposal' using template ACAD-TEMP-001. Include scope, deliverables, timeline, and fee schedule.
Details:- Must be reviewed by Head of Design before sending
- Responsible: Project Architect
- Timeline: Submit within 5 working days
- Include: Scope, fees, timeline, team structure
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Agreement & Payment
Upon client approval of the proposal, issue the 'Standard Consultancy Agreement' (ACAD-LEGAL-001) for signature. Collect the initial advance payment.
Details:- Do not proceed to Step 2 without signed agreement and payment confirmation
- Responsible: Project Architect & Accounts Dept
- Advance Payment: Typically 30-50% of design fees