SayPro Documents Required from Employee Notification Schedule

SayPro Documents Required from Employee Notification Schedule: A document outlining the frequency, timing, and type of notifications to be sent (order updates, promotional offers, etc.) from SayPro Monthly January SCMR-17 SayPro Monthly Notifications: Send notifications for order updates, messages, and promotions by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR

The Employee Notification Schedule is a critical document that outlines the timing, frequency, and types of notifications that need to be sent to customers, along with clear responsibilities for each notification type. This ensures that all notifications, such as order updates, promotional offers, and other messages, are delivered efficiently and within the required timelines. Below is a detailed outline of the document requirements and contents for the SayPro Monthly Notifications.

Document Structure for Employee Notification Schedule

1. Introduction & Purpose:

• Purpose:
  The document serves to establish a structured and organized plan for the timely and accurate delivery of notifications to customers through the SayPro system. This plan will cover order-related updates, promotional offers, and messages from the SayPro Marketing Royalty SCMR.
• Scope:
  The schedule applies to all notifications sent through SayPro Online Marketplace Office, ensuring that notifications are sent on time, consistently, and in accordance with established best practices.

2. Frequency of Notifications:

The frequency of notifications ensures that all key events and actions are promptly communicated to the customer.

• Order Update Notifications:
  These are sent at different stages of the order lifecycle. The frequency will vary based on the stage of the order.
  • Order Confirmation: Sent immediately after the order is placed.
  • Shipping Update: Sent immediately after the order is dispatched or shipped.
  • Delivery Status Update: Sent immediately after the product is out for delivery or delivered.
• Promotional Offer Notifications: These notifications will depend on the type of promotions being run and will have predefined dates based on marketing campaigns.
  • Pre-Sale Promotions: Sent at least 24-48 hours before the promotion starts.
  • Sale Ongoing Alerts: Sent on the first day of the promotion, followed by daily reminders during the promotion period.
  • Post-Promotion Follow-up: Sent within 1-2 days after the promotion ends, notifying customers of exclusive deals or thanking them for participation.
• Customer Service or Message Notifications:
  Messages like account updates, customer service alerts, or special offers.
  • Customer Support Messages: Sent as needed depending on customer requests or system-generated messages.
  • Transactional Messages (e.g., invoice or payment confirmation): Sent immediately after the transaction has been completed.

3. Timing of Notifications:

The timing of each notification is critical for ensuring a seamless customer experience. This section will specify the time at which each notification should be sent, adhering to a structured window to maximize impact and engagement.

• Order Confirmation Notifications:
  • Time Frame: Sent immediately within 30 minutes of the order being placed.
  • Time of Day: All orders placed during business hours (9 AM – 5 PM) will have their confirmation sent within the hour. Orders placed after hours (evenings or weekends) will be processed the next business day.
• Shipping and Delivery Updates:
  • Shipping Update Notification:
    • Time Frame: Sent within 2 hours of the order being dispatched.
    • Time of Day: Notifications should be sent based on real-time dispatch events.
  • Delivery Status Update Notification:
    • Time Frame: Sent within 2 hours of the product being marked as delivered or out for delivery.
    • Time of Day: Delivered orders can be confirmed at any time, with priority given to customers who have delivery timeframes close to the current day.
• Promotional Notifications:
  • Time Frame: The notifications must be delivered based on the time zone of the customer to ensure they are aware of the promotion before it starts or while it is ongoing.
  • Example: For pre-sale promotions, the notification should be sent at least 24 hours before the promotion starts to ensure customers can plan accordingly.

4. Types of Notifications to be Sent:

Each notification type will need to be clearly defined to ensure accuracy and consistency.

• Order-Related Notifications:
  • Order Confirmation: Acknowledge the receipt of the customer’s order and confirm all relevant details.
  • Shipping Update: Notify the customer when their order has been shipped, including shipping provider information and tracking details.
  • Delivery Update: Inform the customer when their order has been delivered or is on its way.
• Promotional Offer Notifications:
  • Pre-Sale Promotions: Notify customers about upcoming sales or discounts, emphasizing key dates, discounts, and special offers.
  • Sale Ongoing Alerts: Notify customers during the promotion period with reminders about the offers available.
  • Post-Sale Offers: Follow-up notifications after a promotion ends to thank customers for their participation and offer loyalty rewards or special deals.
• Transactional Notifications:
  • Payment Confirmations: Notify customers when their payment has been successfully processed.
  • Invoice Notifications: Notify customers when an invoice is generated for their order.
• Customer Service Notifications:
  • Message Notifications: Inform customers about important updates related to their account, customer service inquiries, or service disruptions.
  • Survey or Feedback Requests: Request feedback from customers post-delivery or post-purchase.

5. Responsibilities & Ownership:

Define who is responsible for sending each notification and ensuring its accuracy and timeliness. This section will establish clear roles for employees involved in the process:

• SayPro Online Marketplace Office:
  Responsible for overseeing the entire notification process and ensuring compliance with timeliness and content requirements.
  • Team Lead/Manager: Oversees overall schedule and compliance.
  • Marketing Team: Responsible for setting up promotional notifications (sale, special offers).
  • Order Management Team: Responsible for ensuring order-related notifications are sent on time.
  • Customer Support Team: Handles transactional and customer service-related messages.
• SayPro Marketing Royalty SCMR:
  Responsible for all promotional notifications, ensuring that they align with ongoing marketing campaigns and loyalty programs.
• SayPro IT/Tech Team:
  Responsible for ensuring the technical infrastructure is in place for timely notifications (e.g., integrating automated notification systems, ensuring error-free delivery).

6. Escalation Process for Delays or Failures:

• Identifying Delays:
  In case a notification fails to be sent within the required time frame, the system should automatically flag the delay.
• Escalation Steps:
  If the notification delay is identified:
  • The employee responsible is notified immediately.
  • A secondary employee or team must address the issue within a predefined time frame (e.g., 30 minutes to 1 hour) to prevent further delays.
• Customer Communication:
  If a delay occurs and the notification cannot be delivered within the expected timeframe, an immediate follow-up message should be sent to the affected customer explaining the delay and assuring them that the issue is being resolved.

7. Monitoring & Reporting:

• Performance Monitoring:
  Use real-time monitoring tools to track the performance of notifications, ensuring that they are sent within the defined time windows. Any failures or delays should be flagged and addressed promptly.
• Reporting:
  Weekly and monthly reports should be generated to assess:
  • Timeliness of notifications (percent sent on time).
  • Frequency of delays or errors.
  • Customer feedback regarding notification accuracy and delivery.

Conclusion:

The Employee Notification Schedule is a crucial document for ensuring the timely, accurate, and efficient delivery of notifications to SayPro’s customers. By outlining clear responsibilities, timelines, and escalation processes, this document will help maintain high customer satisfaction levels and ensure smooth operations for order updates, promotions, and customer service notifications.