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12 Confidential. For use by Hospitality Softnet Staff only
Sequence of Events – Shared Shop – Who does What?
Caller
receives assignment from Cheryl Benjamin by email.
Caller
prepares for call and conducts all interactions with the hotel.
Caller
will create report in computer and will log entire chronology of interaction. Report chronology
reflects the time zone of the identity being used. As the shop progresses,
Caller
will save all needed
items in one folder dedicated to the shop for ease in sending.
Caller
will obtain any collateral (proposals, contracts, menus) and written correspondence to be included
with the report. The collateral file name should indicate what it is such as proposal or menus, and the
emails are to be compiled on an email trail document.
Once the
Caller
has spoken with a manager, availability and pricing are confirmed
Caller
will email
Cheryl Benjamin with the email Subject Line of “NEEDS A WRITER_Hotel Name". For example;
NEEDS A WRITER_ Hyatt Fisherman’s Wharf (only the hotel name is needed).
Caller
will receive a reply from Cheryl, letting the caller know who the writer will be. The
Writer
assigned
by Cheryl will be copied on this email as well. Cheryl will indicate who the writer is by saying something
like “Please send to Kate”.
Caller
will then send directly to the
Writer
the audio and page 1 & 2 of the report along with any
correspondence received to date.
If they do not receive, they need to contact the caller!
The following is sent to the writer:
1.
A copy of the assignment sheet
2.
The report on the correct template with pages 1 and 2 (including the chronology, NOT including the
Financial Section) completed
3.
One compressed recording including all calls placed to the hotel to date
4.
All correspondence including menus, proposals & contracts; all emails copied and pasted onto the
email trail form
Read through the sections carefully on your
own where it pertains to Writer