This page sets out Get Set’s best practices, developed over time. Its purpose is to ensure consistency across the organization, and compliance with the guidelines will enable panel members to receive optimal benefit from working with Get Set. Much of what is contained in these guidelines should go without saying, but for clarity, consistency and the highest levels of quality and service, we mention them here.
At Get Set, we pride ourselves on good quality service and fast turnaround times. The work produced by our team members is comprehensive and polished, and turned around faster than expected. Those who have mastered working with Get Set have the following attributes in common:
- They are easily contactable;
- They are responsive – they reply to mails and messages quickly;
- They are consistent;
- They are professional – they do what they say they will do, at the standard expected of them, and on time;
- They communicate well – their communications are timely, courteous, clear and polished, and use correct language; and
- They use Get Set branding on all communications.
New Briefs
We receive different types of briefs:
- Marketing Strategy briefs;
- Fractional CMO briefs; and very occasionally
- When we receive a new brief, we assess the client’s needs (by call or email), and get a sense for the skills and experience required. With this initial assessment, we decide which panel members would likely be best suited for the job and contact them to ask whether they are available for the work.
- With their approval, the appropriate panel member/s are put forward to the client who completes our Client Onboarding Form and accepts our Terms to proceed.
- The panel member/s appointed are put in contact with the client and should obtain clear instructions on the ambit of the work and all facts pertinent to it.
- When work is underway and it becomes clear that deadlines will not be met, panel members should either negotiate an extension with the client in advance of the deadline or contact Get Set to request assistance (for example, additional panel members being assigned to the task or administrative assistance).
- Panel members may not be assisted in Get Set work by colleagues who are not themselves Get Set panel members. Where skills are required from practitioners outside of the panel, panel members should contact Get Set to arrange a referral or other solution.
Time Recording and Invoicing
Note: Due to the increasing workload undertaken by panel members and the number of invoices processed each month, these requirements are mandatory. Time recordals and invoices not complying with these guidelines will not be processed.
- We use Harvest for Fractional CMO time capturing because it is simple to use on a PC or mobile phone and it allows us to generate invoices automatically through our accounting software with minimal administrative intervention. On admission to the panel, each panel member will receive an invitation to Harvest.
- A new project will be created for each new Fractional CMO engagement, and a panel member allocated to that matter. Once created, the panel member can proceed to capture time to that project. Time records will be kept for internal monitoring purposes only as the client will be invoiced for an agreed monthly secondment fee.
- Get Set issues invoices to clients at the outset of a strategy brief and beginning of each month for Fractional CMO work.
- Panel members should invoice Get Set for their agreed fees on issue of invoice to the client for strategy briefs and at the beginning of each month for Fractional CMO services. Panel members needn’t include each time attendance in his/her invoice to Get Set – a one-liner “Attendances – Month/Year” and the total fee will suffice.
- Invoices should be dated the last day of the previous month and made out to Get Set (with registered address 115 Kelvin Drive, Morningside, Gauteng 2196, South Africa and VAT number 2023/810494/07 with the following referencing convention: Client Name/Brief Name/Panel Member Initials/Get Set Invoice Number (all details reflected on the respective client invoice), and include your name, address, contact details and VAT number (if you have one).
- In the limited circumstances that a panel member is not using Harvest for time capturing, he/she should submit invoices by the last day of the month to.
- Time should be recorded by the hour (broken into 10 units of 6 minutes each, rounded up). For example: 6 hours and 15 minutes of work should be recorded as 6.3 hours; and 1 hour and 12 minutes should be recorded as 1.2 hours. No invoice should reflect time increments with more than one decimal point, eg: 1.35 hours.
- Our invoicing culture is based on the principle that each attendance should directly reflect value received by our clients. As such, we don’t charge for anything that may be perceived as ‘petty’, for example emails and telephone calls to and from Get Set, travel less than 30 kms, very brief telephone calls and emails etc.
- Get Set can issue quotes and invoices in various currencies. Should the client location or matter type warrant the use of a currency different to ZAR, panel members should communicate this clearly both to the client and to Loucile. In the case where fees are recovered in foreign currency, panel members may elect to have such fees paid to them in such foreign currency or in ZAR. Payment in ZAR will not attract transaction costs. Payment in other currencies will be at panel members’ own cost.
Marketing
Our approach to marketing
- We recognise the importance of a smart and focused marketing strategy that will continue to build the brand, grow our client base and strengthen the community that we serve.
- We have a rolling PR plan to feature topical stories about Get Set and our services with key industry and media contacts.
- We rely on content marketing to provide a value exchange to our audiences, commissioning articles for our website that are relevant both to our audiences and to our business that we can share within our networks (including LinkedIn, Instagram, YouTube, our quarterly newsletter and the occasional News Flash).
- We engage in relevant online conversations and share relevant content in order to:
- raise awareness of the brand and position the business correctly (which includes credibility through thought leadership); and
- attract new clients and panel members.
What to expect from Get Set in social media
- Valuable content – no fluff.
- Curated content that is interesting for our target audiences.
- No over-communication.
- Consistency.
- A communication style that is accessible, practical and persuasive.
A ‘tone of voice’ in social media that is friendly, professional, dynamic, respectful, quietly confident, conversational and never aggressive. - Careful and considered responses to comments, after internal deliberation.
Technology
Get Set introduces software and security measures incrementally to streamline its operations and enhance its service to its clients. Panel members should be open to these adjustments and use them to the extent required by Get Set.
Devices- Get Set has a Bring Your Own Device Policy, allowing panel members to use their own laptops, desktops, tablets and mobile devices for work.
- This is subject to a strict Device Security Policy to ensure that panel members’ devices are secured against the most basic software vulnerabilities and unauthorized access. The device security obligations have evolved over time in line with global best practice, and is available here.
Responsibilities and abilities of CMO
- Responsibilities:
- Responsibilities is Reporting (to board on performance against KPIs)
- Strategic Planning and Execution: Develop and implement comprehensive marketing strategies aligned with company objectives.
- Lead the creation and execution of integrated marketing campaigns across digital and traditional channels.
- Conduct market research to identify trends, opportunities, and competitive threats.
- Collaborate cross-functionally to ensure cohesive customer experiences and meet market demands.
- Measure, analyze, and report on the performance of marketing campaigns, KPIs, and ROI.
- Team Leadership and Management:
- Lead, mentor, and inspire a high-performing marketing team.
- Provide guidance and feedback to other marketing professionals.
- Foster a culture of creativity, collaboration, and excellence.
- Recruit, train, and mentor team members to enhance efficiency and effectiveness.
- Budget and Resource Management:
- Set and manage marketing budgets.
- Allocate resources to maximize ROI and achieve targets.
- Monitor project status and budget.
- Market Research and Analysis:
- Conduct market research to understand industry trends, consumer behavior, and competitors’ offerings.
- Analyze data to refine strategies, optimize conversion rates, and identify areas for improvement.
- Relationship Building:
- Build and maintain strong relationships with clients, suppliers, and external partners.
- Forge robust relationships with internal and external stakeholders to optimize business outcomes.
- Abilities:
- Leadership and Organizational Skills:
- Exceptional leadership and team management skills.
- Ability to inspire and guide a team towards shared goals.
- Analytical and Data-Driven Approach:
- Strong analytical mindset and data-driven approach to decision-making.
- Ability to interpret data, derive insights, and optimize marketing initiatives for maximum ROI.
- Communication and Interpersonal Skills:
- Excellent communication and presentation skills.
- Ability to convey complex ideas in a clear and compelling manner.
- Proficiency in Digital Marketing Tools:
- Proficiency in utilizing various digital marketing tools, platforms, and analytics software.
- Familiarity with CRM software, analytics platforms (e.g., Google Analytics), and social media management tools.
- Adaptability and Innovation:
- Ability to navigate changes in the dynamic marketing landscape.
- Proven success in implementing innovative marketing strategies to achieve business objectives.
- By focusing on these core responsibilities and abilities, a CMO can effectively drive marketing efforts and contribute to the overall success of the organization.