Below is a complete management procedure for business development, that can be used for any company by making little modifications. The procedure provides a basic structure for more inclusions depending upon the business type. Mostly marketing or business development departments are the owner of this procedure. Both departments are working collectively to achieve the business goals.
Quality Management Procedure For Business Development
1. Purpose: The purpose of this procedure is to establish and maintain a documented procedure, which ensures that business development opportunities are identified, recorded and followed up.
2. Scope: This procedure applies to the existing products and services and the development of new products and/or services that company provides or plans to provide to its clients.
3. Reference
4. Definitions: Business Development Plan: A plan to develop business annually.
5. Procedure: Procedure Owner: Marketing / Business Development Manager
Step 1 : Preparation of a Business Plan
A Business Development Plan is prepared annually. The Manager Marketing is responsible to prepare this plan on Form F-1-1. For the preparation of this plan, Manager Marketing contacts Assistant Manger Marketing who will detail his Marketing Executives to prepare their respective plans. Marketing Executives hand over their plans to Assistant Manager by the last week of July each year.
Step 2 : Review of the Business Plan
The Assistant Manager Marketing will review the plans prepared by marketing executives and prepare a final plan. He will submit the final plan to Manager Marketing by 27th of the months. Manager Marketing will review this plan, prioritize it, contact Manager Finance & other Managers, if required, and submit the same to Managing Director for approval by 29th of the month after necessary revision.
Step 3: Approval Of Business Plan by Managing Director
The Managing Director will review the proposed Plan and discuss its contents with Manager Marketing and Manager Finance. If Managing Director is satisfied that the proposed plan meets the requirements it will be approved. If he doesn’t agree with any part of the plan, he will discuss it with the Manager Marketing and suggest necessary amendments. The Manager Marketing in consultation with the Departmental Heads will review and revise the plan in the light of Managing Director’s observations. The Manager Marketing will resubmit the revised plan to Managing Director by the 30th of the same month and get his approval.
Step 4 : Implementation and Monitoring of Business Plan
During each quarter of the year, Manager Marketing will implement the Business Development Plan using the records and quarterly progress reports prepared by the Assistant Manager Marketing, and monitors the successful implementation of the Plan.
Step 5: Action by Manager Marketing
The Manager Marketing will prepare a summary of the achievements against the agreed targets on F-1-2 for presentation at the quarterly Management Review Committee meeting held in the 1st week of January, April, July & October each year. The MRC reviews the performance of last quarter and makes recommendations about future course of action.
Step 6: Recording of Minutes
The Deputy QMR records the minutes of the meeting and advises Marketing Executives to incorporate recommendations of the MRC in the following quarter’s business development plan.
Step 7: Preparation of Proposal
Telephone/personal calls/Tenders/other postal enquiries will be directed to Marketing Coordinator who will direct the concerned Marketing Executive to fill form F-1-3. The Marketing Executive forward the filled form to the Assistant Manager Marketing who will review the same & hand over to Manager Marketing for price finalization. Manager Marketing, after price finalization, hands over the form to Assistant Manager Marketing for onward submission of the proposal to the client though concerned Marketing Executive and necessary follow up.
Step 8: Follow-up
The concerned Marketing Executive will follow up the enquiry as per enquiry Form F-1-3 till its maturity. If enquiry does not get matured, Marketing Executive will ensure refund of security money, if any.
Step 9: Delivery Order
If enquiry gets matured, then concerned Marketing Executive will fill delivery Order Form F-1-4 and will attach a copy of Purchase Order with it and get it reviewed by Assistant Manager Marketing or Manager Marketing. Marketing Executive will ensure timely delivery of the item to the customer.
Step 10: Payment / Recoveries
The concerned Marketing Executive will be responsible for recovery of payment from the customer within three weeks of the supply or as per conditions settled between the two parties. Each Marketing Executive will prepare his own recovery report and submit to Assistant Manger Marketing on Form F-1-5 who after verification by Accounts Manager will make a report & submit to Manager Marketing
Step 11: Daily Report
For all bids/tenders attended, comparative statements will be submitted by concerned marketing executives to Assistant Manager Marketing for on wards Managing Director’s review on Form-1-6. All Marketing Executives will additionally make daily reports on Form F-1-7 and submit to Assistant Manager Marketing one hour before pack-up every day. Manager Marketing will forward the weekly performance report to Managing Director for his information.
6. Associated Documents
- F-1-1 Business Development Plan
- F-1-2 Business Development Report
- F-1-3 Enquiry Form
- F-1-4A Delivery Order Form
- F-1-4B Demand Form
- F-1-5 Weekly Payment Recovery Report
- F-1-6 Comparative Statement
- F-1-7 Daily Performance Report
BUSINESS DEVELOPMENT PLAN
(For the period to )
| S.
No. |
Name of Organization | Contact Person | Address & Tel. No.
of contact person |
Dates to Contact | Expected Revenues |
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Prepared by Marketing Executive Verified by Manager Marketing
Sigs: Sigs:
Date: – Date: –
BUSINESS DEVELOPMENT REPORT
(For the period to )
| S. No. | Name of Organization |
Target |
Achievement |
%age |
Reasons/Remarks |
Prepared by Manager Marketing Verified by Manager Finance
Sigs: Sigs:
Date: Date:
Reviewed by Director
Sigs: –
Date: –
S. No.
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ENQUIRY FORM |
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| Enquiry No & Date/
Ad’s Newspaper & Date |
Quotation No & Date | Enquiry Received Through:
Tel Fax Mail Personal Visit Tender |
| PART A (Client’s Details)
Name of client: ____________________________________________________
Designation: ____________________________________________________
Organization & Department: __________________________________________________
Tele: Fax: Email:
Address: ___________________________________________________________________
Bid Documents Required: Yes No Cost of Docs, if any: ______________
a). Collection Date: __________ b). Submission Date: _________ c). Opening Date: _________ |
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| PART B (Client’s Requirements)
Type of equipment required: Item Description: Qty _____________________ ______________ ____ _____________________ ______________ ____ _____________________ ______________ ____ _____________________ ______________ ____ _____________________ ______________ ____ |
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| Marketing Executive Assigned: Assistant Manager/Marketing Manager
Sigs & Date: Sigs & Date: |
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| PART C Follow Up:
Documents collected on(date): _____________ If late, Reasons:_______________________________________________________________ If late, then person responsible: _____________ Sigs: Date: Draft prepared on: _____________ Sigs: Date:
Draft received by Marketing Executive: Sigs: Date:
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| Required: Suggested:
Delivery Period: ____________ ____________
Validity: ____________ ____________
Warranty: ____________ ____________
Terms of Payment: ____________ ____________
Additional requirements of Customer, if any: _______________________________________
Sigs: Marketing Executive Date:
Sigs: Managing Director/Marketing Manager Date: Date Price finalized: _____________ Earnest money required: _____________
CDR form Raised on (Date): _____________ Earnest Money received by Marketing Executive? Yes No.
If No, Reasons: _________________________________________________________________ Bid ready for submission on (Date): _____________ Opening attended by: __________________________ Comparative statement prepared: Yes: No:
Company’s ranking: _____________ Sigs: (Marketing Executive)
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| Case Closed: Yes: No:
If Yes, result with reasons:________________________________________________________
________________________________________________________________________
Sigs:(Marketing Executive): Sigs: (Managing Director/Marketing Manager) Date: Date: |
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| Enernest Money Realeased on (Date): _____________
Sigs:
Marketing Executive Manager Finance Date: Date: |
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S. No.: _______
F – 1 – 4A
DELIVERY ORDER FORM
Invoice No: _____________ DO No.
Client’s Name: _____________ DC No.
Telephone No.
Organization: ________________________________________________________________
Address: ________________________________________________________________
Quotation Number & date: Marketing Executive: _______
Date Order Received: Target Date: ______
Order No.: Order Date:
| S. No. | Description Specification/ Model | Code |
Qty |
Remarks (If Any) |
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| System | |||||
| Processor | |||||
| Motherboard | |||||
| RAM | |||||
| FDD | |||||
| HDD | |||||
| Monitor | |||||
| AGP Card | |||||
| CD/DVD ROM | |||||
| Sound Card | |||||
| Speakers | |||||
| Keyboard | |||||
| Mouse | |||||
| Modem Card | |||||
| Network Card | |||||
| Casing | |||||
Marketing Executive Manager Technical Assistant/Manager Marketing
Sigs: Sigs: Sigs:
Date: Date: Date:
Are all items available in store? Yes: No:
If no, date requisition form raised:
Date: Sigs:( Manager Logistics)
Date all items provided to Manager Logistics: ________
Sigs:(Manager Procurement) Sigs:(Manager Logistics)
Date: Date:
Items received by technical department on: _______ Sigs:(Engineer)
System ready and checked on: ____ Sigs:(Engineer)
QC label affixed after final inspection on (Date): ____
Date: Sigs:(Manager Technical)
System handed over to Manager Logistics for delivery on (Date): ____
Date: Time: Sigs:(Manager Technical) Sigs: (Manager Logistics)
Marketing Executive informed on (Date): ____
Date: Time: Sigs:(Manager Logistics) Sigs:(Marketing Executive)
Delivery Challan & Invoice Prepared on: Date: Time:
Sigs: (Accounts Officer) Sigs: (Marketing Executive)
Invoice and other requisite documents in order for submission to Client on (Date): ____
Time: Sigs:(Marketing Executive)
Equipment handed over to customer on (Date): ____
Marketing Executive Assistant /Manager Marketing
Sigs: Sigs:
Date: Date:
DEMAND FORM
S. No.
Name of person demanding: ________________________________________________
Designation: __________________________Department: ______________________
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Status
Description of Items Qty
a)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
b)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
c)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
d)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
e)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
f)…………………………………………….… …….. ……………….. ……….…………….. …….…………..
Dated:……………….. Signature:……………………
Recommended by Concerned Manager………………………………………………………….…
Dated:……………….. Signature:…………………
Form filled & handed over to Manager Finance on …………….
Dated:……………….. Signature:……………………
Received form duly filled on ……………………. Sig. (Manager Fin.)…………….
PAYMENT RECOVERY REPORT
(For the period to )
Name of the Marketing Executive: – _________________________
|
Date |
Name of the Client |
Recovery Type |
Invoice/ Quotation No. |
Dated |
Total Value |
Amount Received |
Sigs Accounts Person |
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Prepared by Marketing Executive Verified by Manager Finance
Sigs: Sigs:
Date: – Date: –
Checked by Assistant/Manager Marketing
Sigs:
Date:
COMPARATIVE STATEMENT
Name of Organization: ___________________________ Quotation No: __________
Submission Date: ______________ Opening Date: __________
Earnest money: ______________ Place of opening: __________
Number of participants: ____________ Eligible Bidders: ____________
Opening attended by: _________________________
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Standing:
S. No. 1: _________ S. No. 4: _________
S. No. 2: _________ S. No. 5: _________
S. No. 3: _________ S. No. 6: _________
Prepared by (Marketing Executive) Checked by (Assistant/Manager Marketing)
Sigs: Sigs:
Date: Date:
DAILY PERFORMANCE REPORT
(To be filled by each marketing executives & submitted to Asst. manager marketing one hour before pack-up everyday)
Dated: ____________________
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S.No |
Time |
Activity |
Client & his address |
Tel & Fax |
Purpose |
Result |
Prepared by Marketing Executive Verified by Asst. Manger Marketing
Sigs: Sigs:
Date: Date:
Manager Marketing
Sigs:
Date: