OUR PROCESS

This phase is about understanding the potential client’s needs and determining if you are a good fit for each other.

1. Initial Contact: A potential client reaches out via your website (from the “Get a Free Consultation” button), phone call, or a referral.

2. Needs Analysis Call: Conduct a 15-20 minute introductory call. The goal is not to sell, but to listen.

   • Ask about their business: What do they do? How many employees?

   • Identify their pain points: “What are your biggest technology frustrations right now?” (e.g., slow computers, email spam, data security fears).

   • Understand their goals: “What are you hoping to achieve with better IT?”

3. Schedule the IT Audit: If their needs align with your services, schedule the Free, No-Obligation IT Audit that you offer on your website.

This is where you showcase your expertise and present a clear, value-driven solution.

1. Conduct the IT Audit: Perform a thorough assessment of their current technology environment. This includes:

   • Network Infrastructure: Routers, switches, Wi-Fi access points.

   • Cybersecurity Posture: Firewall, antivirus, password policies.

   • Server & Cloud Systems: On-premise servers, Microsoft 365/Google Workspace setup.

   • Data Backup & Disaster Recovery: Are their critical business data backups working and tested?

2. Analyze Findings: Identify key risks, vulnerabilities, and opportunities for improvement.

3. Develop & Present a Proposal: Create a professional proposal that includes:

   • Executive Summary: A simple, non-technical overview of their situation.

   • Audit Findings: A detailed report of the risks you discovered.

   • Proposed Solution: A clear description of your recommended services (e.g., Managed IT Support, Cybersecurity Package, Microsoft 365 Optimization).

   • Scope of Work & Pricing: Clearly outline what is included and the investment required.

   • Next Steps: Explain the onboarding process.

This is the critical transition from prospect to client. A smooth onboarding process is essential.

1. Contract & Kick-off: Sign the service agreement and hold an official kick-off meeting to set expectations and timelines.

2. System Integration: Deploy your management tools, such as Remote Monitoring and Management (RMM) agents, to their computers and servers.

3. Initial Stabilization: Address the most critical issues found during the audit. This might include removing malware, updating critical software, and securing the network firewall.

4. Documentation: Document their entire IT environment in your system. This is crucial for providing fast and efficient support later.

5. User Welcome & Training: Send a “Welcome Email” to all their employees explaining how to contact your help desk for support.

• The insights from the QBR are used to create or update the client’s Technology Roadmap for the next 1-3 years.

• You work with them to plan their IT budget, ensuring there are no surprises and that technology investments align with their business growth plans. This positions you as a strategic Chief Technology Officer (CTO) for their company.

As the client’s business grows (e.g., they hire more employees in their Hisar office), their needs will change. The QBR is the perfect time to adjust their managed services plan to reflect this growth, ensuring they are always adequately supported.

By consistently demonstrating your value through proactive management and strategic reviews, the contract renewal becomes a formality. You aren’t just a cost; you are an indispensable partner. The QBR process is your best tool for ensuring client retention and securing a long-term relationship.