Feature Management Procedure

This guide outlines the lifecycle of a Feature, from the moment it is scheduled to the final reporting stage. It relies on the two-board system: The Master Campaigns Board (for tracking the overall Feature status) and the "This Week" Board (for executing daily tasks).

Phase 1: The Friday Planning Roll-Down

This phase ensures your upcoming Features are broken down into actionable steps before the new week begins.

• Open the Master Campaigns Board during your dedicated Friday planning session.
• Check the "Scheduled" or "Upcoming" stages and review the operational dates written in the description boxes.
• Identify any Features whose "Marketing Start Date" is approaching in the next 1 to 2 weeks.
• Move the Master Task for that Feature from "Scheduled" to the "Planning" stage.
• Open your "This Week" Board.
• Create specific, bite-sized tasks (e.g., "Draft email copy," "Create social graphics," "Send CRM invites") and place them on the specific days (Monday-Sunday) you intend to execute them. For egs see below.

Phase 2: CRM Targeting & Outreach (The Planning Stage)

This phase is about pulling your audience together and sending the invitations.

• Complete the daily micro-tasks on your "This Week" Board as they come due.
• Open the Master Task description to view your Target CRM Invites list.
• Open FluentCRM and search your database using the targeted categories, tags, and client niches listed.
• Apply a specific, temporary tag to these identified clients (e.g., Invite: Home Sweet Home) to build your outreach list.
• Send the official Feature invitations and promotional requests to this targeted group.

Phase 3: Live Promotion & Daily Execution

This phase occurs when the Feature officially launches to the public.

• Move the Master Task on your Master Campaigns Board to the Live stage on the official launch day.
• Execute the daily promotional tasks (social media posts, newsletter blasts, directory updates) from your "This Week" Board.
• Monitor participating clients.
• Add specific performance notes, metrics, or anecdotal feedback directly into the participating clients' CRM profiles as the campaign runs.

Phase 4: Wrap-Up and Reporting

This phase officially closes out the campaign and prepares your clients for their reports.

• Stop all promotional activity on the final date listed in the Master Task title.
• Execute the wrap-up tasks from your "This Week" Board (e.g., "Compile engagement stats," "Draft client summary").
• Finalize the CRM profiles for all participating clients, ensuring their history reflects their involvement and results.
• Remove any temporary promotional tags from the clients in FluentCRM to keep the database clean.
• Move the Master Task on the Master Campaigns Board to the Completed stage.

Examples of Tasks for Weekly Board

Imagine it is Friday afternoon, and you are doing your 15-minute planning session for next week. You look at your Master Campaigns Board and see that the "Home Sweet Home" Feature is two weeks away, which means it is time for Phase 1: Outreach & Prep.

Here is exactly what you do on your "This Week" board:

1. You create a card in the MONDAY stage: You title it "Targeting & Tagging: Home Sweet Home" (This takes care of finding the clients and tagging them).
2. You create a card in the TUESDAY stage: You title it "Send Invites: Home Sweet Home" (This is when you actually blast the email out).
3. You create a card in the THURSDAY stage: You title it "Follow-up: Home Sweet Home" (This is when you chase up anyone who hasn't replied).
4. As you finish them next week: When Tuesday rolls around, you send the invites, and then you drag that Tuesday task card straight into the Done stage.

You are essentially looking at the master checklist I gave you, picking only the pieces you need for the upcoming week, and dropping them into the day you want to tackle them. This keeps your daily to-do list incredibly focused and prevents you from feeling overwhelmed.