Business Goals

• Deliver high-quality web solutions (web design, SEO, digital marketing, social media management) for local businesses in Terrace, BC.

• Ensure consistent and efficient processes to manage projects, communicate with clients, and track finances.

• Maintain strong client satisfaction through timely delivery, clear communication, and demonstrable results (e.g., increased web traffic or lead generation).

Day-to-Day Activities

1. Client Communication & Relationship Management

   • Answer emails and phone calls; schedule meetings.

   • Provide status updates, gather feedback, and address concerns.

   • Draft and send proposals/quotes for potential new projects.

2. Project Execution & Delivery

   • Website Design/Development:

     • Build or update client websites using platforms like WordPress (or custom code, if skilled).

     • Perform regular checks on layout, mobile responsiveness, and site performance.

   • SEO & Digital Marketing:

     • Research relevant keywords; optimize site content (meta tags, blog posts).

     • Manage ad campaigns (Google Ads, Facebook Ads) and social media posting schedules.

     • Track analytics (Google Analytics, social insights) to measure campaign success.

3. Administrative & Financial Tasks

   • Bookkeeping: Record income, expenses, and reconcile bank statements.

   • Invoicing & Payments: Issue invoices (e.g., 50% deposit upfront, 50% upon project completion) and follow up on outstanding payments.

   • Scheduling & Time Management: Use a calendar or project management tool (Trello, Asana) to keep track of deadlines.

4. Quality Control & Reporting

   • Review each website or marketing campaign for consistency and quality before final delivery.

   • Prepare performance reports (traffic growth, SEO improvements, social media engagement) for clients.

5. Ongoing Learning & Tool Updates

   • Stay updated on new web design tools, SEO algorithms, social media features.

   • Explore new features or plugins to maintain a competitive edge.

Positions Needed

Year 1 (Solo Operation)

• Owner/Founder (me): Responsible for all day-to-day tasks—client acquisition, project execution, finances, and overall strategy.

Year 2 (Add One Web Developer)

• Web Developer: Focuses on technical tasks—website builds, site maintenance, advanced coding.

• Owner/Founder: Shifts to more client-facing duties (sales, project management, strategy) while still overseeing all operations.

Job Descriptions & Duties

1. Owner/Founder (Year 1 & 2)

   • Client Acquisition: Attend networking events, handle outreach, draft proposals.

   • Project Management: Scope tasks, set timelines, track deliverables, and ensure on-time completion.

   • Technical Execution: (Year 1) Build and maintain websites, run SEO and marketing campaigns, troubleshoot issues.

   • Financial Management: Oversee bookkeeping, invoicing, and budgeting.

   • Quality Assurance: Review all deliverables before they go to clients.

2. Web Developer (Year 2 Onward)

   • Website Creation: Write and maintain code, integrate plugins, ensure responsiveness, and optimize performance.

   • Technical Support: Handle bug fixes, updates, and advanced functionality (e.g., e-commerce setup).

   • Collaboration: Work with the founder on project timelines and respond to client feedback.

Tools & Processes

1. Project Management

   • Use tools like Trello, Asana, or Monday.com to organize tasks, set deadlines, and communicate progress.

   • Maintain a high-level “master board” for all client projects.

2. Communication

   • Email for official correspondence and file-sharing.

   • Slack or other messaging platforms for quick, internal updates (especially after hiring a web developer).

   • Video Conferencing (Zoom, Google Meet) for virtual meetings and screen-share demos.

3. Bookkeeping & Accounting

   • QuickBooks, Xero, or Wave integrated with your business bank account to automate transaction tracking.

   • Invoice Templates for consistent, professional billing.

4. Website & Marketing Tools

   • WordPress or a similar CMS (content management system) for web development.

   • Google Analytics and Google Search Console for tracking site performance.

   • SEO Tools (e.g., Ahrefs, SEMrush) for keyword research and competitor analysis.

   • Social Media Scheduling (e.g., Hootsuite, Buffer) for automating post scheduling.

Operational Workflows

Client Onboarding

Initial Consultation (call/meeting) →Proposal & Quote →Contract & Deposit →Kickoff Meeting & Requirements Gathering

Project Execution

Planning & Wireframing →Design & Development →Client Review & Revisions →Testing & Quality Assurance →Launch & Final Invoice

Ongoing Maintenance & Reporting

Regular Site Checkups (security patches, plugin updates)

Monthly/Quarterly SEO or Marketing Reports

Performance Review & Strategy Adjustments

Financial Tracking

Weekly: Record income/expenses in bookkeeping software

Monthly: Reconcile bank statements, send reminders for overdue invoices

Quarterly: Review profitability, adjust service pricing if needed