Document management, data, diaries etc
SOP
William Nicholls
Last Update 6 months ago
Category: Maltix Internal Operations
Sub-Category: Document & Data Management
Article ID: DM-SOP-001
Last Updated: 2025-06-02
Applies To: All Maltix Tribe Members (User Login Required)
1. PurposeThis Standard Operating Procedure (SOP) outlines the standardised process for organising, storing, retrieving, and retaining all company documents within the Maltix ecosystem. Adhering to these procedures ensures efficiency, accessibility, and compliance for all our valuable Maltix Tribe members.
2. ScopeThis SOP applies to all Maltix Tribe members who create, receive, process, or store documents as part of their role within Maltix.
3. DefinitionsDocument: Any recorded information, regardless of format, crucial to Maltix operations (e.g., contracts, invoices, reports, internal memos, Maltix Tribe content).
Maltix Tribe (as DMS): Our centralised digital platform (including Maltix Tribe SME, Business Applications) used for storing, organising, and retrieving digital documents. This is where authenticated user logins control access.
Archiving: The process of moving documents that are no longer actively used to a secure, long-term storage location within the Maltix Tribe's designated archive section.
Consistency: All new digital documents uploaded to the Maltix Tribe must adhere to established naming conventions.
Naming Convention Format: [Client/Project Name]_[Document Type]_[Date (YYYYMMDD)]_[Version]
Examples:
MaltixBizCard_SalesProposal_20250602_v1.0
AcmeCorp_Contract_20250515_Signed
Internal_MeetingNotes_20250530
Version Control:
Use vX.X for minor revisions (e.g., v1.0, v1.1).
Use vX.0 for major revisions or final versions (e.g., v1.0, v2.0).
When a document is finalised, add _Final or _Signed to the name, and upload as a PDF within the Maltix Tribe for uneditable integrity.
File Formats: Primarily use PDF for final versions, and where editable, utilise common formats compatible with the Maltix Tribe's document viewer capabilities.
Primary Storage: All digital documents must be stored directly within the designated sections of the Maltix Tribe (e.g., within specific client profiles in Maltix Business Applications, or departmental folders in Maltix Tribe SME).
Folder Structure: Adhere strictly to the pre-defined folder structure within the Maltix Tribe. If a necessary folder doesn't exist, contact your department head for guidance.
Accessibility (User Login): Documents must be uploaded to locations accessible to all Maltix Tribe members who require access, respecting the access permissions granted through their user login.
Avoid External Storage: Do not save critical business documents solely on local devices. Always upload to the central Maltix Tribe.
Utilise the search functionality within the Maltix Tribe.
Navigate the established folder structure based on naming conventions and document type, accessible via your user login.
Retention Policy: Adhere to Maltix's internal document retention policy (details available in the "Maltix Policies" category of the knowledge base).
Archiving Process:
Periodically review active documents for archiving eligibility (e.g., at project completion).
Move eligible documents to a designated "Archive" section within the Maltix Tribe.
Ensure archived documents remain accessible via user login for future reference.
Disposal: Permanently delete documents that have exceeded their retention period from all Maltix Tribe storage locations.
All Maltix Tribe Members: Responsible for adhering to this SOP for all documents they handle.
Department Heads/Managers: Responsible for ensuring their teams comply with this SOP and for maintaining folder structures for their respective areas within the Maltix Tribe.
Maltix Tribe Admin/IT Support: Responsible for maintaining the Maltix Tribe's document management features, ensuring data security, backups, and managing overall folder structures and user access permissions.
This SOP will be reviewed annually or as needed, following any significant updates to the Maltix Tribe's document management features or internal policies.
Data Entry and Record-Keeping Guidelines (SOP)Category: Maltix Internal Operations
Sub-Category: Document & Data Management
Article ID: DE-SOP-001
Last Updated: 2025-06-02
Applies To: All Maltix Tribe Members (User Login Required)
1. PurposeThis Standard Operating Procedure (SOP) establishes consistent procedures for accurate, timely, and complete data entry and record-keeping across all Maltix internal systems accessible via the Maltix Tribe. This ensures data integrity, reliability, and efficient retrieval for operational and analytical purposes for all Maltix Tribe members.
2. ScopeThis SOP applies to all Maltix Tribe members involved in entering, updating, or maintaining data within any Maltix system, including the integrated CRM functions of Maltix Business Applications, and content within Maltix Tribe SME, Hospitality, and Real Estate solutions.
3. DefinitionsData Entry: The process of inputting information into a digital system within the Maltix ecosystem.
Record-Keeping: The systematic process of maintaining documentation of business activities and transactions within Maltix platforms.
Data Integrity: The accuracy, consistency, and reliability of data over its entire lifecycle within Maltix systems.
Accuracy: Always verify data before entry to ensure it is correct and complete. Double-check critical information (e.g., contact details, pricing, dates).
Timeliness: Enter data as soon as it becomes available or as specified by departmental guidelines (e.g., Maltix Connect leads transferred to CRM within 1 hour).
Completeness: Fill in all required fields. If a field is not applicable, indicate "N/A" or leave blank only if explicitly allowed.
Consistency: Use standardised formats and terminology as defined in relevant Maltix internal guidelines.
Source Verification: Always refer to the original, verified information when entering data.
New Contact/Organization Creation:
Before creating a new record, search the Maltix Business Applications CRM to avoid duplicates.
Enter full name, company name, primary email, and phone number.
Categorise contacts correctly (e.g., Prospect, Client, Partner) using predefined tags.
Link contacts to their respective organisations.
Activity Logging:
Log all client interactions (calls, emails, meetings, Maltix Connect interactions) directly in the CRM section of Maltix Business Applications with clear, concise notes.
Include date, time, participants, key discussion points, and next steps.
Attach relevant documents (e.g., proposals, Maltix QR BizCard details) directly to the CRM record.
Opportunity Management:
Update sales opportunities promptly as they progress through stages within the Maltix Business Applications.
Ensure expected close dates and values are accurate.
Custom Fields: Utilise custom fields within the CRM for specific data points relevant to Maltix's services (e.g., "Advocate/Go/Tribe/Freedom Tawk.to/Lares VA Engaged," "QR Code ID").
Content Upload: When adding content (text, images, videos) to any Maltix Tribe solution:
Ensure all content is proofread for accuracy, grammar, and brand consistency.
Optimise images for web display within the Maltix platform (file size, dimensions).
Use consistent headings and formatting as per Maltix brand guidelines.
For property listings (Real Estate Explainer) or service descriptions (Hospitality Explainer), ensure all required fields are complete and accurate.
Dynamic QR Updates (via Maltix Tribe): When updating content linked to a dynamic QR code:
Verify the updated content displays correctly through the Maltix Tribe's preview function.
Ensure changes reflect the intended message accurately.
Test the QR code after significant updates to confirm functionality.
Profile Management: Ensure your personal and company profiles within Maltix Connect are accurate and up-to-date.
Lead Capture & Transfer: When new leads are captured via Maltix Connect, ensure they are promptly and accurately transferred to the CRM functions within Maltix Business Applications, following CRM guidelines (4.2.1).
Self-Review: Before saving, review your own data entries for errors.
Regular Audits: Department heads or designated personnel will conduct periodic audits of data entries within Maltix systems to ensure compliance with these guidelines.
Error Correction: Correct any identified data entry errors immediately upon detection. Report systemic issues or frequently occurring errors to your manager or Maltix Tribe Admin.
Access Control: Only access data within the Maltix Tribe relevant to your job function, as determined by your user login permissions. Do not share your login credentials.
Confidentiality: Treat all client and company data accessed via the Maltix Tribe as confidential. Do not disclose sensitive information to unauthorised parties.
Compliance: Adhere to all internal Maltix data protection policies accessible within the Maltix Tribe, ensuring compliance with relevant regulations for data collected via Maltix forms.
All Maltix Tribe Members: Responsible for accurate and timely data entry and for adhering to these guidelines.
Department Heads/Managers: Responsible for monitoring data quality within their teams and providing training on data entry procedures for Maltix systems.
Maltix Tribe Admin/IT Support: Responsible for system maintenance, data backups, and ensuring the data security infrastructure of the Maltix Tribe.
This SOP will be reviewed annually or as needed, following any changes in Maltix systems or internal data protection policies.
Appointment Scheduling and Calendar Management (SOP)Category: Maltix Internal Operations
Sub-Category: Meetings & Coordination
Article ID: AS-SOP-001
Last Updated: 2025-06-02
Applies To: All Maltix Tribe Members (User Login Required)
1. PurposeThis Standard Operating Procedure (SOP) establishes consistent procedures for scheduling appointments and managing calendars efficiently and effectively within Maltix. This ensures optimal time utilisation, clear communication, and seamless coordination for all Maltix Tribe members and external stakeholders engaged through our platforms.
2. ScopeThis SOP applies to all Maltix Tribe members who are responsible for scheduling internal or external appointments, meetings, or managing their own or others' calendars using Maltix-integrated tools.
3. DefinitionsTITAN Calendar System: The primary tool used for scheduling, integrated within the Maltix Tribe environment (e.g., CRM-integrated scheduling features within Maltix Business Applications, or the calendar function directly linked to Maltix Connect for user interaction).
Appointment: A scheduled meeting, call, or event with a specific date, time, and participants.
Maltix Connect Interaction: Any engagement through Maltix Connect Premium that may lead to a scheduled follow-up.
Accuracy: Ensure all appointment details (date, time, duration, participants, purpose) are accurate in the TITAN Calendar System.
Timeliness: Schedule appointments promptly. Avoid last-minute scheduling unless absolutely necessary.
Clarity: Use clear and concise language in event titles and descriptions.
Regular Review: Review your calendar daily (at the start and end of the day) and at the beginning of each week, accessible via your Maltix Tribe user login.
Check Availability: Always check the availability of all required internal participants using the calendar system integrated within the Maltix Tribe before proposing times. For external parties, propose 2-3 alternative times.
Determine Purpose & Duration: Be clear about the objective of the meeting and allocate appropriate time.
Identify Participants: List all necessary attendees, both internal Maltix Tribe members and external parties.
Preferred Tools: Utilise integrated scheduling tools within Maltix Business Applications or directly through your Maltix Connect interface where scheduling options are provided.
Title: Use a clear and descriptive title (e.g., "Client Name - Advocate/Go/Tribe/Freedom Tawk.to/Lares VA Demo," "Internal Team Sync - Project X," "Maltix Connect Follow-up with [Prospect Name]").
Date & Time: Set the correct date, start time, and end time.
Guests/Attendees: Add all internal Maltix Tribe members (via their registered email addresses) and external participants' email addresses.
Meeting Link (Internal/External):
For virtual meetings, generate and include a reliable video conferencing link integrated with Maltix's communication tools (e.g., the integrated video call feature if available, or a pre-approved third-party tool).
For in-person meetings, specify the physical location/address if applicable.
Description/Agenda:
Include a concise agenda or purpose of the meeting.
List any pre-reading materials or items attendees should prepare.
Add relevant client/project details or links to CRM records within Maltix Business Applications.
TITAN or Push Notifications: Set appropriate reminders for all attendees (e.g., 15 minutes before, 1 hour before).
Attachments: Attach any necessary documents (e.g., Maltix Advocate/Go/Tribe/Freedom Tawk.to/Lares VA brochures, proposals) directly to the calendar event.
Block Focus Time: Proactively block out time in your calendar for focused work, specific projects, or administrative tasks (e.g., "Deep Work - Maltix Site Development," "Admin Time - Data Entry").
Breaks: Schedule short breaks throughout the day.
Respond to Invites: Respond to calendar invitations promptly (Accept, Decline, Tentative). Add comments if declining or proposing alternative times.
Decline Politely: If declining, provide a brief reason and suggest alternative times or a colleague who can attend if appropriate.
Early Notification: Notify all attendees as soon as possible if an appointment needs to be rescheduled or cancelled.
Communication:
Update the calendar event first (reschedule or cancel) within the Maltix integrated calendar system.
Follow up with a brief, polite email to all attendees explaining the change and proposing new times (if rescheduling).
For external clients or high-priority Maltix Connect follow-ups, direct messaging via the Maltix Tribe or a phone call may be appropriate.
Reconfirm: If rescheduling, ensure all attendees confirm the new time.
CRM Integration: When scheduling client meetings, ensure the appointment is logged in the CRM section of Maltix Business Applications and linked to the relevant client record.
Maltix Connect: When interacting with prospects or partners via Maltix Connect, ensure any agreed-upon follow-up appointments are scheduled directly into the integrated calendar system.
In-App/Push Notifications: Scheduled events (e.g., follow-up actions in CRM) may automatically trigger in-app notifications and push notifications within Maltix Tribe for relevant team members or for clients, as configured within Maltix Tribe SME's communication features.
Individual Maltix Tribe Members: Responsible for managing their own calendars, adhering to scheduling procedures, and responding to invitations promptly.
Administrators/Assistants (with appropriate user login access): Responsible for managing calendars for executives or teams, ensuring efficient scheduling and coordination.
Department Heads/Managers: Responsible for ensuring their teams effectively utilise Maltix-integrated calendar systems and adhere to this SOP.
This SOP will be reviewed annually or as needed, following any significant changes in Maltix's integrated calendar tools or internal workflow processes.