Diamond Digital Marketing Group

Tag: Client Onboarding

  • Assign Admin Access Rights of Google Payments Center to Others

    Assign Admin Access Rights of Google Payments Center to Others

    Definition

    Google Payments Center

    Access Rights

    Prerequisite

    Prepare the following materials before you (as an assignor) can assign the access rights to others:

    Decide which Gmail Address to use

    1. Use the same Gmail address which is used to register for the Google Ads account that you are going to link up the Google Payments Center.

    Decide which Permissions to assign (Can choose more than one)

    • Read access
    • Edit payments profile
    • Sign-up and purchase
    • Manage users
    • Admin with all permissions

    Get the GMAIL Address of the Assignee

    1. Should be (and only be) GMAIL Address.

    Step By Step Guideline on assigning Access Rights of Google Payments Center to others

    As an Assignor

    1. https://payments.google.com/1
    2. Settings > Manage users
    3. + Add a new user
      • Contact name = <<ASSIGNEE_NAME>>
      • Email address = <<ASSIGNEE_EMAIL_ADDRESS>>
    4. Permissions = admin with all permissions
    5. Email preferences = All payments email

    As an Assignee

    <<TBC>>

    Footnotes

    1. User the Gmail address same as the login of the Google Ads Account which you are going to link up with the Google Payments Center. ↩︎
  • How to Comment in Teamwork.com

    How to Comment in Teamwork.com

    Definition

    Comment in Teamwork.com can be used to response any Task , SubTask or Milestone by either assignee (i.e. collaborator) or the assignor (i.e. Project Manager) of the Task.

    How Comment in Teamwork.com looks like

    Example Cap Screen Of Teamwork Comment
    Example Cap Screen Of Teamwork Comment

    What Problem Patterns the Comment solved

    Accessability

    Not only can you use the Teamwork.com interface to place the comment, but also you can place the comment via replying by their mobile phone the comment email sent to the collaborator registered email address, which is good for the collaborator who is not always stuck to the computer.

    Task Instruction Optimisation

    All the Task Comments will be reviewed by the assignor. In case the assignee had left a feedback in the Task Comment that for some reasons he/she could not execute the task, for example, due to the lack of Login Password Credential provided in the Task Input, the assignor will update the Task Instruction Framework Template such that the same type of Task can be carried out smoothly next time. 

    In this sense, the Task Comment is acting as a media of nurturing the positive loop of optimising the quality of Task Instruction.

    As a Knowledge Repository in DDM’s Group

    Knowledge Repository means a knowledge library which stores both the theory and execution experience of carrying out a task. No matter the experience is successful or failure , they are both valuable as a failure experience can eliminate a trial and error testing of a specific task. 

    While all these theories and experiences are stored in the comment, the Knowledge Repository in DDM Group will crawl the Task comments so that the teammates can refer to this Knowledge Repository when they face the same type of task.

    Guideline on how to Comment in Teamwork.com

    While you can write whatever content you want in the comment, there are some little tricks for you to communicate well.

    Mention a specific Collaborator

    Please always mention a specific collaborator that you want him to read the comment, otherwise all the collaborators inside the loop can and will read the comment and they will be disappointed because the comment is irrelevant to some of the collaborators.

    You can mention a particular collaborator by simplying typing in the comment box like the example in below:

    @Tom

    If you want to mention the whole Company, you can type in the comment box like the example in below:

    @DDM1

    Replying previous Comment

    Unfortunately there is no nested comment in teamwork.com. (i.e. you cannot comment the comment). As an alternative, you can create a new comment and refer the previous comment that you want to reply

    1. Visit the comment that you want to reply
    2. Copy Link
    Copy Link In Teamwork Comment
    Copy Link In Teamwork Comment

    You will copy the link like below:

    https://diamonddm.teamwork.com/#tasks/21835467?c=20415136

    21835467 is the Task# , while 20415136 is the Comment# (i.e. c=)

    1. Copy the Comment URL into a new comment
    2. Press Icon Black Quote in the Comment URL
    Teamwork Comment Quote Previous Comment
    Teamwork Comment Quote Previous Comment

    Or alternatively you can simply copy and paste the referring text and add a Icon Black Quote as a blockquote so that the reader will understand that the Comment under the quote below will be the reply of the quoted Comment.

    Please be reminded that you should NOT blockquote the new comment you just added. You should only blockquote the text in previous commnet. Otherwise , the reader will have no idea on which paragraph is quoted from the previous comment, and which pargraph is newly written by you.

    Answering Output Request

    If the purpose of leaving the comment is for answering the request from the Output session in the Task Instruction, following rules should be complied:

    1. The number of answers should always match the number of output requests in the [Output] Session. I.e. If there is 2 Output Requests in the [Output] Session in the Task Instruction, you should always reply 2 answers in the comment.
    2 Outputs Request In Output Session
    2 Outputs Request In Output Session
    1. ALWAYS write the Output# (referring to the Output# in the [Output] Session in Task Instruction) PAIRING with the associated answer in the comment.2

    Output#2

    The answer of output#2 is that ……

    Comment which can only be read by DDM Group internally

    Occasionally you may want to place comment only to your teammate and don’t want your client to read that comment. You can easily do this by

    1. Privacy > Set Privacy
    2. Tick (or untick) anyone you want (or not want)
    Teamwork Comment Set Privacy
    Teamwork Comment Set Privacy

    Leave Comment via Email Reply

    Sometimes when you cannot access the Teamwork.com interface or you are outside and only have a mobile phone on hand, you can leave the Comment to the task by simply replying the Email sent from Teamwork.com regarding a specific Task.

    Teamwork Task Comment Email
    Teamwork Task Comment Email
    Replying Teamwork Comment In Gmail Interface
    Replying Teamwork Comment In Gmail Interface

    After you have replied the comment by sending an reply email via your Email Interface, your reply can automatically be shown in the Comment of the associated Task inside the Teamwork.com interface.

    Reply the Comment with Cap Screen or Image

    Besides attaching image files via File Attachment, you can simply directly copy and paste the cap screen or image into the Comment Box via the Teamwork.com Interface.

    DO NOT forget to wait until you can see the uploading bar shows 100% before you press Save Comment.

    Directly Copy and Paste Images Into Teamwork Task Comment
    Directly Copy and Paste Images Into Teamwork Task Comment

    Conclusion

    After you have placed the comment , as a good citizen please always type (and only type) the #Task + Comment # (e.g. #28929393c20392733) in the associated Project Whatsapp Group and mention (e.g. @Tom) the recipient that you have already placed a Comment in Teamwork to remind him/her to read the Comment.

    Good Practice of the conversation in Whatsapp message on reminding the reipcient will be as below:

    @Tom

    #28929393c20392733

    2024 Sales Report

    Please always be reminded that Whatsapp Group is acting as a reminder only. Therefore, only 3 components are supposed to be shown in the reminder Whatsapp Message:

    1. Group Participant that you want to mention
    2. #Task + Comment#
    3. Identifiable Task Topic

    Always encourge the participants to check the details via Teamwork.com Interface.

    1. Provided that DDM is the target company that you want to mention as a whole. ↩︎
    2. Imagine if there is 10 Output requests in the Output session and you didn’t enumerate which Output# you answered in the comment, how can the Assignor know which Output# you have done and which you have not? ↩︎
  • Inviting Collaborator to Join Project Management System

    Inviting Collaborator to Join Project Management System

    Definition

    Project Management System

    In DDM Group, we will adapt teamwork.com as the Project Management System, which is used by tens of thousands of orangisation in the world.

    Whom to Invite

    Administrator

    Supervisors or Project Managers in DDM Group will be invited as Administrator.

    Standard User

    Any non Administrator teammates but own an domain email address under DDM Group will be invited as Standard User.

    Collaborator

    Any Vendor , Partner or Client of DDM Group will be invited as Collaborator

    Step by Step – Inviting Collaborator to join Teamwork.com

    Invite users

    1. Invite users
    2. Add details
    3. Who would you like to invite?
      • <<First Name>>
      • <<Last Name>>
      • <<Email Address>>
    4. Which company should they belong to?
    5. Add a new company
      • <<Company Legal Name>>
    6. <<Standard user || Collaborator>>
    7. Choose projects
    8. <<Project Name>>1
    9. Send invite
    10. Send invite to one person2
    11. Wait Inviting User to accept the Email Invitation
    1. Received Inviation accepted Email.
    User has accepted your invitation
    User has accepted your invitation

    Invitation Accepted By User

    1. Login User Email 3
    2. Received the Email sent from [email protected].4
    Administrator has added you into Teamwork
    Administrator has added you into Teamwork
    1. Get Started5
    2. Start collaborating with your team today
      • Role = Team Member
      • I would like to receive news about Teamwork products, services, and events.
      • By signing up, you agree to the storing of your data. Privacy Statement.
    5. Create a password
    6. Finish Sign up
    Teamwork User Invitation Finish Signup
    Teamwork User Invitation Finish Signup
    1. Completed
    2. Please save the password somewhere safe for future login.

    People Configuration

    Configuration should be carried out for the People (i.e. the User) after that People is created.

    1. diamonddm.teamwork.com/app/people/people
    3. <<TEAMMATE_FULLNAME>>
    5. Permissions
    AdministratorYes | No
    Is this user an administrator?Yes
    Can this user manage task templates?Yes
    Can this user manage custom fields?No
    Can this user access the calendar?Yes
    Give automatic access to all future projects?No
    Permission Tab Configuration
    Standard User or CollaboratorYes | No
    Is this user an administrator?No
    Can this user access project templates?No
    Can this user manage project templates?No
    Can this user add projects?No
    Can this user manage task templates?No
    Can this user manage people and companies?No
    Can this user manage custom fields?No
    Can this user access the calendar?Yes
    Permission Tab Configuration
    1. Preferences
    Administrator OR Standard User OR CollaboratorYes | No
    Receive task/milestone completed emails?Yes
    Receive ‘Added as a follower’ emails?Yes
    Play a sound when the user receives a reminder or alert?Yes
    Receive daily ‘Project Report’ email?No
    Give automatic access to all future projects?No
    Use ‘Markdown’ for messages and comments?Yes
    Show only notifications for items they’re followingYes
    Receive status update notifications/emails?Yes
    Alert the user if they forget to notify people when they comment?Yes
    Enter time log duration in shorthandNo
    Permission Tab Configuration

    Teamwork.com APP Installation

    For mobility please also install the APP version of the Teamwork.com 

    1. Google Play Store
    2. Apple App Store

    Footnotes

    1. Do NOT tick the Compan Name. Tick the Project Name instead. ↩︎
    2. An email will be sent from [email protected] to the inviting users. ↩︎
    3. Email inbox of Inviting User ↩︎
    4. Email Title = You’ve been added by <<Administrator>> to collaborate on Diamond Digital Marketing (HK) Ltd ↩︎
    5. Once the user clicked the Get Started button, a new tab of the browser will be openned and the User will be brought to https://diamonddm.teamwork.com/launchpad/login/projects ↩︎
  • Add a New Partner to the Business Portfolio of your Meta Business Suite

    Add a New Partner to the Business Portfolio of your Meta Business Suite

    Definition

    Meta Business Suite

    Meta Business Suite (or formerly known as Facebook Business Suite) is a comprehensive Meta assets management tool designed to help businesses manage their activities under Meta Platforms, Inc. including Facebook, Instagram, Whatsapp Business and Meta Messenger from a single platform.

    How Meta Business Suite Interface Look Like
    How Meta Business Suite Interface Look Like

    Business Portfolio

    One Meta Business Suite can have many (i.e. One to Many relationship) Business Portfolio because a company can have more than 1 business name or business line which all put together under 1 single Meta Business Suite Account. The Business Portfolio is simply the unit which differentiate different business name or business line under the same Meta Business Suite.

    In the case of an digital marketing agency, as an digital marketing agency always help more than 1 client to manage their Meta Assets, and therefore each client’s Meta Assets will be differentiated with a separated Business Portfolios , which all these Business Portfolios from different clients can all put under 1 Meta Business Suite account of a digital marketing agency.

    Partner

    Partner is an entity, such as an agency or another business, that you grant access to your Meta Assets within your Business Portfolio. This can include your Facebook Page, Instagram account, ad accounts, Whatsapp Business Account and more. By adding a partner, you can collaborate with them on managing your social media presence, running ad campaigns, and analyzing performance.

    Also be reminded that the Partner in here is totally different and concept – Meta Business Partner , which is literally the real business partner of the Meta, Inc.

    Add a New Partner

    To be precise , when you are pressing the Add a new partner button inside the Meta Business Suite interface, you are in fact adding a Partner (e.g. your appointed Digital Marketing Agency) into your Business Portfolio, while the term Partner is referring to a Business Portfolio Account which is unique identified by a Business ID, implying that you are NOT adding the Facebook Business Page of your appointed Digital Marketing Agency as your Partner, nor are you inviting individual Facebook Personal Account (People) owned by the staff of your appointed Digital Marketing Agency to manage your Business Portfolio Account.

    Your Business Portfolio can add as many Partners as you like to manage particularly different Meta Assets.

    Below is the Meta Business Suite Partner Business Portfolio Chart Extract (Figure 1) which in large extend simplifies the hierarchical relationship between your and Partner’s Business Portfolio Account.

    Meta Business Suite Partner Business Portfolio Chart Extract
    (Figure 1) Meta Business Suite Partner Business Portfolio Chart Extract

    Use Case – When to Add a New Partner

    As a Business Owner

    Assign Access Rights to your Digital Marketing Agency

    It is straight forward that when you as a business owner , after you have appointed an Digital Marekting Agency, you will need to assign the Access Rights of different kinds of Meta Assets , including Facebook Business Page and Meta Ads Account , to the Digital Marketing Agency so that they can mange the Meta Assets on behalf of you.

    What Problem Patterns the Adding a New Partner solves

    Comparsion between Adding a New Partner and Inviting a People

    As mentioned in the Article Invite people to the Business Portfolio of your Meta Business Suite that as a Business Owner, you can always directly assign the access rights of your Meta Assets by inviting a People (i.e. an individual person, probably the staff of the appointed Digital Marketing Agency) to manage your Meta Assets on behalf of you.

    However, there may be some down side while you are taking the way in above, due to the fact that:

    Extra workload when People is onboard / quit

    Imagine every time when your appointed Digital Marketing Agency hires a new staff , which on the flip of coin means that an existing staff is going to quit, you as the Business Owner , need to both invite a new Person and remove the access rights of the going-to-quit staff from your Business Portfolio, not to mention that you probably have to invite the staff of your appointed Digital Marketing Agency coming from I.T , marketing and creative design team.

    Instead of inviting them one by one , you can directly and simply add the appointed Digital Marketing Agency as a new Partner only for one time. And all the human resource turnover will not be your problem because the workload of linking up the Business Portfolio to the People (i.e. staff) will be shifted to your appointed Digital Marketing Agency.

    Sophisticated Matrix among Permission Level, People and Meta Assets

    Think about the Matrix in below which highly reflects the reality in your Business Portfolio:

    People involved

    2. Marketer
    3. Designer
    4. Data Analyst
    5. Finance
    6. I.T Guy

    Access Rights Permission Level

    1. Full Control
    2. Partial Control

    Meta Assets

    1. Facebook Business Page
    2. Instagram Business Page
    3. Whatsapp Businesss Account
    4. Dataset (Pixel)
    5. Domain
    6. Meta Ads Account

    In reality like the above Role-based Access Control example, you may not realise that you finally may need to take (6 * 2 * 6) = 72 actions during your Access Rights assignment exercise, not to mention that the turnover of the People.

    Account Quality of the Facebook Personal Page of the People

    With a bit of luck, you may not realise that if the Facebook Personal Page of the People whom you assigned him/her Full Control access rights of your Business Portfolio, whenever that Facebook Personal Page is restricted by any reason, outstanding ads bill balance for example, the Business Portfolio which under he/she control (i.e. your Business Portfolio) will also be restricted.

    By Add a Partner instead of inviting individual People to manage your Business Portfolio, you can avoid this risk exposure.

    Prerequisite of Add a New Partner

    Before you can add a New Partner to manage your Business Portfolio, following items should be prepared:

    For the Target New Partner:

    1. The 16-Digit Business ID (of its Business Portfolio)
    2. The Registering Email which is used to create the Meta Business Suite account which contains the target Business Portfolio.
      • Make sure the Target New Partner is ready to login the Registering Email address without any hiccup. (e.g. Lost password, 2FA device missing and e.t.c.)

    For the Business Owner and Meta Business Account Owner who want to Add a New Partner:

    1. Email Address (i.e. Registering Email Address) which is used to register the Meta Business Suite Account which contains the Business Portfolio that you want to share should be ready. This is due to the fact that in case (quite often) you want to assign the Full Control (i.e. highest) access rights level the Partner, Meta Business Suite will require you to verify your (i.e. owner) Registering Email Address before you can successfully assign by sending you the verification email to your Registering Email Address.  
    2. Login of the Facebook Personal Page
      • By accessing the Meta Business Suite interface, you should have logged the Facebook Personal Page which has the Full Control of the Business Portfolio that you want to share.
      • Be alert that thanks to ex-staff you may have many Meta Business Suite ,many Facebook Personal Page and many Business Portfolio , no matter you know or not know their existence. Therefore, before sharing the Business Portfolio to the Partner, make sure the Business Portfolio you are going to share is the one which is linked up with the underlying Meta Assets that you want your New Partner to manage on behalf of you.
    3. Suggestions from New Partner which Meta Assets you want to share.
      • The only shortcoming to adding new Partner (instead of inviting individual People to manage your Business Portfolio) is that you need to share each Meta Assets to the Partner one by one, which means that you cannot simply share the Full Control to your appointed Digital Marketing Agency and let them assign the Meta Assets by themselves. Therefore, you can suggest your appointed Digital Marketing Agency to prepare in advance a sharing list before you sit in front of the computer to do the operation. 
      • In most cases, you may realise at the last minute that the Meta Assets that you want to share to your appointed Digital Marketing Agency in fact do not exist. Therefore, having the Meta Assets list in advance will avoid this embarrassment.
    4. Ownership lists of the Meta Assets
      • As mentioned in the #3 in the previous paragraph, very often the Meta Assets that you want to share to your Partner may even not exist. For example, you may not realise that you need to have a Meta Assets of Dataset (Pixel) or Meta Ads Account. Especially in the rush of the deadline of your project, your Partner may not be able to wait for you to create the Dataset (Pixel) or Meta Ads Account for you, which in turn they will create their own and everything just works fine! Until the day you cease working with your Partner , all the Meta Assets will be broken which you may probably need to rebuild again. And therefore, to own the Meta Assets are always the 1st priority of running a social media account.

    Step by Step Guideline on how to Invite People

    Steps For Business Owner

    1. Login facebook.com by the Email Address which you have the Full Control of the managing the Business Portfolio that you are going to share to your Partner.
    2. Browser1 > + (New Tab)
    3. business.facebook.com/latest /settings/business_info/2
    4. Partners > Add ▼ > Give a partner access to your assets
    5. Add a new partner > Enter Partner Business IDⓘ3 > Next
    6. Select assets and assign permissions > Select asset type ​> Select assets4 > Assign permissions > Full control (business tools and Facebook) > Everything Icon Turn On Toggle 64x64 > Assign assets5
    7. Assets assigned
    Select assets and assign permissions Assets assigned
    Select assets and assign permissions Assets assigned
    1. business.facebook.com/latest/ settings/business_info > Users > Partners
    Show New Partner In Business Portfolio After Assigned In Meta Business Suite

    Show New Partner In Business Portfolio After Assigned In Meta Business Suite

    Steps For Assignee (Assigned New Partner)

    1. Step#8 in Steps For Business Owner completed
    2. Login <<PARTNER_REGISTERING_EMAIL>>
    3. Email Title = You can work on a new page on Business Manager from [email protected]
    4. Visit Business Manager > Partners
    You can work on a new page on Business Manager
    You can work on a new page on Business Manager

    Steps For Buiness Owner to modify the Access Rights in the future

    It is likely the case that you may not assign all the Meta Assets to your Partner in one shot. No worry and you can always add/remove Assets by:

    1. business.facebook.com/latest/settings/business_info > Users > Partners
    2. Details > Assets you shared > Assigned assets
    3. <<ASSIGNED_META_ASSETS>> > Manage
    1. Should be the same Browser used in Step#1 ↩︎
    2. Check whether the business_id found in the URL of the address bar in the browser is the Business ID you want to share to your Partner to manage ↩︎
    3. Request the 16-Digit Business ID from your Partner. For example, 1787800488180171 ↩︎
    4. You should at least choose one asset before you can add a Partner. Please ask your Partner to provide the lists of Meta Assets assignment beforehand. ↩︎
    5. You can either apply the the principle of least privilege (PoLP) or bear the cost of spending time to take care of the permission requests every time in the future. Make sure you understand the benefit and risks of your actions. ↩︎

  • Google Spreadsheet Usage in Project Management

    DDM

  • Google Drive Usage in Project Management

    Definition

    Google Drive is a cloud-based file storage provided by Google which is totally free for use if the storage usage is under 15GB. You can regard it as a storage of your hard drive in your laptop, except that the storage is stationed in the Cloud instead of your laptop..

    Problem Patterns that Google Drive solves

    Files needed to be stored in mutli-location and multi-device

    By storing the file into Google Drive (i.e. the Cloud Drive) , you can access the file in any device including laptop , desktop or even mobile phone. As long as you have access to the internet, you can use any browser to login to Google Drive and access the storage.

    This is a common scenario where you have saved a important Powerpoint file in the laptop in your home but in the morning you forgot to copy that Powerpoint file from your laptop to the USB drive, which eventually you failed to use the file to do the presentation. 

    Different roles need different access rights level for different files in the storage

    Imagine a scenario that when you are working for a project with your client, you want to share only one of the files in the storage, while keeping the vendor quotation files away from your client.

    Another scenario is that you want to only share the company profile .pdf file to your client for reading and don’t want them to have the rights to delete the file.

    This capability is what we called Role Based Access Control🛈, which is one of the features of Google Drive.

    Company’s Files scattered around different local storage

    Imagine if you have 30 staff in your company and everyday they work very hard to do their jobs via their laptop. One day , you have a very important sales pitch which drives you to gather all the past job references from your colleague. While you may need to get the Social Media Ads Image Ads from a designer, you also need to go for the programmer to ask for the wideframe of the website. Without luck, the programmer who created the wideframe just quit last week without leaving any clue where he stored the wideframe which he created 2 years before.

    If this scenario sounds familiar to you, it is time for you to think of using Google Drive to centralise all the important files and documents to save the time of searching.

    Scenario of using Google Drive

    Sharing files to your client by Role Based Access Control

    Step By Step

    1. Determine the hierarchy level that you want to share in the Google Drive

    As said before, Google Drive is no different than any of the File Manager in your laptop computer, except that the files inside the Google Drive are stored in a cloud harddisk, while the Files accessed by your File Manager of your laptop are saved in your local laptop harddisk.

    Therefore , both of them are using the same tree hierarchy to locate the files. Allow me to illustrate the File Manager Hierarchy with the example below:

    Your Company Google Drive File System Hierarchy

    • Google_Drive_Root
      • Human_Resource (Folder)
      • Accounting (Folder)
      • Client (Folder)
        • 00_Alice_Ltd (Folder)
          • 01_Facebook_Post_Image.png (File)
          • 02_Facebook_Post_Text.docx (File)
          • 03_Alice_Quotation.pdf (File)
          • 04_Vendor_Invoice.pdf (File)
        • 05_Billy_Company_Ltd (Folder)

    In this example, as the Project Manager of Alice Ltd, you may probably want to share the whole Folder of Alice Ltd (i.e. 00_Alice_Ltd) to your Assistant Digital Marketing Manager , Sam, but not Billy Company Ltd (05_Billy_Company_Ltd), which Sam has no time to manage.

    Meanwhile, you may want your Digital Marketer to access only the Image (01_Facebook_Post_Image.jpg) and Text file (02_Facebook_Post_Text.docx) , and you don’t want him to access the Quotation to Alice Ltd which contains the selling price of the Project.

    In this case, to share the Whole Folder of 00_Alice_Ltd to Sam (Assistant Digital Marketing Manager), you can :

  • Project Kick Off – Client Prospective

Diamond Digital Marketing Group