Outlook Overview for New Hires

Outlook is the email and communication platform we use to stay connected as a team and manage professional correspondence with customers, vendors, and other stakeholders. It’s an essential tool for ensuring clear communication and staying organized.

Why We Use Outlook:

1. Professional Communication: Manages all business emails, ensuring we can communicate effectively with customers and partners.

2. Calendar and Scheduling: Helps us coordinate meetings, track deadlines, and stay organized.

3. Task Management: Integrates with tools like To Do and Planner for managing individual and team tasks.

4. Centralized Contact Management: Stores important email threads and contact details for easy access.

How We Use Outlook:

1. Email Communication:

   • Send and receive emails for internal team communication and customer inquiries.

   • Reply to customer questions, resolve issues, and confirm orders or appointments.

   • Maintain a professional tone and double-check details in all correspondence.

2. Calendar and Scheduling:

   • Schedule meetings, events, and important deadlines on the shared calendar.

   • Coordinate with team members to avoid scheduling conflicts.

   • Use calendar reminders to stay on top of tasks and appointments.

3. Task Management:

   • Organize emails by priority, flag important messages, or convert them into tasks.

   • Use integrations with To Do or Planner for tracking and assigning tasks.

4. Organization and Folders:

   • Create folders to organize emails by project, customer, or task for easy reference.

   • Use filters and rules to automatically sort incoming emails.

5. Team Collaboration:

   • Share files and links directly through emails.

   • Work collaboratively on shared documents via OneDrive or other Microsoft integrations.

Expectations:

• Check your Outlook inbox regularly throughout the day to stay updated on important communications.

• Respond to emails promptly and professionally, especially customer or vendor inquiries.

• Keep the calendar up to date with your schedule and check it before planning team tasks or meetings.

• Use folders and filters to keep your inbox organized and manageable.

Shopify Overview for New Hires

Shopify is the backbone of our e-commerce operations, serving as the platform where we manage our online store, inventory, and customer interactions. It’s an essential tool for listing products, tracking sales, and ensuring a seamless shopping experience for our customers.

Why We Use Shopify:

1. Centralized Management: Shopify is the hub for our website and eBay sales, streamlining inventory management and order processing.

2. Ease of Use: Its intuitive interface makes it simple to upload products, adjust pricing, and track performance.

3. Customizable Storefront: We use Shopify to design and maintain our website, ensuring it reflects our branding and provides a user-friendly experience for customers.

4. Integration-Friendly: Shopify connects with tools like LitCommerce and Google, enabling smooth workflows for product listings, marketing, and inventory synchronization.

How We Use Shopify:

1. Product Listings: All items for sale on our website and eBay are managed through Shopify, including descriptions, photos, pricing, and stock levels.

2. Order Fulfillment: Process customer orders, print shipping labels, and track order status.

3. Analytics: Monitor sales, customer activity, and website performance to inform business decisions.

4. Marketing Campaigns: Use Shopify’s features to create discounts, promotions, and targeted email campaigns.

5. Customer Support: Manage customer inquiries through our live chat integration and email notifications.

Expectations:

• Familiarize yourself with the Shopify dashboard to understand how to navigate product listings, orders, and inventory.

• Pay attention to detail when creating or updating product listings, as errors can affect customer trust and sales.

• Coordinate with Kelcyn to ensure consistency in product details and photos.

Shopify is critical to how we operate and grow as a business. It’s designed to be user-friendly, so don’t hesitate to explore its features and ask questions if you need help.

Shopify POS Overview for New Hires

Shopify POS (Point of Sale) is the system we use to manage in-person sales at The Annex. It integrates seamlessly with our Shopify platform, allowing us to track both in-store and online inventory, manage transactions, and provide a smooth checkout experience for our customers.

Why We Use Shopify POS:

1. Unified Inventory: It syncs with our Shopify store, ensuring that stock levels are consistent across in-store and online platforms.

2. Easy Transactions: Handles a variety of payment methods (cash, credit cards, etc.) and offers an intuitive checkout process.

3. Customer Management: Helps us collect customer information for receipts, future marketing, and personalized service.

4. Insights: Provides valuable sales data and reports to help us understand store performance.

How We Use Shopify POS:

1. Checkout Process:

   • Ring up products by scanning barcodes or searching for items in the system.

   • Accept multiple payment types, including split payments if needed.

   • Print or email receipts directly from the POS system.

2. Inventory Management:

   • Keep in-store inventory synced with our online store for accurate stock tracking.

   • Notify Kelcyn or Amanda about low-stock alerts for restocking.

3. Discounts and Promotions:

   • Apply discounts or promotional pricing to items during checkout as directed.

   • Ensure any discounts align with current store policies or campaigns.

4. Customer Interaction:

   • Look up past purchases if customers have questions or need a replacement product.

   • Collect customer emails (with their consent) for follow-ups or marketing.

5. Daily Operations:

   • Open and close the register using Shopify POS.

   • Monitor daily sales reports and share insights with Amanda for review.

Expectations:

• Familiarize yourself with the Shopify POS interface to ensure smooth transactions.

• Double-check product pricing and inventory when assisting customers to avoid errors.

• Always provide excellent customer service during in-person interactions, as it reflects directly on the store.

• Notify John of any issues with the system or discrepancies in inventory.

Shopify POS ensures our in-store operations run efficiently and integrates all sales into one cohesive system. If you’re new to using it, Amanda or John can provide additional training and tips.

Shopify Inbox Overview for New Hires

Shopify Inbox is our go-to tool for managing customer communication directly through our website. It allows us to engage with customers in real-time via live chat, answer their questions, and provide support, making it easier to turn inquiries into sales.

Why We Use Shopify Inbox:

1. Customer Engagement: It helps us connect with customers while they’re browsing, answering their questions quickly to boost confidence and encourage purchases.

2. Convenience: Consolidates customer messages from our website into one platform for easy management.

3. Sales Support: Provides insights into customer behavior and products they’re viewing, enabling personalized recommendations.

4. Efficiency: Automated messages and FAQs save time and ensure customers get answers promptly, even during busy times.

How We Use Shopify Inbox:

1. Live Chat:

   • Respond to customer inquiries about products, pricing, availability, or shipping in real-time.

   • Assist customers in navigating our website and finding specific products.

2. Automated Messages:

   • Use pre-set replies to answer frequently asked questions (e.g., "Do you offer shipping?" or "What are your return policies?").

   • Automatically greet customers when they open the chat for a more personalized experience.

3. Tracking Customer Behavior:

   • View details about the products customers are browsing to offer tailored recommendations.

   • Identify potential upsell or cross-sell opportunities during conversations.

4. Follow-Up:

   • Use Inbox to send follow-up messages to customers who left the chat or didn’t complete their purchase.

Expectations:

• Respond to customer messages promptly and professionally to maintain a high level of service.

• Use clear and concise communication to provide accurate and helpful information.

• Familiarize yourself with the automated responses and update them as needed for relevance.

• Report any recurring issues or customer feedback to John for improvements.

PhotoRoom Overview for New Hires 

PhotoRoom is a user-friendly photo editing app that simplifies the process of creating high-quality product images for online listings and marketing materials. It is particularly useful for product photography because it allows us to efficiently remove backgrounds, enhance images, and maintain a consistent professional appearance across all our product photos.

Why We Use PhotoRoom:

1. Background Removal: Quickly removes cluttered or distracting backgrounds, leaving a clean, white, or custom background suitable for e-commerce platforms.

2. Photo Enhancement: Offers easy-to-use tools to adjust brightness, contrast, and shadows, ensuring products look their best.

3. Consistency: Ensures all product images maintain a uniform style, which is crucial for building trust with customers and maintaining a professional brand identity.

4. Time Efficiency: Its intuitive design makes editing fast and straightforward, even for those with little to no photo editing experience.

How We Use PhotoRoom:

1. Product Listings: Enhance product images for use on our website, eBay, and social media platforms.

2. Marketing Materials: Create visually appealing photos for advertisements, banners, and promotional content.

3. Quick Turnaround: Edit photos on the go for immediate use when photographing products in the warehouse or store.

Expectations:

• Familiarize yourself with the app's features through its tutorial or trial-and-error.

• Focus on producing clean and clear product images.

• Maintain consistency with image style and branding across all platforms.

PhotoRoom is a valuable tool for showcasing our inventory professionally and efficiently, and we encourage creativity while ensuring all images align with our standards.

eBay Mobile App Overview for New Hires

The eBay Mobile App is an essential tool for managing our eBay store on the go. It allows us to list products, communicate with customers, and handle orders efficiently, ensuring we maintain a strong presence on eBay while staying responsive to buyers.

Why We Use the eBay Mobile App:

1. Quick Access: Manage our eBay store from anywhere, whether you're at Wall, The Annex, or on the move.

2. Easy Listing Management: Create, edit, or end product listings directly from your smartphone.

3. Customer Interaction: Stay connected with buyers by responding to messages promptly.

4. Order Fulfillment: View, update, and track orders to ensure timely shipping and customer satisfaction.

How We Use the eBay Mobile App:

1. Product Listings:

   • Upload product photos, descriptions, and pricing directly from your phone.

   • Edit or update existing listings to reflect inventory changes or pricing adjustments.

   • End listings for products that are sold out or no longer available.

2. Messaging:

   • Respond to buyer inquiries about products, shipping, or returns.

   • Provide accurate and polite answers to ensure positive interactions and maintain good feedback.

3. Order Management:

   • View orders as they come in and verify payment status.

   • Update order statuses once items are shipped or delivered.

   • Print shipping labels through the app when connected to a compatible printer.

4. Tracking and Reporting:

   • Monitor sales performance and active listings.

   • Check on the status of shipments or address any delivery issues.

5. Notifications:

   • Receive alerts for new messages, offers, or sales to stay on top of activity.

Expectations:

• Be proactive in keeping listings accurate and up-to-date to avoid customer confusion.

• Respond to buyer messages promptly, as eBay values quick and professional communication.

• Coordinate with Kelcyn for any complex issues, pricing questions, or inventory discrepancies.

• Ensure all product details, especially shipping information, are correct to prevent delays or disputes.