Forrest Shopping Co., Ltd. is an online shop that sells apparel and miscellaneous goods, and has a store in an online shopping mall.
As part of its PR activities, the company promotes its products by asking external influencers to introduce the product and sharing their posts on its official social media accounts at the optimal time.
These influencers are reliable, long-term partners who are responsible for promoting the appeal of the products, and are specifically called “ambassadors”. Ambassadors sign a contract with Forrest Shopping Co., Ltd. in advance, write a product review based on their impressions of the product and their own experiences, and post it on their own social media accounts.
※This process improvement story is fictional and has no relation to any real people or organizations.
1. Issue: Ambassadors do not meet deadlines
After receiving the product, the ambassador posts their impressions and photos of the product on social media and blogs. The content is checked by Forrest Shopping Co., Ltd.’s public relations staff, who order any necessary corrections or additions. In this way, promotions are being carried out with the aim of conveying the product’s appeal to the fullest extent.
However, there is an issue with ambassadors not meeting deadlines for correcting their posts. If deadlines are delayed, there is a risk that product promotions will be delayed or incorrect information will be published without being corrected. This situation could lead to a decrease in the effectiveness of promotions and damage to the brand image.
2. Solution: Clarifying deadlines
To solve this problem, the Process Owner sets a clear deadline for the Human Task “Edit Post Content”. If the revision is not completed by the deadline, the reward will not be paid. This rule is clearly stated in the contract with the Ambassador in advance so that they are aware of the deadline.
This will increase ambassadors’ sense of responsibility and lead to more precise promotional activities.
Before
View workflow diagram details
Product shipping
The PR staff will send out the products they want the ambassadors to promote.
Automatically add share date
The date when the post will be shared on official social media will be added to Google Calendar.
Shipping notification
External ambassadors will be automatically notified when products are shipped.
Social media post
The ambassador who used the product will post a product review on social media. If the post is not submitted by the deadline, this request will end.
Official Social media post
The PR department will share the ambassador’s review on official social media. If there is an error in the product information, the PR department will ask the ambassador to correct the post.
Edit post content
If the Public Relations Department determines there is a problem with the content of a post, it will ask the ambassador to make corrections.
Share with cooperators
Relevant parties will be notified that the review post has been shared on official social media.
Advertising expense settlement
The accounting department will settle the payment to the ambassador.
Payment notification
Ambassadors will be notified of their reward payment.
After
View workflow diagram details
Product shipping
The PR staff will send out the products they want the ambassadors to promote.
Automatically add share date
The date when the post will be shared on official social media will be added to Google Calendar.
Shipping notification
External ambassadors will be automatically notified when products are shipped.
Social media post
The ambassador who used the product will post a product review on social media. If the post is not submitted by the deadline, this request will end.
Official Social media post
The PR department will share the ambassador’s review on official social media. If there is an error in the product information, the PR department will ask the ambassador to correct the post.
Edit post content/Notification of termination/Termination
If the PR department determines that there is a problem with the content of the post, they will ask the ambassador to correct it. If the corrections are not completed by the deadline, the case will be closed at that point. The PR department will be automatically notified that the case has been closed.
Share with cooperators
Relevant parties will be notified that the review post has been shared on official social media.
Advertising expense settlement
The accounting department will settle the payment to the ambassador.
Payment notification
Ambassadors will be notified of their reward payment.
3. Effects
Prevent promotion delays
This allows information to be sent out on schedule, maximizing advertising effectiveness.
Increase the sense of responsibility among ambassadors
Ambassadors can quickly make corrections, reducing the risk of misinformation spreading.
Increase the transparency of business processes
By setting clear deadlines, ambassadors will be aware of their areas of responsibility and can be expected to respond more courteously and promptly.
4. Other Business Applications
Publishers and Media
By setting deadlines for requesting revisions to articles or designs from writers and designers, you can prevent delays and quality issues and ensure a smooth publishing schedule.
Real Estate
When providing real estate information, setting a deadline for external photographers and writers to revise property photos and descriptions will enable smooth information disclosure and listing updates.
Travel Agents
Setting deadlines for information and content provided by external partners ensures timely promotions and information, maintaining credibility and quality of service for customers.