Objective
To provide a clear and concise procedure for sending career progress update solicitations to trainees, ensuring accurate and timely updates to their training records while minimizing misunderstandings and errors.
Key Steps
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Access the Tools Section
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Navigate to the tools section of the training program platform.
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Update Solicitation Email Template
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Select the option to edit the solicitation email.
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Customize the email subject and body to fit your needs.
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Utilize magic fields to personalize the email with the trainee's name.
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Preview the Email
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Use the preview feature to review how the email will appear to the trainee.
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Ensure all information is accurate and personalized.
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Send Solicitation Emails
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Once the email template is finalized, click on the "Send All" button to dispatch the solicitation emails to all designated trainees.
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Confirm that the emails have been sent by checking the "date last sent" column for each trainee.
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Monitor Responses
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Instruct trainees to update their career progress through the unique link provided in the email.
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Regularly check the tools section under "Career Progress Update" to view the last update date for each trainee.
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Review Individual Trainee Updates
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For specific trainee updates, select the trainee's profile (e.g., Larry Martin).
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Access the interaction history to see the last update and actions performed by the trainee.
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Cautionary Notes
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Ensure that the solicitation email is free of errors before sending, as this reflects the professionalism of the program.
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Be mindful of the trainees' privacy and confidentiality when handling their personal information.
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Avoid sending solicitation emails too frequently to prevent overwhelming trainees.
Tips for Efficiency
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Create a standard email template that can be reused with minimal changes for different cohorts of trainees.
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Set a regular schedule (e.g., quarterly) for sending out solicitation emails to maintain up-to-date records without overburdening trainees.
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Utilize reminders or calendar alerts to prompt timely follow-ups for trainees who have not yet updated their information.
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Encourage trainees to keep their profiles updated regularly to minimize the need for frequent solicitations.
By following these steps, team members can effectively manage the career progress update solicitation process, ensuring a smooth and efficient operation while maintaining accurate training records.
Link to Loom
https://loom.com/share/9f02e442e5804e01a902a9df3cfb096e?src=composer