Working With CMS

Welcome to Crystal Marketing Solutions (CMS), where refining your vision and boosting your marketing strategy is both productive and enjoyable. I am here to acknowledge the leap you took in prioritizing this, freeing you to focus on the things that matter most to you.

Communications

  • Email is our preferred communication tool for regular updates, inquiries, and non-urgent matters. It provides a documented trail of conversations, maintaining clarity and accountability.

  • Payment terms are detailed in our Partnership Agreement, with invoices issued monthly or as specified in your service package.

  • Based on your package, we schedule virtual marketing meetings via Zoom to discuss projects. We typically schedule client virtual meetings on Mondays and Tuesdays, reserving the rest of the week for focused project work. We schedule this quarterly, and our calendar system sends you reminders five days before, the day before, and one hour before. If you need to cancel or reschedule our meeting, please notify us via email with at least 24 hours' notice. We understand that circumstances may change and will accommodate such requests whenever possible.

  • If there is a need for additional meetings, we can arrange them in 15-minute increments.

  • While we prioritize scheduled communications, we understand that urgent situations may arise, requiring immediate attention. In these cases, we accommodate urgent matters through impromptu Zoom calls.

  • Our team operates Monday through Thursday, 9 a.m. to 4 p.m. ET, with flexibility for evening or weekend work when necessary to meet deadlines. We are closed for all market holidays.

  • We notify you in advance of our standard vacation periods to ensure continuity of service. At a minimum, every year, we schedule two standard vacation periods in which our office is closed:

    • The week of Independence Day

    • From Christmas Eve to New Year’s Day

  • For streamlined communication with tasks and projects, we require:

    • Designating a key point person for streamlined communication.

    • Providing clear and detailed instructions upfront to minimize errors and delays.

  • If necessary, either party may terminate the Partnership Agreement with 30 days' written notice sent directly to Crystal Butler.

Project Management (PM)

  • Tasks refer to individual actions, while projects encompass more complex undertakings requiring thorough planning and resource allocation.

  • Our primary project management tool is MeisterTask, fostering seamless communication and transparency. While we primarily communicate via email, MeisterTask is your centralized hub for task management and updates.

    • Business Days: Please be mindful of our operating hours listed above.

    • Timelines: Vary depending on the project's complexity, required research, responsiveness, and level of detail.

    • Complexity: Basic updates (e.g., simple wording changes) typically fall within a shorter timeframe, while complex updates (e.g., CSS coding) require more time.

    • Rush: Expedited processing may be available upon request; please see the section below for more information. 

  • The provided timelines are for proofs, not final versions, and will begin once all necessary information has been received.

    • Content Marketing

      • Ghostwritten Copy Proof: 6-12 business days

      • Pre-written Website Proof: 2-4 business days

    • Email Marketing

      • Email Proof: 2-4 business days

      • Newsletter: 2-4 business days

    • Graphic Design

      • New Print Invitation Proof: 6-8 business days

      • Update to Previous Invitation Proof: 2-4 business days

    • Print Newsletter

      • Ghostwritten Copy: 6-8 business days

      • Design Proof: 6-8 business days

    • Website

      • Update Basic Wording or Changing a Picture: 1-2 business days.

  • A rush project is one requiring completion sooner than our standard timeframe. Occasionally, expedited project turnaround times are necessary. For rush requests outside our standard schedule, we apply an additional charge of $150 per task or project, or $75 per hour worked, whichever is greater. This fee ensures we can prioritize urgent needs without compromising service quality.

  • Our goal is to deliver the most polished and comprehensive draft possible. While we strive for excellence, we acknowledge that errors can occur. Our process includes multiple drafts and rigorous proofreading to ensure top-quality work before presenting it to you.

    When providing feedback, we ask that you consolidate your comments into a single review to streamline revisions. We understand that additional changes might be necessary later, but please be aware that modifications made during the launch phase can delay the project timeline.

    As a client, you will typically:

    • Receive 1 revision of a copy or design proof.

    • Have the opportunity to review the final updated version to confirm approval.

    For clients with compliance requirements, we accommodate compliance changes. However, our thorough process aims to minimize the need for such changes.

  • We carefully select software to optimize our efficiency and expertise. As the account owner, you retain ownership and access to content created on your behalf, even if you're no longer a client. We don't receive any kickbacks from these tools; any discounts we obtain are passed on to you directly. Clients are responsible for covering the costs of the following additional software, if included in their marketing package: