Case study of eSecretary used in home.

• eSecretary is a very generic product.• Every Microsoft user is a potential customer. • eSecretary used by some of our valued

customers at home very effectively. • Case study explains how eSecretary was used

by Gupta Family • To manage invitations for various functions

during a marriage

Steps to follow

• Steps for preparing the Master Contact List and Various segment lists for different occasions

• Compilation of contacts • Cross checking of contacts

• Master Contact List

• Guest Lists for different occasions

• Accurate forecasting of guests.

Cross checking of contacts

• Ensure all family contacts compiled, no contact missed.

• Each member checks his contacts online in eSecretary , and adds contacts not in the list. • Alternatively eSecretary has facility to create list

of contacts in various formats. • Take excel list of all contacts and check if any

contact is still missing.• Every individual can finalize his own contacts. • All members discuss the lists, ensure no one is

left out.

Master Contact List

• Once all your contacts are entered in eSecretary, you will get a Master Contact

List.

Guest Lists for different occasions.

• Prepare lists of various invitees depending on the occasion. • Example of a marriage in the Gupta family. Separate invitee lists for various functions during the marriage

– Engagement Ceremony– Ganesh Pujan– Sangeet Sandhya – Marriage ceremony– Reception – List of out station guest

• Out station guests to be received and put up in a Bhavan/Hotel for temporary stay.

• Create various groups from Master contact list in eSecretary.• Segmented lists can be printed or mailing labels / envelops etc. can

be printed separately for each group.

Accurate forecasting of guests.

• Add remark columns like- Confirmed (No. of Guests), Not confirmed, Follow up etc to the list concerned and take a print out

• Make telephonic calls to guests/groups, inviting them for the function.

• Leads to systematic follow up of the guests.• Accurately forecast the number of guests

expected to attend a particular function.• eSecretary saves money by avoiding un-

necessary expenses.

Accurate forecasting of guests.

• Accurate forecast of the out station guests coming to attend the function.

• Helps making arrangements for their receiving at Railway stations/Airport

• Accommodations for the guests stay can be arranged in a better way.

Example of Gupta Family.

Gupta family consists of

• Mr. Gupta,

• Mrs. Gupta,• Elder daughter Kajol,

• Younger daughter Pinky,

• Elder son Pankaj and

• Younger son Rakesh.

eSecretary deployed by Gupta Family for daughter’s marriage.

eSecretary was used for following – Compiling Contacts to create a Master List.– Creating the Segment Lists from Master list for different

occasions. – Printing the Mailing Labels/Envelops. – Sending invitations/reminders by email using the email merge

facility of eSecretary.– Personal calling & updating the status of invitees– Receiving the guests and putting them up in Bhavan’s/Hotels.– Making the accurate estimate of the expected Guests for various

occasions. – Mithai distribution, Gift Distribution etc.

– Post marriage “Thank You” Letters.

Getting Started

• Mr. Gupta,head of family started gathering contacts, instructed family members to give their lists.

• Mr. Gupta found contacts were lying scattered in Diaries at home and office, Mobile phones, Laptops,(Self , elder son , daughter ) , Networking sights, blogs (Younger son) .

• Contacts in computer in excel sheets were imported in the eSecretary.

• Other contacts had to be profiled and entered in the eSecretary.

• Entered contacts city wise in the eSecretary.• This one time exercise helped Mr. Gupta very much.

Master List of Contacts/ Central Repository of contacts.

• Gupta family first compiled all contacts to prepare a Master Contact List.

• This was central repository of all contacts.• Different categories like• Gupta family contacts, In laws contacts, Pankaj’s

contacts, Rakesh’s contacts, Kajol’s contacts, Pinky’s contacts, Mrs. Pankaj’s contacts etc

• Different contact types• Close relatives, Distant relatives, Family friends,

Neighbors, Business contacts, Professional contacts, Office contacts etc.

Segment Lists • Next, Gupta Family prepared the Segment lists as under-• Engagement Guests List -Close Relatives, Friends, Close

Neighbors, Important business contacts.(200)• Ganesh Poojan Guest List- Close relatives, Friends, Neighbors.

(200).• Sangeet Sandhya Guest List – Close relatives, Close friends,

Neighbors, Important Business contacts, (200)• Panigrahan Guest List- Close and distant relatives, All friends, All

neighbors, Important Business contacts (500).• Reception Guest List- Full Master List. (1000).• Guests for temporary stay arrangements- List of guests from out

side Mumbai, for whom accommodation was to be arranged , was prepared. Arrangements made to receive them at Rly.Station/Airport and transport them to their temporary residence.

Printing Labels/envelops

• Gupta Family printed the mailing labels and envelops for all guests.

• Labels were printed in Red in word.• Labels/envelops were used to send Marriage

invitations to all guests.

• Gupta Family did not receive any complaints about some one not receiving the invitations.

• Special letters sent to selected relatives and friends as prior intimation. (Manvar Patrika).

Simplified Email Merge in eSecretary

• Gupta Family used Email merge facility to send invitations and reminders to many

guests having email facility.

Telephonic follow up

• Gupta Family took a print out of each list, with check list (additional columns) like Confirmed (No .of Attendees), Follow up required, Remarks. (Who took the call, what is the response etc).

• Called guests ,noted the response for each function systematically.

• Similarly, for outstation guests , Gupta Family gathered information like- No.of guests coming, Train/Flight timings etc.

• Assigned receiving these guests to Pankaj, Rakesh and others.

• Gupta Family planned guest’s temporary stay very accurately.

Accurate compilation of guests

• By telephonic follow up, Gupta family could prepare the list of guests expected to attend a particular function accurately.

Accurate Estimate of guests.

• Gupta Family was able to make a very accurate estimate of the guests attending the various functions.

• Accordingly they negotiated & finalized with the caterer

Post marriage Thank you note.

• Gupta Family also sent the " Thank You " letter to all attendees attaching the relevant photographs.

Saved Money.

• By using the eSecretary, Gupta family could save a substantial amount on

• Catering,• Guest stay,• distribution of Mithai’s etc.

Happy Guests, Gupta family praised by all.

• Excellent arrangements made possible by eSecretary’s use.

• Gupta Family praised by all guests.

• This enhanced Gupta Family’s prestige in the society.

Home PC Used intelligently

• PC is found in every middle class family.• Home PC used for Projects by students,

Gaming, Music by children, Net surfing etc. • Gupta family’s case study shows - PC can be

used for organizing important events like Marriages, Birthday and anniversary parties etc very efficiently.

• Use eSecretary very effectively to send your greetings on various occasions like- Deepavali, Holi, New year, Christmas, Id etc .

End of Presentation

• Thank You