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title: HIOUSA Client Engagement & Call Strategy date: {{date}} tags: []

HIOUSA Client Engagement & Call Strategy

Planning for Zoom calls, client onboarding, and outreach packages.

From HIOUSAClientCallStrategy–ZoomPlanningGuide.md

title: HIOUSA Client Call Strategy – Zoom Planning Guide

🎯 Call Objective

The purpose of this Zoom call is to: - Secure approval to rebuild HIOUSA.com from scratch - Introduce and gain commitment for a 3- or 6-month retainer - Set expectations for timeline, access, and communication

🗓️ Suggested Call Agenda (45 Minutes)

Time Focus Purpose
0–5 min Intro & rapport Build connection; acknowledge past dev frustration
5–10 min Site status insight Show technical understanding of current issues
10–20 min Rebuild recommendation Explain why a clean rebuild is smarter than patching
20–30 min Retainer walkthrough Present retainer tiers, benefits, and 3-/6-month options
30–35 min Pricing & bundling offer Pitch rebuild quote + 10% discount for retainer signup
35–40 min Timeline & access request Gather site access needs (WP Engine, staging, etc.)
40–45 min Q&A + decision or next steps Answer concerns, guide to proposal/payment or follow-up

🗣️ Key Talking Points

  • The existing HIOUSA.com site is bloated and unstable due to both technical debt and legacy practices, and it provides a strong use case for not only a rebuild, but also proactive planning for future upgrades and support across their entire web presence:
  • Legacy theme and deprecated plugins
  • Offshore devs modifying PHP instead of using plugin-based solutions
  • Attempting to fix piecemeal would be more time-consuming and fragile than rebuilding
  • Elementor provides a clean, client-friendly interface and simplifies future updates
  • Everything built is fully transferred to HOI once payment is completed — no lock-in

Retainer Benefits

  • Predictable support with fast turnaround
  • No more ad hoc dev searches
  • Can support not only HIOUSA, but HIOI (Divi) and Odds On (WordPress blog)
  • 3-month minimum; 6-month = 10% discount on Standard/Premium tiers

🧰 Optional Visual Aids

Prepare to screen-share or reference: - Plugin list from current HIOUSA site (show legacy issues) - Example clean Elementor-based build (reference site or layout) - Retainer tier chart (Basic / Standard / Premium)

📤 Follow-up Deliverables (Post-Call)

  • Proposal (Upwork message or branded PDF)
  • Payment request: rebuild milestone or bundled offer
  • Onboarding email requesting:
  • WP Engine access
  • WordPress admin credentials
  • Staging details

🧭 Call Outcome Options

Ideal Outcome: - Client approves rebuild + signs 3- or 6-month retainer - Sends access details + 50% payment upfront

Acceptable Outcome: - Client requests proposal to review - Schedules follow-up decision call

From HIOUSA_Client_Engagement_Package.md

title: HIOUSA – Client-Facing Engagement Package

📄 Proposal for Rebuilding HIOUSA.com + Ongoing Support Retainer

Hi Amy,

Thanks again for the great conversation — I’ve had a chance to look more deeply into the current HIOUSA.com setup, and I’d like to formally propose a clean rebuild combined with a retainer model that gives you ongoing stability, faster support, and full control.

🔧 Phase 1: HIOUSA.com Rebuild

Project Scope: - Rebuild the entire site from scratch on a clean WordPress install using Elementor - Maintain existing layout/branding, with optional modernization if desired - Migrate content and structure into a clean, responsive theme - Integrate Quick Quotes as a placeholder (no changes to AWS backend) - Deliver a fast, secure, and stable site on WP Engine’s infrastructure - Apply performance and accessibility best practices

Timeline: ~2–3 weeks
Ownership: All assets and code transfer fully to you upon payment
Flat Rate: $2,400 – $3,000

Tier Monthly Fee Hours Included Notes
Basic $375 10 hrs Light maintenance, plugin updates
Standard $700 20 hrs Page updates, light design/dev, multi-site coverage
Premium $1,200 30 hrs Priority access, Divi build support, content overhauls

Benefits: - WP updates and plugin maintenance - Staging site support (via WP Engine) - Layout, copy, and content changes - Priority response and availability - Premium includes planning calls and 10% rollover of unused time

💡 Bundle Offer

If you commit to any retainer tier for 3 months, I’ll apply a 10% discount to the rebuild cost.

📬 Post-Call Email Template

Subject: Next Steps: HIOUSA.com Rebuild + Support Plan

Hi Amy,

It was a pleasure speaking with you — I really appreciate the time and the clear insight you provided on your team’s needs across HIOUSA, HIOI, and Odds On.

As discussed, I recommend we move forward with a clean rebuild of the HIOUSA.com site, paired with a retainer structure that gives you peace of mind and ongoing flexibility. I’ve outlined everything in the attached proposal, including scope, pricing, and a bundling option if you’re open to a 3-month retainer commitment.

✅ Next Steps

To get started, here’s what I’ll need from you:

  1. Access
  2. WordPress admin login (or temp admin account)

  3. WP Engine staging/dev access (or credentials via your IT contact)

  4. Decision on Retainer

  5. Let me know if you’d like to bundle the rebuild with a retainer tier (Basic, Standard, or Premium)

  6. If yes, you’ll receive a 10% discount on the rebuild total

  7. Kickoff

  8. Once confirmed, I’ll request the 50% project deposit via Upwork (or send a separate invoice if preferred)
  9. I’ll begin setup in a staging environment and loop in Dave as needed

Let me know if you have any questions at all — I’m happy to adjust timelines or clarify anything in the proposal.

Looking forward to getting started and supporting you moving forward!

Best regards,
Tristan Thomas
tjtwork@proton.me
208-627-2791

📄 Retainer Agreement Summary

HIOUSA Retainer Agreement – Summary of Terms

This retainer ensures ongoing technical support, site maintenance, and development assistance across HIOUSA.com, Hole In One International, and Odds On Promotions.

🔧 Included in All Tiers

  • Plugin/theme/WordPress core updates
  • Bug fixes and troubleshooting
  • Page edits and layout changes
  • Staging site support (via WP Engine)
  • Mobile responsiveness & accessibility best practices
  • Priority email access for support

📦 Retainer Options

Tier Monthly Fee Hours Included Effective Rate
Basic $375 10 hrs $37.50/hr
Standard $700 20 hrs $35.00/hr
Premium $1,200 30 hrs $40.00/hr

📈 Premium Tier Extras

  • One monthly planning call (30–60 mins)
  • Faster response for urgent requests
  • 10% rollover of unused hours (1-month carryover limit)

💡 Terms & Commitments

  • Minimum commitment: 3 months (renewable)
  • 6-month discount: 10% off Standard or Premium tiers if paid upfront
  • Unused hours: Do not roll over (except for Premium)
  • Billing: Monthly upfront via Upwork or invoice
  • Scope limits: Retainer does not include full redesigns, new sites, or custom app builds — these are quoted separately

📤 Ending or Pausing the Retainer

  • You may pause or cancel after the initial term with 14 days’ notice
  • Hours are not refundable once billed
  • If workload exceeds included hours, additional time will be quoted and approved in advance

✅ Onboarding Checklist

HIOUSA Project Onboarding Checklist

Hi Amy,

To get started smoothly, here’s what I’ll need access to. If anything needs to be routed through Dave or another team member, feel free to forward this list along.

🔐 Access Details

  1. WordPress Admin Access
  2. Temporary admin login or credentials to existing account

  3. Please confirm if 2FA is enabled

  4. WP Engine Access

  5. Access to dev/staging environments

  6. User invite to: tjtwork@proton.me

  7. Quick Quotes

  8. I won’t modify this system directly, but I’d like to understand how it’s embedded
  9. Any documentation or login link for the AWS backend (view-only)

📁 Content & Branding

  1. Design Input (Optional)

  2. Would you like to keep the exact current layout, or allow for light modernization?

  3. Any Updated Content

  4. New images, copy, or page additions you want to include during the rebuild
  5. Any plugin requests or integrations to preserve

🧭 Team Contacts

  1. Points of Contact
  2. Primary contact for approvals (you)

  3. Tech lead for access/logins (Dave)

  4. Communication Preferences

  5. Email: [your preferred]
  6. Phone/text: [confirm if they’re okay with calling]
  7. Preferred hours/times for short syncs if needed

Once I receive these, I’ll begin site setup in staging and confirm next milestones.

Thanks again,
Tristan