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Successfully Executing a Stop By Work Order

This article contains tips and strategies for successfully completing a Stop By Work Order on time while delivering top-notch quality

Stop By Work Orders are projects containing a list of locations that Creators can just "stop by" and capture. Historically, Threshold 360 Creators have been able to capture content at these locations types 95% of the time. That said, there will always be a few locations that did not receive a heads up email or choose for the Creator to not capture upon arrival. The tips below will best position the Creator to successfully capture content and turn the location contact into a champion.

Stop By Work Orders typically include these location types: outdoor areas like state or local parks, beach access points, trails, riverwalks, monuments, and indoor locations like restaurants, cafes, bars, and small retail

Before starting a Stop By Work Order, the DMO should have sent a Partnership Announcement Email to all of the locations you'll be stopping by. This gives the location a heads up that you're coming and establishes credibility. If you would like to have the PA email that the DMO sent forwarded to you, ask your Project Manager.

  1. Know your Deadline - With every Stop By Work Order, you’ll receive an official dispatch email from a Project Manager. The deadline will be in the subject line. We recommend putting this deadline on your calendar to ensure that it's top of mind.
  2. Create a Plan - Like the group project in college, sometimes Creators wait until the last minute to attempt to capture multiple locations before their deadline. This doesn’t work. Stop By Word Orders often include 20 - 100 locations, and it requires one to stagger their captures over multiple weeks. The following tips will help you create a solid plan:
    1. The capture time for each location will likely be between 15 - 30 minutes. Take a look at your full list and take a guess at the estimated capture time for each, or at least make note of the ones that might stand out (e.g. that state park is huge!).
    2. Depending on the travel time between locations, it’s possible to capture ~5 locations per day assuming that you’re dedicating multiple hours to that capture session. We don’t recommend planning on capturing more than that on a given day. If you’re able to, great! But relying on an aggressive plan often results in missed deadlines.
    3. Section out your capture days by creating zones, or areas of the city that you’ll devote a capture session toward. Use tools like Google My Maps to create custom and editable maps. Here’s an example of a Google My Map where the Creator sectioned out San Francisco, CA by zip code and dropped their locations as pins. You can import a spreadsheet of your work order locations into My Maps and then draw sections, label them, and color code them. Ask your Project Manager for the sheet of locations to import. We recommend creating a My Map with sections for Day 1, Day 2, Day 3, and so on. You can then put the Days, or sections, on your calendar to create a production schedule.
    4. Leave a buffer of at least a few days, or even a week, so that your plan has you completing the work order before the deadline with some breathing room. This allows for bad weather days and the number of other things that can pop up on longer projects. We think of this as the actual deadline vs the internal deadline. 
  3. Check the weather - Since many Stop By Locations are outdoor locations or restaurants where the virtual tours start outside, good weather is critical. We recommend that you check the weather at the beginning of the week and make adjustments to your plan if need be. 
  4. Confirm your locations - The day you capture, be sure to confirm that the locations you are capturing that day are open and the address is valid. You don’t want to waste precious commute time.
  5. Use your scripts - If you haven't dived into our tried and true scripts to use at Stop By Locations, read this article
  6. Over-communicate - Your Project Manager is relying on you to hit the deadline or at least have enough time to reset expectations with the customer. If the deadline is going to get pushed, we would rather discuss that with the customer sooner than later, so please keep your PM up to date as the work order progresses.