How we work
How We Work
The process runs through six defined stages, from receiving the request to closing the file. The scope, output and approval point of each stage are known in advance.
Overview
- 01
Request and initial assessment
The request is received and the scope and priorities are assessed. The first assessment call is free of charge.
- 02
Scope and planning
Scope, stages and approval points are set out in writing and submitted for approval.
- 03
Process management
Communication, documentation, translation and coordination steps run according to the agreed plan.
- 04
Reporting and closure
The process is reported regularly; on completion all records and documents are handed over to your company.
Stages
Detailed workflow
The scope of each stage, the work carried out and the resulting outputs are defined in advance. No stage is skipped before the previous one is complete.
- 01
Receiving the project and initial assessment
The request is assessed for scope and urgency, and the suitability of the service is established.
The company’s field of activity, product group and the current state of the relationship on the Chinese side are established first. Which service the request falls under, and which stages it will involve, follow from this assessment.
The initial assessment call is free of charge and non-binding. If the request falls outside the scope of consultancy, this is stated openly at the end of the call.
Stage outputs
- Initial assessment note
- Identification of the applicable service scope
- 02
Scope definition and proposal
Scope, stages, outputs and approval points are defined in writing.
The scope document states under separate headings which work is included and which is excluded. The stage calendar, reporting frequency and whose approval is required at each decision point are all set out there.
Work does not start before the scope document is approved. Where a change of scope becomes necessary, the revised scope is submitted for approval again.
Stage outputs
- Written scope document
- Stage calendar
- Fee proposal
- 03
Establishing communication
A corporate communication channel is set up on your behalf and counterparties are formally notified.
Correspondence with Chinese counterparties is consolidated into a single channel. Those counterparties are formally notified that communication will run through it.
A single authorised contact is also designated on your side. Matters requiring a decision go to that contact; informational items are collected in the regular reports.
A shared working window is defined around the time difference, and a priority order is set for requests that must be passed on within the same business day.
Stage outputs
- Corporate communication channel
- Contact and authority definitions
- Shared working calendar
- 04
Documentation and translation
Contract, proforma, specification and official document procedures run with consistent terminology.
The existing document set is reviewed and any missing or ambiguous clauses are identified. Findings are reported together with the questions to put to the counterparty.
A project glossary is built for the translation work and maintained throughout. Critical documents reaching the production floor are also fixed in a Chinese version.
Sworn translation is provided where an official procedure is required. Notary certification and apostille are separate procedures carried out by the relevant authorities; the document set is prepared and the process followed on your behalf.
Stage outputs
- Translated document set
- Project glossary
- Official procedure tracking record
- 05
Sourcing and production coordination
Quotation rounds, the ordering process and the production calendar are monitored through defined checkpoints.
Where supplier research is in scope, candidate companies are verified on the record and reported comparatively. The selection decision rests with your company.
In quotation rounds, packaging, minimum order quantity, tooling cost, payment terms and lead time are settled before unit price. This makes incoming quotations genuinely comparable and prevents costs from resurfacing later.
After the order is placed, sample approval, production start and lead-time confirmation are monitored as separate checkpoints. Any deviation is reported with its reason.
Stage outputs
- Comparative quotation table
- Settled order conditions
- Production tracking calendar
- 06
Final coordination, reporting and closure
The process is reported regularly; on completion all records and documents are handed over.
Reporting frequency is set in the scope document. Reports state completed steps, pending items and decisions awaited from your company under separate headings.
At the shipping stage the completeness of the required document set is checked and document coordination with the logistics provider is handled. Transport and customs clearance remain out of scope.
Correspondence records, translations and approval records created during the process are filed. When the file is closed, the entire archive is handed over.
Stage outputs
- Periodic status reports
- Complete document and correspondence archive
- Closing assessment
Working principles
Rules that apply throughout
Everything on record
Decisions taken verbally are confirmed with a written summary, so both sides refer to the same text if a dispute arises.
Decisions stay with you
Options are presented with their rationale; supplier selection and commercial decisions remain with your company.
Defined scope
Items outside scope are stated at the outset. Any change of scope requires fresh approval.
Modular structure
Services can be engaged individually, and moving to an integrated programme remains possible at any stage.