Purpose of Gmail
At Bespoke Marketing (BSM), Gmail is used as the official communication channel for all formal interactions. It plays a critical role in maintaining professionalism and operational clarity across departments, clients, and partners.
Gmail is used for:
- Communication with clients, partners, and vendors
- Company-wide announcements from the CEO or leadership team
- Project delegation between departments
- Status updates and sharing project deliverables
- Managing formal records and correspondence
Each email reflects the professionalism and system-driven culture of BSM:
“Every email represents the firm. Every sentence reflects our thinking.”
BSM’s Ecosystem of Communication and Task Tools
Gmail – Official Communication Channel
- Used for all external and formal internal communication
- Required for sending contracts, payment confirmations, and signed documents
- Always use the domain email:
@bespokemarketing.asia
Jira -Based Task Management
- Primary tool for assigning, managing, and tracking tasks
- Supports backlog, sprint planning, progress tracking, and completion logs
- Used by performance, operations, and tech teams to maintain accountability
- Encourages structured workflows over casual instructions
Jira is not a to-do list. It is a reflection of ownership and delivery.
Google Drive – Central File Repository
- Stores all internal documents, proposals, contracts, and creative assets
- Organized into folders by client > project > scope
- Links to Drive folders should be pinned in Zalo groups or Jira tasks
- Ensures consistency and accessibility across all departments
Zalo – Day-to-Day Communication
- Real-time communication for both internal teams and clients
- Separate Zalo groups are created for each client:
[Working]and[PPW] - Suitable for sharing briefs, quick feedback, and image reviews
- Not used for formal documents or approvals
- Group messages must be pinned with key files and task links
Communication Culture at BSM
At BSM, we operate under a mindset of structured responsiveness.
We often say: “We don’t ignore any ping. Every notification is a call to action.”
This is not about speed—it’s about precision, discipline, and accountability. Whether it’s an email, Jira task, or Zalo message, each platform has its place. Together, they form a tightly coordinated system.
Our internal communication reflects:
- Clear responsibilities
- Defined channels for each type of message
- A high-performance culture built on clarity, not chaos
Channel Usage Guide
| Scenario | Preferred Channel |
|---|---|
| Formal communication with clients | Gmail |
| Sending documents, contracts | Gmail + Google Drive |
| Task assignment with deadline | Jira |
| Informal or real-time feedback | Zalo |
| Asset and file storage | Google Drive |
| Announcements from leadership | Gmail + Zalo (pinned) |
Bespoke Marketing Ltd., Co – We don’t raise the voice. We raise the standard
