1. Objective

At Bespoke Marketing (BSM), we use Zalo as the primary communication platform for both internal operations and client coordination. Centralizing all communication in one platform ensures:

  • fast, real-time alignment across stakeholders

  • reduced fragmentation between tools

  • better tracking and accountability throughout the project lifecycle

Zalo is chosen for its ubiquity in Vietnam, real-time responsiveness, and flexible group management.

2. Structure of BSM’s Zalo system

a. internal groups – [INT] prefix

These are designed for internal teams based on functional roles and responsibilities:

Each internal group is linked to its own google sheet/folder for managing tasks, timelines, and assets.

Group Name Purpose
[INT] CEO Office Strategic direction, financial oversight, executive decisions
[INT] Strategy Office Market analysis, campaign ideation
[INT] Performance Team Paid media execution, optimization, ROAS tracking
[INT] Social Management Content planning, publishing, and channel monitoring
[INT] Design Office Creative asset production, branding
[INT] Dev Team Web development, system support, tech builds
[INT] Operation Office Legal, timeline management, administration
[INT] Partner Ecosystem Communication with freelancers, vendors, and agency partners
[INT] Talent Hub Recruitment, onboarding, and internal training

b. client-facing groups – project-based

For each client, BSM sets up two standardized zalo groups:

group name purpose typical members
[Working] BSM x clientname day-to-day communication, creative feedback, task coordination account lead, creative team, client contact
[PPW] BSM x clientname paperwork, legal docs, invoices, deliverables bsm ceo/cfo, finance/pm, client ceo/admin

3. Integration with other BSM systems (Update more)

To maintain seamless operations, zalo is complemented by other internal systems:

Platform purpose
zalo real-time communication (internal & client)
lark hr management (onboarding, attendance, personal records)
google workspace document storage, working files, drive links
Jira deep project/task management if required

4. Group usage policy

To ensure zalo remains a productive environment, BSM enforces the following best practices:

policy description
naming convention always follow [int] or [working]/[ppw] format for clarity
pinned messages each group must have pinned: file link, scope, and team list
response sla internal sla for replies: within 1 working day unless urgent
no off-topic avoid non-work related content unless approved by the lead
client entry timing only add clients to [working] after kickoff & asset alignment

This zalo system is core to how bsm communicates and operates.

All team members are required to follow this structure to maintain consistency, clarity, and professionalism in both internal collaboration and external client service.

Bespoke Marketing Ltd., Co  – We don’t raise the voice. We raise the standard.