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5 Things you can automate using a CRM

One of the big­gest dai­ly chal­len­ges of a com­pa­ny is to increa­se effi­ci­en­cy and, at the same time, to mini­mi­ze expen­ses. Unques­tion­ab­ly, a busi­ness can only ope­ra­te and exist suc­cess­ful­ly if pro­fits are gene­ra­ted. In order to build a finan­ci­al­ly “healt­hy” com­pa­ny and suc­cess­ful­ly estab­lish it on the mar­ket in the long term, it is essen­ti­al to con­ti­nuous­ly moni­tor both mone­ta­ry expen­dit­ures and reve­nues, as well as to spend time on various pro­ces­ses and kee­ping pro­jec­ts on the radar.
The pro­cess of unco­vering ways and means to save time and to acce­le­ra­te work is cal­led busi­ness auto­ma­ti­on. With the intro­duc­tion of the appro­pria­te and ver­sa­ti­le tech­no­lo­gies, the auto­ma­ti­on of busi­ness pro­ces­ses has taken the world by storm.

The­re are over a thousand dif­fe­rent methods and tools that can help you work fas­ter and smar­ter in order to achie­ve the desi­red goal or out­co­me. While many com­pa­nies have alrea­dy figu­red out how to auto­ma­te time-con­suming pro­ces­ses, unfor­tu­n­a­te­ly, they often stop short in imple­men­ting minor impro­ve­ments that would collec­tively signi­fi­cant­ly increa­se effi­ci­en­cy. This arti­cle high­lights some pos­si­bi­li­ties whe­re busi­ness pro­ces­ses can be auto­ma­ted with the help of a CRM. You may think that you alrea­dy have ful­ly auto­ma­ted your busi­ness, but the­re are cer­tain­ly a few things that will make your working life even more enjoy­a­ble:

You may think that you have alrea­dy ful­ly auto­ma­ted your busi­ness, but here are some things that can make your working life even bet­ter:

1. Appointment reminders

Do you stri­ve to give your custo­mers opti­mal ser­vice while also try­ing to maxi­mi­se your pro­fits at the same time? Appoint­ment remin­ders are texts and emails which are sent to custo­mers who arran­ged an appoint­ment with you or one of your team mem­bers. Remin­ders help your custo­mers remem­ber the agreed time and date and they help your busi­ness mini­mi­se down­ti­me.

Appoint­ment remin­ders are par­ti­cu­lar­ly use­ful for ser­vice-pro­vi­der com­pa­nies such as doc­tors, hair­dres­sers, con­sul­ting firms, craft work­shops, com­mu­ni­ca­ti­on agen­ci­es and many more. Today appoint­ment remin­ders are valued by many custo­mers becau­se they show that per­so­nal atten­ti­on is given to every custo­mer and they also make it pos­si­ble to easi­ly keep track of dif­fe­rent appoint­ments during a life full of events and mee­tings. At the same time, as a com­pa­ny, you can be sure that every hour of the working day is paid for and your employees won’t have to wait for appoint­ments.

Appoint­ment remin­ders can beco­me an indis­pensable part of a work pro­cess for com­pa­nies who pre­vious­ly have to record huge los­ses due to mis­sed or for­got­ten appoint­ments. When remin­ders are auto­ma­ted in the CRM, your custo­mers will be remin­ded in advan­ce of the upco­m­ing dead­line — auto­ma­ti­cal­ly and wit­hout the need for fur­ther action on your part. You and your employees can con­cen­tra­te ful­ly on their core tasks, while your CRM helps your cli­ents be in the right place at the right time.

2. 1. Call-back requests

Ano­t­her minor pro­cess that can be auto­ma­ted are call-back requests. If the custo­mer does not want to call you or does not want to fill out the con­tact form, it is important to offer ano­t­her opti­on, so you do not lose the poten­ti­al custo­mer- offer the pos­si­bi­li­ty of a call-back. This is an easy and quick way to gain a poten­ti­al lead and saves time for the pro­s­pec­tive custo­mer. Such requests are rou­t­ed direc­t­ly to a pre-defi­ned respon­si­ble employee rather than being stuck in the company’s gene­ral hol­ding point. As a result, valu­able time can be saved, and the inte­rested custo­mer will then be con­tac­ted.

Set­ting up a call-back request func­tion on your web­site only takes a few minu­tes, but it will have a big impact. Give your custo­mers the fee­ling that you are always avail­ab­le to anyo­ne who gets in touch.

3. 1. Recurring invoices

If you have a work con­tract or recur­ring invoices, you can set your CRM to auto­ma­ti­cal­ly issue and send invoices at pre­de­fi­ned inter­vals. Auto­ma­ting recur­ring invoices saves time and ensu­res that pay­ments con­ti­nue to arri­ve in your account. As more and more indi­vi­du­al com­pa­nies are foun­ded, auto­ma­ti­cal­ly gene­ra­ted invoices rep­re­sent an important tool for entre­pre­neurs.

Stop was­ting time crea­ting copies, manu­al­ly edi­t­ing and sen­ding invoices. Once recur­ring invoices are gene­ra­ted and crea­ted in the sys­tem, you can “for­get” that part of custo­mer manage­ment and focus on all the other things that you and your custo­mers value.

Undoub­ted­ly, many entre­pre­neurs can con­firm that at the begin­ning of self-employ­ment sen­ding invoices on time is often some­thing that is over­loo­ked. Ulti­mate­ly, the­re is a risk that liqui­di­ty will suf­fer despi­te an ade­qua­te amount of orders or occa­sio­nal­ly, com­ple­ted work will not be char­ged for as it is sim­ply for­got­ten. With the appro­pria­te auto­ma­ti­on, you will never for­get to send an invoice and every hour worked will be char­ged for.

4. 1. Reengage with customers

Some­ti­mes it seems that an oppor­tu­ni­ty (Oppor­tu­ni­ty in the CRM = a veri­fied and qua­li­fied sales oppor­tu­ni­ty) is lost; howe­ver, in truth, it could be reco­ve­r­ed. During custo­mer reen­ga­ge­ment, for­mer or inac­tive custo­mers are reac­tiva­ted. Are the­re any custo­mers in your sys­tem who made a purcha­se but did not come back? Or are the­re any new pro­duc­ts or ser­vices that you think might be of inte­rest to your exis­ting custo­mers?

The idea of ​​remar­ke­ting is based on the pre­mi­se that fami­li­ar things are easier for the human brain to accept than com­ple­te­ly new ones. If a custo­mer has alrea­dy con­tac­ted you in the past or has purcha­sed your pro­duct or ser­vices, then he or she may not remem­ber it, but invol­un­ta­ri­ly they will intern­al­ly store the infor­ma­ti­on about you. If you then con­tact this custo­mer again after a time, you will inad­ver­tent­ly be more appe­aling than com­pe­ti­tors who have never been in con­tact with them befo­re (CAU­TI­ON: Wit­hout a doubt, this is only app­li­ca­ble if your past work with the custo­mer was very good). With the help of appro­pria­te soft­ware, you can seg­ment custo­mers into dif­fe­rent groups and then win them back with dif­fe­rent tech­ni­ques such as a news­let­ter. Or you can con­nect your Goog­le AdWords and Face­book Ads accounts to your CRM and run reen­ga­ge­ment adverts for the selec­ted custo­mer groups.

5. 1. Recurring tasks

If a team is working towards a com­mon goal, it is essen­ti­al that all team mem­bers are on the same page. When team mem­bers miss dead­lines which, from the out­si­de, makes you look bad and jeo­par­di­ses the future of the ent­i­re pro­ject, you eit­her have to beco­me a bet­ter pro­ject mana­ger or use a tool that will do the pro­ject manage­ment for you. For examp­le, you can use the recur­ring tasks fea­ture in Bitrix24 to auto­ma­te task crea­ti­on. Just crea­te a task, activa­te the reoc­cur opti­on, set the fre­quen­cy of reoc­cur­rence, assign the task to a respon­si­ble employee and you’­re rea­dy to go.

Recur­ring tasks eli­mi­na­tes the need to fol­low-up and remind peop­le that regu­lar tasks are due. For examp­le, wages and taxes have to be paid every month at the same time. Recur­ring tasks such as the­se can save working time and the­re­fo­re money through auto­ma­ti­on.

Summary

By using appro­pria­te auto­ma­ti­on, both com­plex and unne­cessa­ry steps in the busi­ness work­flow can be sim­pli­fied and eli­mi­na­ted. You can cer­tain­ly do this manu­al­ly by stra­te­gi­cal­ly deci­ding which steps to remo­ve or igno­re, but new tech­no­lo­gies and sys­tems can do the same for you.

Howe­ver, it is important that you under­stand that using a new tech­no­lo­gy or sys­tem will be chal­len­ging and time con­suming. A CRM offers so many varied ways to auto­ma­te your busi­ness pro­ces­ses that it is not uncom­mon for you to get lost in the wealth of func­tions. The­re­fo­re, it is essen­ti­al that you have a strong part­ner by your side, one who will gui­de you and show you the big­ger pic­tu­re.

It is our belief that “simp­le col­la­bo­ra­ti­on” is the effi­ci­ent, future-ori­en­ta­ted key to your company’s suc­cess.

We are hap­py to ans­wer any fur­ther ques­ti­ons you may have. Plea­se do not hesi­ta­te to con­tact us.

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Ossian Scheller Business Executive LINXYS TEAM

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Ossi­an C. Schel­ler / M.A.
Busi­ness Exe­cu­ti­ve

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