CRM Setup Guidelines and Best Practices
CRM Setup Notes
Opportunities
-
Get Assigned on Round Robin Basis (Availability)
- This means that assignments are distributed evenly among team members, ensuring that everyone gets a fair chance.
-
Initial Obligation is Assigned
- If no response is received:
- (1) HR
- (2) Guest Manager
- (3) CEO
- Importance: Ensures that multiple relevant stakeholders are involved if initial contact fails.
- If no response is received:
-
Once Contacted Client → Under Activities (Related List)
- Change Transition to Contacted (important to keep track of progress).
- This helps in tracking the status of each opportunity and ensures follow-ups are made.
-
Calls are Stored in Activities
- Recording calls is vital for reference and accountability. It also aids in understanding previous interactions.
-
Marketing Team Can Easily Analyze
- Having all data collected allows for better strategy formulation and insight into customer engagement.
-
Opportunities Could Be Lost
- Emphasizes the necessity of diligent follow-up to avoid losing potential clients.
-
Closing Steps
- Please ensure to fill all Mandatory fields.
- GP (Gross Profit): To know your GP, you will be provided with a Price List to deduce your GP.
- This is a critical financial metric to be reviewed regularly.
-
Suggested Company Name
- 1st preference: Mention it clearly for accurate identification.
- Keeping records organized aids in future referencing.
-
BSA Task is Done
- Essential for ensuring every task is completed before moving forward.
-
Sales Admin Review
- The Sales Admin will review the information. This adds a layer of oversight before finalizing any opportunities.
-
Upon Payment Received, Opportunity Will Be Marked as Closed Sale by Sales Admin
- Signifies completion of the process and confirmation of successful sale.
- Listing it as a closed sale helps in tracking performance and results.
-
Pragakta Will Handle This
- Assigning responsibility to individuals ensures accountability and clarity in roles.
Reference:
waypathconsulting.com
CRM Implementation Roadmap - 12 Steps to Integration - WayPath
www.activecampaign.com
How to Set up a CRM: 6 CRM Setup Best Practices - Active Campaign
brewinteractive.com
A CRM Implementation Guide for B2B Sales Success
Notes on CRM and Finance Procedures
General Notes
- Notes: Related List
- Organizing notes related to specific tasks helps in tracking progress and ensures accountability among team members.
Email Procedures
- Stage History: Related List
- Keeping a chronological record of interactions with clients can facilitate better communication and follow-up strategies.
- Open Activities: Add if you want to be reminded of any.
- Utilizing reminders can help manage workload effectively.
- Emails:
- Click "Compose Email": Initiates the email process.
- Template Usage: We have templates created already (e.g., BSC-Introduction).
- Templates streamline communication, ensuring consistency and saving time.
- Edit after insert: You can modify templates to personalize them for each client.
- Click Send: Final step to communicate with clients.
Zoho Finance
- Purpose: To send Proforma Invoice (PI) to customers.
- New Estimate: Comes from Zoho Books.
- Accurate estimates are crucial for transparency and client trust.
- Modify Estimate: You can change Rate.
- Flexibility in pricing can help in negotiations.
- Finalizing Estimate:
- Click Save: Ensures all changes are recorded.
- Export PDF: To send to customer.
- A PDF version is often more professional for client communication.
LOE App Procedures
- Steps to Complete:
- Copy Opp. Name from CRM (Closing Sale).
- Paste it in "Opp. Name" field.
- Change Amount if needed.
- Being adaptable to customer needs can aid in closing deals.
- Fill the missing data.
- Comprehensive information reduces errors and ensures clarity.
- Business Activities: Scope of Services.
- Clear descriptions help set client expectations.
Reporting
- "My LOE" will show your LOE: Allows tracking of one's own activities and outputs.
- Monitoring progress can help identify areas for improvement and ensure accountability.
Reference:
www.zoho.com
How do I create a proforma invoice in Zoho Books?
help.zoho.com
How to I generate Proforma Invoices? - Zoho Cares
www.zoho.com
Zoho Invoice - Zoho CRM Integration
Client Onboarding Process Notes
-
Details View:
- Action: Click "Send for Signature" to obtain the client’s signature.
- Thought: This step is crucial as it serves as an acknowledgment from the client that they agree with the Terms and Conditions (TAC).
-
Signature as Acknowledgment:
- Explanation: The signature signifies that the client understands and accepts the agreement, providing legal backing.
-
Once Approved:
- Action: Ensure that the payment gets attached in the attachment section of the documents.
- Thought: This maintains a record of the transaction, which is vital for accounting purposes.
-
Payment Process:
- Action: After payment is made, inform the finance team to convert the estimate into an invoice.
- Additional Info: It's essential that this conversion is done timely to maintain cash flow and proper financial records.
-
Client Onboarding Team:
- Action: A member from the Client Onboarding Team will proceed further with the process.
- Thought: Clear delegation of responsibilities ensures that tasks are handled efficiently, minimizing delays.
-
Closed Sale Stage:
- Note: The process stops here at the "Closed Sale" stage.
- Explanation: Recognizing when the sale is closed is important to transition focus to customer service or follow-up processes.
-
Tools Mentioned:
- Zoho Learn: Used for training or learning management.
- Zoho Sign: Platform for obtaining digital signatures.
- MFA (Multi-Factor Authentication): Enhances security during the onboarding process.
- IMAP: Allows for email access and management, potentially important in communication during onboarding.
Summary of Tools
Tool | Purpose |
---|---|
Zoho Learn | Training and learning management |
Zoho Sign | Digital signature acquisition |
MFA | Security enhancement |
IMAP | Email access and management |
- Overall Importance:
- Following these steps meticulously ensures a smooth onboarding process and maintains client trust through transparency and accountability.
Reference:
www.zoho.com
Complete digital signature solution for businesses - Zoho
www.zoho.com
Simple, straightforward pricing.
www.zoho.com
Help Center