CRM Setup Guidelines and Best Practices

CRM Setup Guidelines and Best Practices

CRM Setup Notes

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Opportunities

  1. Get Assigned on Round Robin Basis (Availability)

    • This means that assignments are distributed evenly among team members, ensuring that everyone gets a fair chance.
  2. 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.
  3. 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.
  4. Calls are Stored in Activities

    • Recording calls is vital for reference and accountability. It also aids in understanding previous interactions.
  5. Marketing Team Can Easily Analyze

    • Having all data collected allows for better strategy formulation and insight into customer engagement.
  6. Opportunities Could Be Lost

    • Emphasizes the necessity of diligent follow-up to avoid losing potential clients.
  7. 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.
  8. Suggested Company Name

    • 1st preference: Mention it clearly for accurate identification.
    • Keeping records organized aids in future referencing.
  9. BSA Task is Done

    • Essential for ensuring every task is completed before moving forward.
  10. Sales Admin Review

    • The Sales Admin will review the information. This adds a layer of oversight before finalizing any opportunities.
  11. 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.
  12. 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

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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:
    1. Copy Opp. Name from CRM (Closing Sale).
    2. Paste it in "Opp. Name" field.
    3. Change Amount if needed.
      • Being adaptable to customer needs can aid in closing deals.
    4. Fill the missing data.
      • Comprehensive information reduces errors and ensures clarity.
    5. 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

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  • 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

ToolPurpose
Zoho LearnTraining and learning management
Zoho SignDigital signature acquisition
MFASecurity enhancement
IMAPEmail 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
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