There are many facets to running an online business efficiently: You have to manage projects and tasks, keep track of communications with your customers, consolidate and manage relevant documents in a central location, manage your staff, etc. All of these different aspects correlate and depend on each other. In unmanaged environments, goals are accomplished in a piecemeal fashion and tasks are carried out in separate, isolated tools. This model effectively makes for many flaws in a company’s workflow, the most flagrant being the following:
• Effort redundancy: Many tasks have to be repeated across the disparate tools the company employs, including spreadsheets, databases, documents…
• High probability of human error: Since everything depends on employees and staff members carrying out multiple lengthy tasks with extreme precision and no automation is involved, a single misstep can lead to a chain-reaction sequence of errors and invalid information. And as errors get older, they become harder to fix, and get stacked under newer errors, a redundant cycle that effectively brings the organization’s workflow to a grinding halt.
• Difficult disaster recovery: Since data and information is being stored in separate systems, creating backups and keeping track of all the scattered resources will be very difficult – if not impossible – and it will require much more effort, storage and processing power. Likewise, recovering from a failure will be a nightmare as well.
• Uncontrolled access to data: Unmanaged systems have no control over who has access to what information. There’s no central hub to define privileges and access control lists. This can have very dramatic repercussions in terms of security and efficiency.
The answer to the abovementioned problems is the use of a centralized management system that will help you run your organization’s entire workflow in a unified environment and interface.
Workflow, project and enterprise management software come in different flavors. At Comelite, we use Bitrix24, a tried-and-tested platform that brings everything a company needs in one package, at a very reasonable price. We are also offering it as a solution to customers who are in need of a management system that can help them to improve their speed and efficiency.
A lot can be said about the features that a management software offers, but I’d rather iterate some of the key benefits you can expect from using such management software in your business workflow.
Management software offer a plethora of inbound and outbound communication tools for your organization, allowing you to manage your mailboxes and messaging tasks in a single interface. Bitrix24 connects with most email service providers and integrates your mailbox with its other features such as the Customer Relationship Management (CRM) module.
Moreover, you have access to a complete messaging system which allows your employees to communicate within their account. No need to use a separate solution to manage your company’s inner communications. Bitrix24 also offers a plethora of other goodies such as announcements and a fully-functional social media platforms that will enable maximum efficiency in information sharing, notifications and information sharing within the organization.
Improved customer service
Customer service is at the heart of every company’s ongoing success. If you can’t reach out to your customers or follow-up on pending issues in a timely fashion, and if you don’t have quick access to a customer’s history, there’s a likely chance that you’ll end up with a mob of angry and unsatisfied customers. And we all know the consequences of not meeting a customer’s needs.
The CRM module offered in Bitrix24 will enable you to keep a full record of your customers, setup tasks and reminders to follow up on issues that need attention, and streamline the entire quote and ordering process in the software. Moreover, you can enhance your customer service by tapping into the power of the call center feature which will quickly help you find customer records as you answer their calls.
Improved control and security on company documents
With the use of a management software such as Bitrix24, you have a central hub to store all of the documents that relate to your business. Access control lists can be defined for each document and cloud folder to make sure that it can be accessed by the proper users and groups. You can also create links between documents and company or contact profiles to which they’re related, which can ease your access to relevant documents for each of your customers.
Centralized document management will also improve your search and access capabilities and you won’t need to go looking in different sources in order to find the resources you need.
Improved workflow and project management
The use of management software can ease the implementation of workflows that were previously-impossible. The project and workflow management features of Bitrix24 will help you unify sequences of tasks, assign them to different company members, relate them to the relevant customers and contacts.
Users will be notified according to the tasks that are assigned to them, and the software will make sure tasks get completed on time.
Over to you
The benefits to investing in a management software are quasi-endless. You just need to try one for a short period to know what you had been missing on. If you have experience to share or have questions and would like to find out more about how to get started, contact us or leave us a note in the comments section. Your thoughts will be much appreciated and we’ll get back to you very soon.