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Reimagine the way you work, CRM Automation, Make your business work smarter, Business Transformation,

13 Min Read

4 Ways to Transform Your Business Processes & Reduce Crazy Busy

In our Crazy busy world it is extremely helpful to take a step back and consider your business processes- the ways you do work.  Now is the time to consider the use of new technology to help automate your world and your business. Our clients have found it very helpful, to being transformative using the Business Process Automation and Management tools now available.


Real Business Scenario.....

Let's say you have multiple sales reps obtaining lead lists from a quality resource and you want to have those companies and contact information to be imported in Infor CRM by the reps.  But instead of coming in as leads into Infor CRM they will be a 'Prospects' type of accounts and contacts.  Also you need more intelligent duplicate checking and updating of related fields if the match is found. If the company account already exists or the contact person already exists then just add a note to the matched indicating a link to the lead source.  Maybe link the contact to a marketing campaign. When done send a summary of the new or updated accounts and contacts to the sales rep.  This is all possible with Orbis TaskCentre.


Here are some other examples of transforming your business processes.


Posted on Simon Wybrow at Orbis Software Ltd

Here are four key ways to transform your business processes and provide your employees with the crazy-busy-resized-600tools that practically any organisation can adapt and evolve to meet the forever increasing demands placed on an organisation and its employees, 24/7, 365 days a year.

Consumers, business partners and key stakeholders all want information on-demand and it is up to you and your employees to provide this data quickly and efficiently. This can place a considerable strain on resources, with the speed and accuracy of a response having a significant effect on the impression of your business.

Aside from running a primary ERP application, many SME’s run multiple systems and applications to process and store relevant information and transaction based data within its operations and trading environments. Whilst each solution performs its specific role, unfortunately, they work in isolation, leaving your employees to process repetitive bi-directional data and manually interrogate information to respond accordingly. This manual approach exposes your company to errors and financial risk. So, how can you empower your staff to concentrate on pushing your business forward?

Transform your Business Processes

1. Introduce advanced notifications and alerts

The majority of decision makers don’t have the physical time to manually monitor and react to data changes within accounting, ERP, CRM, industry specific or bespoke software. By dynamically monitoring your business applications for key data changes (set to your business rules) and sending email or SMS business alerts to both internal and external recipients when required, you can drive knowledge by exception to decision makers who crave real-time updates to identify potential issues before they happen.

  • Inventory Control e.g. Stock level alerts, stock movement alerts, stock receipt notifications
  • Credit control notifications e.g. Account on hold, approaching credit limit
  • Sales notifications e.g. Unauthorised discount notifications, incomplete sales record
  • Support team updates e.g. Support ticket opened/closed, unresolved issue

2. Integrate systems and applications

You may run a plethora of business software, such as an ERP system, CRM solution, eCommerce applicaion, WMS or bespoke system, but the lack of connectivity between these systems can cause significant inefficiencies and competitive weakness. Bridging the gap between disparate on-premise and cloud based applications enables systems to work together and dynamically transform data so that it is always compatible with the recipient system(s). Software application integration can be achieved through code free integration tools connecting web services and API’s to join systems, departments and people together – removing data bottlenecks and repetitive data entry. Integration projects no longer need to be complex and costly to manage. Common software integration scenarios can include:

  • ERP integration e.g. SAP Business One, Sage, MS Dynamics, Access Dimensions, NetSuite etc.
  • CRM integration e.g. Sage CRM, Salesforce, MS Dynamics CRM, SugarCRM etc.
  • XML, CSV, TXT file integration
  • eCommerce and payment gateway integration e.g. Magento, Shopify, PrestaShop, eBay, Amazon Marketplace, SagePay, GoCardless etc.
  • Marketing automation and integration e.g. dotmailer, MailChimp, HubSpot etc.
  • Courier Service integration e.g. Parcelforce, DPD, Interlink Express, UPS, FedEx etc.
  • Business service integration e.g. Companies House, VIES, Creditsafe etc.

3. Automate everyday reports and documentation

Business reports and documentation are a vital part of departmental analysis, allowing the review of critical information to assist with improving management decision making. Regardless of the nature of the report, the creation, distribution and management of reports is a time-consuming and error prone administration task, often requiring data from multiple databases. Removing the repetitive administration from reporting procedures ensures compliance and improves the visibility of data. By dynamically automating your in-house reporting tool, such as Sage Reports, Crystal Reports or MS Reporting Services, reports can be automatically created and distributed via email, FTP, attached to a CRM record or placed on a network location.

  • Automating stock management reports
  • Automating sales and marketing reports
  • Automating financial reports and associated Credit Control documentation

4. Optimise employee productivity

Establishing, monitoring and enforcing appropriate workflow processes within an organisation is critical to performance. In many instances, workflow authorisation processes remain a loose and manual driven process and can often require multiple levels of authorisations which are unique to your business rules and departmental structures. Providing your employees with controlled processes ensures that business rules are adhered to and administration is removed.

  • Single/multi-level workflow authorisation
  • Purchase Order authorisations
  • Discount authorisation and price change approvals
  • Expenses approvals

Manual processes to a fully automated business solution

Relying on employees to manually monitor data within business software is prone to errors and is an inefficient use of employee time. Systematically automating repetitive employee processes, to save time and reduce costs, can be achieved through the implementation of Business Process Automation (BPA) software, this can provide SME’s with the functionality they need to notify, automate, integrate and create workflows for rules-driven processes.

  • Reduce the cost of bespoke IT development projects
  • Tasks are easy to create by anyone with a basic understanding of your database structures
  • Procedures and processes can easily evolve with your business
  • No coding required to protect future business software upgrade paths

With consumers, business partners and key stakeholders all demanding information in real-time, isn’t it about time you provided your business systems, applications and employees with the power to make it happen?

Read other articles from Orbis Software....

Related resources:

Automated Lead Management - TaskCentre as Virtual Assistant

Automated Website Lead Capture and CRM Contact Record Creation

Hey Wake Up! Your business needs automated alerts, Now...

Topics:   Reimagine the way you work CRM Automation Make your business work smarter Business Transformation

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