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How Does Zoho CRM Effectively Analyze the Good and Bad of Your Business | Encaptechno

How Does Zoho CRM Effectively Analyze the Good and Bad of Your Business?

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How Does Zoho CRM Effectively Analyze the Good and Bad of Your Business | Encaptechno
The straight-up meaning of customer relationship management is the sum of all business techniques, tools, and strategies that manage a company’s relationship with all customers. The process of customer relationship management is aimed at gaining new customers while keeping the old customers intact.

Zoho CRM is an excellent software that manages customer relationships globally with ease. This is software that includes everything that a business can possibly want from generating more leads, tracking new sales performance, and closing more deals.

The companies that use Zoho CRM can effectively manage their marketing, sales, and customer service matters in the B2B and B2C strategy. In different words, with CRM it is possible to manage the business to business relationships and business customer relationships. Zoho runs on the SaaS (Software-as-a-Service) model and is also compatible with various computer applications.

It can be said that the online CRM system of Zoho targets small and medium businesses by offering CRM on budget. It can help in reducing the cost of centralized data and free migration integration with a third party application. It also helps in increasing sales with a sales automation feature while offering improved customer segmentation and automated sales reports.

All in all, Zoho CRM helps in an effective analysis of the good and bad of a business. In this blog, we will see how it does that in complete detail.

Zoho Analyses Your Business Comprehensively and Deeply


Zoho CRM is an online CRM system that comes with many functions that help in tracking and measuring the performance of all activities, particularly the sales activities while also understanding targets and how they can be achieved. This analysis is done using reports, capabilities and other analytical components so that smarter decisions can be made for business growth.

For instance, reports have the ability to offer real-time insights into different attributes such as sales trends, marketing trends, performance reports, campaigns conducted, etc. In addition, the analytical components help in finding out key performance indicators along with the present status of targets by creating dashboards.

The primary purpose of Zoho Analytics is to offer you a deep analysis of all facets that are involved in a business. The reports generated on Zoho CRM enable easy access, analysis, and tracking of business while giving you the information that further helps in making primary choices.

There are a total of around 40 pre-built reports that help in tracking the important sales KPIs. Zoho CRM comes with the ability to convert these reports into charts so that the process of data analysis becomes easier. You can customize the reports and include important data from various modules.

The kind of analysis that the Zoho CRM is capable of performing includes:

  • You can have a detailed analysis of important information. With this, your organization can effectively make some data-driven decisions.
  • You can perform an easy filtration of data on the module criteria.
  • Zoho allows you to choose an arranged template and chart type. This can be used to represent the data perfectly.
  • It is possible to combine the leads, campaigns tasks, vendors, and quotations in just one database using Zoho CRM.
  • Zoho CRM also enables you to export the reports as files in different formats while giving the Dashboard access to the people who need it.

Zoho CRM can be called an online CRM system that is capable of effectively tracking all kinds of progress. There are many benefits that are there in this process. You can track the progress in the sales towards your objectives and plan the follow-up efforts as well. You can also analyze the different aspects of operations that require more attention and you can also evaluate the success while comparing individual performance.

Analyzing Key Business Metrics With Zoho CRM


Analyzing Key Business Metrics With Zoho CRM
Zoho CRM makes it possible to analyze and track important business metrics while empowering the businesses at each step. Data is a goldmine in the present time and it can be effectively analyzed with the power of Zoho Analytics.

You can differentiate and use the Zoho CRM data in the ways that you like the most. It is also possible to create the sales funnels, make sales projections, gauge the sales performance, understand the win/loss rates, track the KPIs and do much more.

Zoho is an online CRM system that lets you do the following things:

  • Zoho offers an efficient analysis of lead lifecycle management. You can analyze and track the leads by their source, status, and even ownership. You can also see your conversion rates, find where the potential churn the most, and measure the efficiency of the sales pipeline.
  • In addition, you can analyze the sales activity, track numbers at each stage of the sales pipeline. You can create sales funnels for understanding if there has been a significant drop or a rise in the sales pipeline. You can also track the conversion rates while boosting the overall efficiency of the sales process.
  • Zoho CRM enables you to combine and blend important data from other business applications for cross-functional analysis. For instance, you can combine your marketing budget in tools such as Excel, AdWords, etc. along with your sales data from the CRM for creating a spend vs sales report.
  • With Zoho CRM, you can stay updated with the data alerts. You can set targets and also be notified when they are achieved. This also allows you to track any spike, a seasonal change or an anomaly in the data with respect to the contextual alerts.

Thorough Sales Analytics


Thorough Sales Analytics
Zoho helps in creating a sales strategy with its sales analytics features. The detailed sales analytics features help in selling better, faster, and smarter. Some of the benefits that the sales analytics is capable of offering out rightly include:

  • Collaborative Analytics: Using Sales analytics, you can develop and even analyze reports together with the content marketing team. You can also share and embed the visualizations for wider consumption.
  • Pre-Built Visualizations: You can instantly begin your analytics journey with at least 75 pre-built reports and dashboards on the sales performance.
  • Email, Print, and Export Reports: Zoho CRM allows you to export, print, and email reports. There is an option to schedule the reports and dashboards for emailing automatically to the given recipients.
  • Sales Forecasting: You can make informed decisions from the sales data and also manage the cash flow workforce and resources using the Zoho CRM. It is also possible to predict future revenue and plan for future growth.
  • Analytics Assistant: Zoho CRM is a smart analytical assistant. You can type your questions and see if Zia, Zoho’s AI assistant can come up with suitable answers in the form of reports and KPI widgets.
  • Sales Representative Analysis: It is possible to review and analyze the sales representative performance and go on the top of your organization with this.

Analyzing Data and Getting Insights


Analyzing Data and Getting Insights | Zoho CRM
You can connect, prepare, and perform the analysis while getting deep and actionable insights using Zoho CRM. It can be said that Zoho CRM is one of the best methods to analyze the good and bad of a business.

The processes such as data reporting and management are two important and many times overwhelming tasks for an organization. Many times, the raw data handling and management features play a significant role in forming reports that allow in analyzing sales and marketing campaigns.

The BI and analytics software called Zoho Analytics is one of the best tools that can be used to change data into actionable reports and dashboards. This helps the users to create dashboards and visualizations that present data in a simple and also self-service model.

Some of the common benefits of Zoho Analytics that help in analyzing the good and bad of business include:

1. Data Source Connection


Commonly the business data stays scattered in web feeds, Google sheets, cloud storage, and other online applications. However, the data analytics feature of Zoho Analytics can be of significant assistance. It can be used to connect various data sources for the purpose of reporting and analytics.

You can get great assistance from a standard Zoho Analytics consultant for uploading and blending data from various files and databases. Files such as text files, spreadsheets, business applications, Microsoft Excel, etc.

2. Analytical Reports and Dashboards


Using the drag and drop interface of Zoho Analytics, it becomes possible to present insightful reports to the customers. A wide range of virtualization components including charts and widgets are included in the Zoho Analytics that helps to create simple and interactive dashboards.

In addition, it is also possible to combine multiple reports in a single dashboard which makes it much simpler for any team to track key performance indicators. For instance, if you want to do sales monitoring, that can be possible with analytical reports and dashboards.

Zoho Analytics comes with an easy to use and a pre-built analytical set of functions that can be used for a deep performance analysis along with deriving key metrics. In addition, it also includes a spreadsheet-like interface for data addition, analyzing metrics, and detailed reporting.

3. Reporting and Collaboration Feature


Using Zoho Analytics, it becomes very easy to develop reports with team members along with much better access to options such as read-write, drill down, read-only, etc.

Zoho Analytics comes with an ability that allows you to quickly and easily publish reports while also giving users access to Zoho analytics login. It is a great option to get in touch with a Zoho Analytics consultant so that easy collaboration and reporting features can be maximized.

4. Centralized Data Collection


Due to the easy to navigate and smart assistant of Zoho Analytics called Zia, a centralized collection of data is facilitated. This data collection helps in streamlining data and developing a 360-degree view of a company along with an answer to important questions related to the financial status, operational efficiency, and customer behaviour.

In addition, Zoho Analytics simplifies otherwise difficult processes such as data splitting, merging, and formatting to ensure productivity. As a result, the final result is favourable when it comes to decision making.

5. Embedded Business Intelligence Solution


Using Zoho Analytics, anyone can set up a reporting portal that provides an embedded business intelligence solution option. There is a list of comprehensive APIs and completely customizable design elements that help in tailoring the portals, dashboards, and reports just as a person wants.

The users can effectively embed Zoho Analytics with many other solutions like ERP tools and CRM platform as well. The solutions offer easy integration and a completely rebranded user portal for an easy user experience all across platforms.

Zoho analytics effectively allows businesses and different organizations to make quick decisions with the use of AI-powered assistance and auto blending of data. The embedded business intelligence solutions are a way for analyzing the good and bad of a business.

6. Data Visualization


One of a kind BI & analytics software, Zoho Analytics comes with an interactive and insightful dashboard that helps in gaining important information. This software helps in offering businesses a library of visualization techniques while ensuring that the organizational trends are recognized easily.

It is possible to collaborate with Zoho Analytics consultants easily for understanding data visualization that helps business teams to make effective decisions that enhance the bottom line of any business.

7. Flexible Architecture


Zoho CRM offers an extensible tool that can be scaled just as a business develops. It has a scalable architecture that enables a person to integrate into applications of any particular size.

Furthermore, it can also be configured to generate reports and handle large volumes of data by using scalable column database technology.

8. Collaboration and Productivity


Zoho CRM allows easy collaboration between the business teams by providing team leaders and managers with easy access to data that the colleagues and clients can see and edit.

Based on access, users can create a comprehensive report, embed it into the website, and also share it with team members with an email for collaboration. Zoho CRM also allows the creation of annotations and images for creating comment threads that enable easy and productive communication.

Conclusion

Zoho CRM is capable of offering a detailed analysis of a business so that quick and effective decisions can be taken when it matters. One can monitor the sales cycle, customize dashboards, create charts, target meters, KPIs, and funnels based on the business goals.

In addition, Zoho CRM also enables a business to take data-driven decisions so that the conversion rate can be improved. Using powerful charts, one can compare and contrast the records to know where the business stands at the moment. It is also possible to focus on different regions, target marketing campaigns, and set organizational objectives for the business development.

In case you haven’t yet implemented Zoho CRM then you are missing out on a lot that can allow your business to grow significantly. Use Zoho to capture a picture of your business and let your business grow manifold just the way it deserves. For more information on the implementation of Zoho CRM, get in touch with our consultants at Encaptechno, today.

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Maximize Your Potential As a Sales Representative With Zoho CRM _ Encaptechno

Maximize Your Potential as a Sales Representative With Zoho CRM

/ , , , , / CRM Services, Zoho CRM, Zoho Implementation

Maximize Your Potential As a Sales Representative With Zoho CRM _ Encaptechno

Most of the sales representatives are not so fond of using a CRM solution. The reason behind this is that the sales representatives enter the data manually and spend multiple hours making reports. They also claim that CRM is not so user-friendly.

The use of CRM can offer multiple features to the teams that can also be quite beneficial to the sales cycle process. The main question is how can you implement and manage the CRM system so that your sales representatives can love it and adopt it seamlessly. However, the question is how is that possible?

In this blog, we will look at the ways in which you can maximize your potential as a sales representative with the Zoho CRM.

1. Use Related Lists

 

Zoho CRM includes multiple modules that include important information about a customer’s journey. This information can be consolidated in Activities, Quotes, Invoices, Deals, etc. Now, most of the sales representatives go back and forth between these modules regularly while simultaneously working with the prospects.

This process can be made easier by introducing Related Lists. With the use of these lists, the sales representatives can view all the records associated with a parent record. This means that all the tasks, deals, products, events, invoices, etc. get displayed in the contact information of Zoho CRM.

This way, there will be no need to navigate to different modules for viewing the related data. What’s more, all the lists will have an option to form a new record within the module and link it with the parent record. For example, if you are viewing a record in a module and you wish to strike a deal with them then you can click on the + New Deal button in the related lists section for deals to create a record in the Deals module while automatically associating it with the record in Accounts module.

There are also many places where information about a customer can be easily found. For example, text files, mobile notes, etc. The use of Zoho CRM can provide you an option to integrate social media, emails, and notes as well. As a result, all the important information about a lead or a customer will be in one place.

2. Streamline and Clean 


Make sure that you do not show the modules that are not being used. It is important to understand that Zoho CRM has many features that are focused on helping various businesses. There are times when some modules may not be useful for the sales representatives or in the sales cycle process.

When you set up Profiles and Roles for your users, you do not just define a structure for a company but you also remove all the unwanted modules while making sure that all the sales representatives have information that is needed without having to search for it. By using the Roles, you can form the hierarchy of an organization and the Profile will help you determine the level of access a user can potentially have.

If you set up a Profile then you can reduce the amount of unnecessary information seen by a sales representative. Make sure that you stick to gathering relevant information only because most of the CRM applications will have many fields for storing data. However, often many fields are left completely untouched.

Seeing empty fields can make things look like the sales representative does not have the right information but this is not always the case. You can use layouts to remove any unwanted fields and make the Zoho CRM look way more concise and complete. Also, remember that the conditional layout rules are a feature in Zoho CRM where the fields show up after the criteria are fulfilled successfully.

3. Leverage CRM Mobile App 


Leverage CRM Mobile AppA CRM mobile application can be used to get an edge in the process of customer acquisition. For example, let’s say a sales representative goes for a corporate business conclave to network more. Now this person may return with a bunch of leads.

Rather than manually creating all these leads, the sales representative can quickly add all of them using a mobile CRM app. This is an excellent step in the sales pipeline that can help in adding important information to the CRM app.

Zoho has many applications of its own that can help you instantly record the attendee’s information in the CRM database. This can save the time of your sales representatives and they can also follow up right from the CRM mobile application only. Using the application also helps in setting up a workflow for sending an automated email to the lead.

4. Social Media Integration 


A sales representative has the potential to make a stronger pitch to a prospect and advance a lead to the next stage in case they have clarity about the personality and inclinations of the potential customer. To get this information, social media is one of the best ways in the present time.

The sales representatives can pursue the profiles of all the leads and also get a sense of the requirements of these leads. With the Zoho CRM social media integration, a sales representative has no problem in finding a customer’s social media profile.

There is no need to open up new tabs and search for things manually. Moreover, the responses that are received from a company’s sales representative can make customers feel that the company always takes care and addresses the requirements of the customers.

5. Automate Work 


The sales representatives can also configure the workflow rules for making the Zoho CRM function in the way that is needed. A sales workflow includes acquiring new leads, sending emails, converting leads into deals, negotiating, and closing the deal.

This process can be used to reduce any mundane or repetitive work for the sales representatives. For example, in case the deal advances to the next step in the sales process, a follow-up task can be created for the deal owner stating that they must add a note in this record and summarize the main takeaways of the conversation with the sales prospect.

The workflows can be easily set up for sending an email, creating tasks, updating the fields, etc. In addition, you can also easily schedule an action to take place at a later time. For example, for creating a task, you can remind the sales representative to send a follow-up email after the field in the deal record.

6. Using Zoho CRM Template and Macros 


Using the CRM is a lot about making the system work for you. You can send many emails in different time zones, update the inventory, and do much more by using the Zoho CRM template and macros.

These are some of the repetitive tasks most businesses have to endure anyway and this is where a Zoho CRM template and macros come in. You will also find that your workloads get greatly reduced. The process of creating a template can save a lot of effort that would otherwise go in manually constructing an email.

You can set up a Macro that lets you send emails at specific periods without having to send them yourself. For instance, you can set up a Macro for sending an email when the deal is closed or when an activity is completed successfully.

7. Use Zoho’s Gamification Features 


Use Zoho’s Gamification Features
The Zoho CRM’s gamification features can be helpful in bringing out the competitive spirit of your sales representatives. These features are a fun way of adding a motivating spirit to the sales pipeline and meet the sales quota.

Zoho CRM offers Gamescope for setting up challenges and also rewards your team with trophies and badges. You can choose your team to convert the most leads they can win in a single day. The sales representative who manages to convert a fixed number can win a trophy.

Other than completing the everyday sales tasks, the gamification features of Zoho CRM also have a long-term value. They can be used to calculate the bonuses for the sales representatives based on their performance in all the games they participated in last year. This also boosts their morale so that they never get tired from their work.

8. Use Zoho Feeds 


If a business has to realize its complete potential then it has to be run forward by a cohesive team that can coordinate its work with a final aim to increase the revenue. This also involves the ones who are high up on the ladder too.

A serious problem that comes in most companies is a lack of constant communication between different levels or even among peers in the organization. There must be a culture of open communication in the company so that anyone from the company finds it easy to get in touch with anyone in the team. This improves coordination and ease of work as well.

There can be an increased collaboration and easy communication with the implementation of an effective policy. This can empower the collective effort made by the team members and also affect the sales process constructively. The use of Zoho Feeds is an excellent way to increase collaboration.

All the sales representatives have access to the Feeds section and any post made by a user can be visible to almost everyone in the organization. The users can post, comment, and add attachments as well. In case you do not want all the employees to see your post then you can make the post visible to the selected users only.

In addition, another effective method is to create Groups with specific users. In case you wish to make a post in the group, only the users in the group will be able to view it. These are some of the functions that can make the open communication policy in the company much more effective.

9. Customize the Homepage 


The Zoho CRM Homepage has the ability to give you a comprehensive overview of the sales aspect of your work. The Zoho CRM also lets you customize your homepage effectively.

It is possible to have dashboards such as Pipeline By Stage, Events, Tasks, Calls, Leads By Source, etc. Any normal homepage will not contain these dashboards but using the Zoho CRM, you can customize the homepage as per your requirements so that the sales cycle process becomes easy.

Conclusion

 

Zoho CRM has been made in a way that can help to maximize the potential of a sales cycle process. It has so many features that can be used to make the process of sales extremely productive and fruitful. Implement Zoho CRM today and see it for yourself.

In case you need any further support with the implementation and use of Zoho CRM for the sales cycle process then please feel free to get in touch with us.

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Act to Zoho CRM Migration - Encaptechno

Migration From Act To Zoho CRM

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Act to Zoho CRM Migration - Encaptechno

Selecting the correct CRM application can have a substantial impact on an organization. Today, more and more organizations are realizing the implementation of CRM in improving their processes. For many years, ACT CRM solutions have been industry leaders because of the simple fact that ACT invented the content management software back in the 1980s.

However, a considerable time after the launch of ACT and a substantial evolution being done, organizations are migrating from ACT to Zoho CRM. This is because organizations have consistently seen positive results as a result of this data migration. The data migration done from ACT to Zoho CRM is extremely beneficial and puts the organization in a state of advantage.

In this blog, we will look at the conversion in detail and then the benefits that come from this data migration. So, let’s begin:

ACT to Zoho CRM: The Conversion

The conversion Process of Migration

An increasing number of organizations are willing for data migration from Act to Zoho CRM. While explaining the scope of migration, we will shed some light on what gets migrated and all that you can expect once the conversion is done.

Before understanding the entire conversion, let us all assume that an organization is using everything in ACT. This means that all the important information of this organization including contacts, companies, notes, history, attachments, custom fields, activities, groups, or any other important data is uploaded on ACT. The version of ACT does not matter here because data migration can be done from all versions.

Now, the migration process includes a middle step of exporting all the data into Excel. Therefore, any data that might not migrate can be edited to fit into Zoho fields and records. It is important that someone an experienced professional does this because that person will have the right tools and the knowledge to do the same. There are many people who can export data ACT, but only a few know how to migrate it. Therefore, having an experienced Zoho implementation consultant is a prerequisite.

Firstly, all the items that come straight across including the contacts, custom fields, or companies can be migrated cleanly. In Zoho, companies are called accounts by default. If you wish, then you can change this name as well. Being an Act user for many years, you might be used to the word companies, so you can stick to the same if you wish. Remember, if you set up all the fields in Zoho to match the fields in Act then mostly all of the data is likely to come across as fine and accurate. The only thing worth noting here is that Zoho limits the number of custom fields that can be added. This limit is 130 and it is divided by the field type. Although this should generally not be an issue, you might as well run into limits if you customize your ACT database extensively.

Other things such as notes, opportunities/potentials, and history come across the information while being presented in Zoho in a different manner. If the data is getting manipulated in Excel correctly, you can be assured of a clean conversion. Here, it is key that the person doing the data migration is well aware of both the ACT and the Zoho data structure, otherwise, there is a good chance that you might lose some important data.

As a system, you will find that ACT is much more detailed in Activities. Hence, scheduling, recurrence, alarms will not come over as 100%. You will end up getting the major information that will be just enough to continue working without any interruption or losing data. Additionally, the dates will also convert. You might just have to edit some of the alarms and recurring schedules.

For the data migration of groups, there is a different feature in Zoho. Just because Zoho does not have the group feature with the same name does not mean that you will end up losing any kind of data. It is very much possible to successfully convert the group information and keep it intact so that the users can still use the data they have in ACT. Zoho comes with some features that enable this to happen and the most important one out of those is Views, which means saved queries. When you move the group name to a field, you can create views in Zoho that enable you to do the same job of groups in ACT. Another option can be used as a second entity in Zoho called the companies or vendors at the group level.

It is important to remember that Zoho is a remarkable CRM application that is designed to enable the organizations to accomplish all that they wish to. Therefore, after the data migration is done correctly, the companies must focus on getting used to the features of Zoho and maximizing the benefits they offer for the best results.

Below mentioned is a step by step methodology of data migration from ACT to Zoho CRM:

Step By Step Migration Methodology

1. Discovery: The team of data migration consultants that you hire will make all attempts to gain an understanding of your existing setup. They are going to assess and understand your existing set up while planning for all the next steps that must be taken.

2. Back up: In this step, an ACT backup file will be needed for extracting the data from ACT CRM. Mostly, this will be a database backup such as the MS SQL database.

3. Extraction: Here, we use custom software for extracting data from the ACT. This particular process takes some hours based on the size of the database. Just after the extraction gets completed, spreadsheets of records in ACT CRM like Accounts, Opportunities, Events, Notes, Attachments, etc. are obtained.

4. Configuration: Before the migration of data is started, there is a setup configuration and customization in Zoho. This includes users and profiles, organization set up, custom fields, custom modules, workflow automation, etc. This step helps in preparing the Zoho account for migration.

5. Data cleansing: Just before the data gets migrated, a clean-up of data is required. Extensive work is done to duplicate records, unused modules, and the fields.

6. Data migration: In the step of data migration, the data that was extracted will be uploaded to the Zoho CRM.

7. Training: In this step, the data migration consultants will spend some time training the administrators and end-users.

8. Post-migration support: In this step, post-implementation support is provided for ensuring the success of the data migration.

Benefits of data migration from ACT to Zoho CRM

Benefits of Data Migration from Act to Zoho

1. Cloud-based: Zoho CRM is entirely cloud-based. This means that it integrates with several other cloud-based applications including the Google apps suite. Additionally, it can also sync with QuickBooks and Outlook.

Since Zoho is cloud-based, it provides a wide number of mobile features which means that users do not have to be restricted to their desks or even a particular computer system. Organizations can access the CRM application on the go from their mobile devices such as tablets or even smart phones.

2. Up to date technology:  ACT is outdated in many ways when compared to Zoho because Zoho offers many modern features. Some of these features include sales quotas, feeds, competitor tracking, etc. The feed feature has the capability to turn your CRM into a social network that allows users to follow certain activities or records along with adding comments.

This is a social format that proves to be much more intuitive for users as it mirrors the interface that most of the people working with new technology are accustomed to. Additionally, this also enables easier communication because it becomes easy to trace the comments back to particular events or records. There is no longer a need to do internal and external communications through separate emails or messenger channels because that can be done through the software directly.

3. Leverages marketing: Although it is true that many CRM applications are equipped with marketing automation tools, it must also be remembered that all of these solutions do not offer high-quality solutions. Zoho comes with a wide number of marketing automation tools that include email templates, mass emailing ability, an ability to transfer the web leads directly, a marketing campaign manager, etc.

All these tools provide increased connectivity with features that streamline marketing to the sales process. With the functions of email campaigns, users can invite prospects to schedule follow-up emails. It is also possible to keep a track of email open rates, the total number of clicks, and bounces.

After these events are over, the users can move all new leads to the sales team using the drip campaigns. Zoho CRM assists all marketing teams to manage the campaigns effectively while passing on quality leads to the sales team. In addition, marketing automation tools ensure that all campaigns deliver better results. Zoho CRM lets users set the budget, assign ownership to tasks, and measure the success of all campaigns that are conducted.

Conclusion:

The amazing benefits that Zoho offers make up for the reason why companies are switching to Zoho. Encaptechno assists companies in implementing new and improved CRM solutions with exemplary support and guidance.

Having worked with multiple organizations as they migrated their data to the latest software applications, we ensure that they are always taking the benefit of the most innovative solutions. In case you are interested in using these new tools and want our team to help you with data migration from Act to Zoho CRM, then contact us.

We will give you the best-suited solutions for your business needs.

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Why CRM System Fail

Why CRM Systems Fail?

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CRM – A brief

CRM holds true potential to be a game-changer for many businesses. However, while selecting, be aware that most CRM system implementations may fall short of the desired objectives, and it could be argued that many fail in entirety.

SCOTT K. EDINGER, founder of Edinger Consulting Group, is recognized as an expert in helping organizations achieve measurable business results. Coauthor of The Inspiring Leader, he blogs for Harvard Business Review and Forbes. He has rightly quoted “In my work with clients, when I ask executives if their CRM system is helping their business grow, the failure rate is close to 90%.”

What is CRM?

 

What is CRM

According to Wikipedia, “Customer Relationship Management (CRM) is an approach to managing a company’s interaction with current and potential customers. It uses data analysis about customers’ history with a company to improve business relationships with customers, specifically focusing on customer retention and ultimately driving sales growth.

One important aspect of the CRM approach is the systems of CRM that compile data from a range of different communication channels, including a company’s website, telephone, email, live chat, marketing materials and more recently, social media. Through the CRM approach and the systems used to facilitate it, businesses learn more about their target audiences and how to best care their needs”

Irrespective of your designation CRM’s today assist ranging from an executive in Sales, to Marketing, to HR, to the Customer Relations Department, to Operations Team, to the Productions Team, to the Accounts Department etc. and finally ranging to the Top Management and the IT Department.

If anyone who is using the CRM and not utilizing the data optimally, there is no incentive to keep up the data- the data quality deteriorates and becomes less reliable as time passes. For any company Sales is the center of revenue and Sales department must be happy and in total alignment with the CRM. If they are not, it is imminent that CRM failure is looming.

How do we avoid this disaster? Let us understand the common reasons why CRM project fail.

How CRM projects become a disaster?

 

Why CRM System Fail

 

1. Not knowing the goal from the very beginning 

Know Your Goals

There’s no rule that says CRM system objectives must include revenue improvements. However, by definition, if you can’t measure revenue impact, you can’t calculate CRM ROI. A successful software implementation, especially CRM, begins with understanding your desired business goals. What are the important success indicators or KPI’s for my business and sales teams? How do you wish to see your business to look like in the coming 12 to 24 months?  And 5 years from now & 10 years from now. You need a clear horizon.

Take your time to invest in your vision, and document it.

How do you foresee your success?

What are the targets you wish to achieve?  Make sure you are specific about them in planning which will reap great returns in your CRM implementation.

A few key pointers of CRM objectives that are easily related to improve the ROI are:

  • Increased customer acquisitions
  • Decreased customer acquisition cost
  • Shortened sales cycle
  • Increased revenue per customer

In addition, it is important that your CRM objectives align with and support the company’s business strategy. Your CRM strategy needs to show how strategy, people, processes and software are doctored to directly impact the business customers, team coordination, effort, performance and contribution of each employee in achieving revenue objectives. By setting quantifiable objectives and having a clear strategic vision of where your company should be after successful implementation, you will have a clear guide to follow.

2. Poor User adoption

Most of the times, it’s in a human tendency not to accept the change. We are so used to working in the style we have been working traditionally. At times the team members feel they are being spied, there performance is under continuous surveillance

A new CRM system brings new processes, automation, information, roles, responsibilities and control. Notably, a new CRM system oftentimes brings an actual or perceived loss of control. There might be a few people who feel they will lose their jobs and some staff may not understand why a CRM is needed in the first place.

Poor user adoption will create an unpleasant atmosphere where management drive adoption but CRM is resisted by the team members. Resistance to change is in human nature and it is a given situation in most CRM implementations, but it needs to be managed effectively.

When it fails to be quickly and properly addressed resistance will result in a less than 100% productive CRM. Wrong data entry is highly expected in these cases; a majority of the CRM failures happen due to wrong data entry.

3.Not Selecting the Right CRM Solution provider

Ensure your Solution Provider can train your teams on the tools he is offering and the ongoing support, he can offer if you need it. And chances are that you really will because after the switches are flipped, your teams need to be ready to go.

Your solution provider is well equipped to provide you with the support which is crucial when taking into consideration the plan for your CRM and your business goals. Have you selected the right software and the right solution partner?

It cannot be stressed enough: CRM implementation shouldn’t be considered a one-off project. Look for a partnership that aligns with the right Solution Provider enhances your business.

Know your internal champions and whether or not you have executive support for a CRM project is paramount to its success. In your planning phase, identify internal champions keeping in mind you may have more than one depending on the complexity of your business and the teams who will use your new CRM.

Additionally, executive support will be indispensable when it comes to your implementation. Strategy and execution – can make or break an implementation. And 50% of the CRMs fail due to signing a wrong choice of selecting the solution provider.

To implement a CRM system on a lower budget, and blinded by an attractive price point, businesses often make the mistake of not doing proper research on the vendor. In addition, businesses sometimes err on the other side and over-spec’ the CRM by paying for features that they don’t want or even need.

Key features one should look forward while designing the tools

  • What is the total years of experience of the solution provider?
  • Which other businesses like ours have you supplied with a similar CRM tool?
  • Does it need complex training?
  • How much help will you provide to us within the price?
  • How easily does it integrate with our existing tools?
  • Can we get started easily?
  • What is the support the solution provider extends after sales?

4. Unorganized Data

Organize data

In case your data is not well organized or largely incomplete, just because you put it into CRM doesn’t mean you’ll get great results. Knowing what data your business is tracking and why will help you understand the best way to organize it.

Knowing what you wish to reap out of a CRM tools will be an absolute impact of what needs to go in, both in terms of the implementation and the data you input in itself. CRM is often expected to be a single source of truth. This means that all of your resources must be on board within the standards of governance that should be deployed, and training is an essential part so that all of your teams be in sync of the data being entered, and how the data is intended to be used. It is rightly said Garbage in, garbage out. When you have data integrity, your CRM implementation and results will shine even greater and in case things are not organized nothing would help you.

Keep the CRM simple and only buy into features that you really need. There is a large temptation during the vendor selection process to deliver to the vendor an exhaustive list of features that covers a range of departments and functions at the business. Don’t make this mistake.

Define the business outcomes before you begin to meet with CRM solution providers.

Go for the most user-friendly and intuitive interface. Hitting your team with a new CRM tools, and with a difficult to use interface all in one go – much of which is not required – will only put them off.

5. Does your Solution provider really know what you wish to achieve? 

CRM Consulting Partner

Have you found the right vendor for your CRM implementation? Each industry be it construction, manufacturing, warehouse, suppliers or a retailer has a different parameter, and a different set of requirements to meet.

Does your solution provider understand and is the solution provider sensitive towards your language? They will use their time getting to understand your unique business needs even better. Here are some things to look for (and avoid) in a partner:

  • Avoid solutions providers who won’t take the time to meet and understand your standard operations procedures.
  • If planning isn’t a priority for them, buyer beware.
  • Be sure to ask your software solution providers for references from businesses in industries like yours. Contact them, take a feedback about their experience with the solution provider. Get the hang of the after sales services support of the solution provider from the past clients.
  • Select a partner who wants to celebrate your growth and successes. Going through your CRM solution provider selection process get your senior management involved. Don’t do it alone. Involve the various departments, users since it will be needed to drive the adoption across the various departments.

Conclusion

Implementing CRM system is a challenging task. Doing it without expert guidance can lead to a chaotic situation in the future. You need to plan the objectives and goals before you start CRM implementation. It is suggested to hire a trustworthy CRM consultant who can understand your goals and help you with best possible solutions.

Related Read – Why do you need to Hire a CRM Consultant?

Encaptechno is a recognized Salesforce and Zoho certified CRM consultant has globally delivered more than 500 solutions globally. Share your CRM requirements and let our team do the CRM Implementation for you.

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Hubspot vs Zoho CRM - Choose Wisely

HubSpot vs. Zoho CRM – Choose Your CRM Wisely!

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Hubspot vs Zoho CRM - Choose Wisely

A sophisticated Customer Relationship Management (CRM) includes all the activities, technologies, and strategies that a company uses to manage its customer interactions. CRM System assists businesses to build a better relationship with their customers and increase customer loyalty and retention, which in turn affects a company’s revenue. Hence, a CRM tool creates an easy user interface for collecting data that help businesses to identify and communicate with customers at a scale.

Why Does a Business Need CRM System?

In today’s universal economy, if you aren’t on the pinnacle of your game in aspects of customer experience, you risk losing out. When it comes to regulating customer interactions and lead conversion, spreadsheets won’t work well for long. Without appropriate software, your sales and marketing staff will have a tough time following up on leads and keeping on top of customers.

For a reputable organization, working without a CRM solution is like throwing caution to the wind. If your sales team is losing its competence, CRM is a great deal to help.

There are plentiful reasons why you should invest in CRM software:

  • Enhances Your Internal Communication
  • Reduces IT Cost
  • Increase Productivity
  • Understand Your Customers Better
  • Automate Daily Tasks
  • Eliminate Risks of Miscalculations

Also Read: Why Is CRM So Important For Business Success?

What are HubSpot and Zoho CRM?

zoho vs hubspot

HubSpot and Zoho CRM are Customer Relationship Management (CRM) software solutions designed to help businesses keep track of their customer relationships, manage leads, and identify opportunities for converting leads to sales.

HubSpot CRM

hubspot crm

HubSpot CRM is the free CRM presented by HubSpot, which is a sales and marketing SaaS (Software as a Service) company. Besides being free, HubSpot claims its CRM as a simple way to augment lead conversion and keep a grasp on sales opportunities.

Another key aspect of HubSpot CRM is quick implementation without making much changes to your existing workflow. Many users of HubSpot have realized that the software also provides a good user experience (UX).

Zoho CRM

zoho crm

 

Zoho CRM is the CRM solution designed by Zoho, a leading business software company that builds software for everything from sales and marketing to human resources to finance. Zoho claims to create automated workflows with independence for customization as one of the major benefits of its CRM. This solution enables you to work smarter, not harder, so Zoho CRM also embraces an AI-powered sales assistant called Zia that responds to voice commands similar to Amazon’s Alexa or Apple’s Siri.

The Comparison – HubSpot vs. Zoho CRM

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Both HubSpot CRM and Zoho CRM state themselves as substitutes for one another, but who would you consider?

Both CRM Consultants provide powerful solutions for small to medium-sized companies, and though one is free and the other is not, it doesn’t essentially mean it is better.

Well, before you decide or conclude which one is better, let’s drill down into both HubSpot and Zoho CRM, comparing them side-by-side based on some key factors will help you to make a more well-versed decision.

Side-By-Side Comparison Table

In a single scan, HubSpot appears to be a lighter alternative to Zoho, which is definitely a feature-rich CRM. But you cannot conclude based on the features alone. Or you may require some more functionalities than what HubSpot offers. There are several factors that you need to consider when choosing CRM software. Check out the table below to compare both solutions side-by-side to ensure they fulfill your requirements across multiple standards.

Standard HubSpot CRM Zoho CRM
Average user rating 4.5/5 4.5/5
Pricing Free low-end
Works best for SMBs Any-sized business
***** CRM FEATURES *****
Calendar/Reminder System Yes Yes
Document Storage Yes Yes
Email Marketing Yes Yes
Internal Chat Integration No Yes
Lead Scoring Yes Yes
Marketing Automation Integration Yes Yes
Mobile Access No Yes
Quotes/Proposals No Yes
Segmentation Yes Yes
Social Media Integration No Yes
Task Management Yes Yes
Territory Management No Yes
***** PROMINENT INTEGRATIONS *****
Google Drive Yes Yes
Social media Yes Yes
eCommerce Yes No
Microsoft Outlook Yes No
Zapier Yes Yes
Gmail Yes No
Google Calendar Yes Yes
***** PLATFORM FEATURES *****
Analytics Yes Yes
Cloud platform Yes Yes
Document management/sharing Yes No
Access control Yes No
Dashboards Yes Yes
Mobile application No Yes
API No No
Automatic notifications Yes No

 

1. PRICING
sales productivity

Undoubtedly, the major point of differentiation between HubSpot and Zoho CRM is pricing. HubSpot CRM is 100% free forever, according to its website. But if you actually want to get the most out of HubSpot CRM, you’ll probably need to spend some from your pocket. Zoho CRM also offers a free version of its software with limited features, which is only useful for teams of three users or less.

The additional sales features for HubSpot CRM are actually comprised in HubSpot’s Marketing Hub, which includes live chat, conversational bots, forms, email marketing, marketing automation, and an events API, based on the type of tier you choose. Even if you don’t need any additional features, its CRM does have many essential CRM features. Therefore, it’s not bad considering it for free.

On the other hand, Zoho is free only if you opt for the three-user plan for home businesses, but it is available at a very affordable range. As compared to other leading CRM solutions, such as Salesforce and Insightly, the cost of Zoho CRM is unbeatable. Zoho also offers Zoho CRM Plus at one per-user, per-month rate, or billed either monthly or yearly if none of its fixed pricing options suit you.

2. FEATURES

Customer satisfaction

Comparing all the features of HubSpot and Zoho CRM is complicated because both solutions have a diverse range of features they offer. For example, HubSpot CRM offers task management, and Zoho CRM does not; Zoho CRM offers sales forecasting, whereas HubSpot CRM does not.

HubSpot CRM fulfills the need for all basic features, and if you want to work smartly, additional features of Zoho CRM will be a great choice. Here is a contrast between both for the two most essential features they offer:

3. Contact and Lead Management

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Contact and lead management in HubSpot CRM allows you to keep up to one million contacts and company records, either manually or retrieved from email or contact forms. A contact’s information shows the history of your relationship with that contact, including a complete list of sales information. HubSpot CRM automatically produces a company record whenever you add a contact from a new company, drawing the company information from HubSpot’s exclusive business database. Its dashboard and reporting features are accessible as a paid add-on.

Zoho CRM’s contact management feature allows you to store up to 100,000 contact records in every standard edition. Similar to HubSpot CRM, Zoho CRM offers its account management facility to store information about the associated companies. You can view the contact information on a dashboard, leave notes, and view overviews of your communication history. Zoho CRM also offers social hearing, so that you can view details right from the CRM every time a contact reaches out via social media.`

In aspects of lead management, Zoho CRM presents more functionalities than HubSpot CRM. With Zoho, you can assign leads to various sales personnel based on different criteria, allowing them to create own lead scoring procedures, and convert leads to deals. You can also produce leads from web forms, from Zoho CRM’s Leads mobile app, live chat, and social media.

4. SALES TOOLS

sales tools

HubSpot comes with some limited sales tools, which include the deal pipeline, standard sales reports, live chat, one personal meeting link, 200 notifications per month for email tracing, and mail scheduling. Upgrading to HubSpot Sales Hub provides features like email sequences, advanced analytics, and additional capabilities for all sales features of free CRM. HubSpot’s free CRM includes essential sales tools you require for sales teams of one or two people.

Zoho CRM offers sales tools for all of its pricing plans, including scoring rules, email insights, SalesSignals, SalesInbox, etc., while none of these features are available in Zoho CRM’s Free Edition. The Enterprise level of Zoho CRM comprises most sales tools, such as SalesInbox, which enables you to manage your sales inbox without leaving Zoho CRM. So you can organize your inbox by contact type, view email interactions in the contact management, and define notification triggers for important messages.

5. IMPLEMENTATION

crm implementation encaptechno

Another key consideration that you must make when selecting between HubSpot and Zoho CRM is implementation time for migrating from your old CRM to a new one. The implementation time for HubSpot CRM is significantly lower than Zoho CRM. It depends on the number of records you have and the type of tier you choose.

The expected time for implementing the HubSpot CRM can take about a day to a couple of weeks. While Zoho CRM technically takes 30 days or more for complete implementation.

Wrapping Up

When comparing Zoho vs. HubSpot, it is vital to remember that both are quality contact management systems having their own strengths. While HubSpot is suitable for teams on a budget that need a permanently free CRM with a basic set of key features, on the other hand, Zoho positions itself as an affordable package of features that also contain social integration tools for Twitter and Facebook.

Every business has differentiated needs and customs; therefore, the software solutions they need will also be different. Firstly, you have to analyze and evaluate your software needs, then review the features described above and decide the best one for your organization.

Do you need help in selecting appropriate CRM software? Contact for Zoho Consulting today!

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Sales-automation

Sales Automation – It`s More Than Just Sales

/ , , , , / Sales Automation, Salesforce, Zoho CRM

In the business world, nothing is more precious than time. But, how often do you take measures that actually save you a plenty of time? If your whole sales process continues to operate in conventional ways, it means your sales team takes notes of everything worth noting down; schedules call to potential customers and arrange leads based on their priority. Any guesses, how much time your sales team goes into such processes? It is more than half. Don’t this sound alarming? Yes, it does. No business owner would let such a huge amount of time to go waste, nor should you. So what`s the solution?

Sales Automation is the best solution to put a brake on the time wastage. What it does is automates the tasks that sales teams do repeatedly – every day, every week and every month. Automation saves your company time, brings accuracy to tasks filled with errors and makes sales process speedy. Business owners now-a-days are implementing CRM tools like Salesforce, Zoho CRM, Microsoft Dynamics CRM to automate their sales process.

When I say sales automation automates every task sales team does, many businessmen may misunderstand the statement. They tend to make it mean something that completely replaces sales team, and that`s not true. In fact, sales team retains its relevancy, its position, its task even after deploying sales automation. It improves the sales process, renders complex processes, makes sales team efficient, removes errors and saves time. When automation takes care of recurrent tasks such as receiving and scheduling orders, making available information on shipping, updating customer information, it gives your sales team freedom to do other things that automation cannot do. Researching, cementing relationships with customers and figuring out ways to make automation more accessible to get the right proportion of technology and human workforce that makes your sales team look more professional.

These days every business sort of invests huge amounts in automation technology to boost sales. The estimated expenditure on sales automation was $3 billion way back in 2004, according to IDC report.

Tasks to Automate with Sales Automation

It`s time to discuss why sales automation is not just about sales only. In fact, multitudes of processes are there that you can automate with the help of sales automation to increase the productivity of your sales process.

  • Drafting an Email – One thing you see sales people constantly doing is sending emails and that consumes plenty of time. With sales automation, email drafting process gets a lot easier and speedy because of well-personalized email templates.
  • Calling a Lead – Dialing manually all your leads can be a tiresome thing to do. But by integrating CRM tools with your business, you can not only make the tasks simpler but also get to dial more leads than usual, which is not possible manually.
  • Prioritizing a Lead – It should be a daunting task to figure out who to call first, isn`t it? The same thing can be done quite easily by using right technology. Automation technology sorts and prioritizes leads based on their lead scores.
  • Taking a Note – When a call is established, next important thing to do is taking a note of, or writing down, what you deduced the positive points out of a call. Technology such as Salesforce CRM can automate the note-taking process by taking down call results automatically. It helps sales person keep track of his own performance and create a separate list of potential leads.
  • Scheduling an Appointment – Scheduling appointment is an important sales process that needs to be automated. You can create a schedule with the help of Salesforce Inbox, where you point out all your available times and potential customer can choose appointment time by clicking on the time he is available. With just a click, you get to schedule an appointment right away.
  • Specific Lead to Specific Person – It is the best feature you get with sales automation. Now your representatives will no longer have to transfer calls because with this advanced feature a call will be automatically transferred to the right department and right person based on their availability and skill, no more mixing up.

These are not the only tasks, but they are sufficient to give you the glimpse of how sales automation works and what changes it can bring to your work culture. They give you an idea how to save you time, energy and money.

With that said, you should not miss its other aspects which is equally important to be considered here. You should not get blindly obsessed with automation technology and totally ignore the human trying to establish human connection. This could destroy your aspect of building customer relationships. You have to make technology and human contact go side by side. After all, what automation can`t do, humans can. In business, customer relations are what matters the most!

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Zoho CRM

Role of Zoho in handling cognitive dissonance

/ , , , , / Zoho CRM, Zoho Implementation

If you are thinking of expanding your business, increasing the sales stats at an alarmingly amazing rate and gaining better and undefeatable brand equity, you must have definitely understood the journey a customer takes while at purchase. Well, considering that you yourself are a consumer with the need for material aspects just like your target audience, I am sure you must have understood the sort of option-based turmoil they come across. Often customers receive options to choose from among various brands for a single item that they intend to purchase. This might come across as a delight considering that they could compare two products or options and choose the one they feel suits the best. But, this might also come across as a problem for consumers. Cognitive dissonance is the mental discomfort experienced by a person who simultaneously holds two or more contradictory beliefs, ideas, or values.  This is exactly what most consumers suffer from, two contradictory beliefs that are capable of gaining the attraction it intends to garner.

Most companies are a prey to this factor and analyzing a customer; forcing or rather coercing them into accepting your product or service may come across as a real challenge here. With so many brands offering almost the similar products and options, trying to gain the maximum visibility, you must have understood that having the larger size of the cake is the only way to grow ahead and you have to fight it out with both the smaller picks and giants.

Don’t panic. We know the market is tough and you have a long way to go but hey! The good part is that technology knows how to take you ahead in this journey and that’s exactly what you are in search of. ZOHO is the answer to all your queries. Implementing Zoho is the only way to help stop your customers from getting distracted by brands that offer what you have or even better in a different packaging. Need more help to understand this wonder tech? Well, here’s our take on the Zoho techniques to fight your competitors in a smart way:

  1. The Automation of Sales Efforts: The heart of Zoho lies in automating routine sales efforts. From converting web visitors into hot leads and garnering data from external parties and so much more, Zoho lets you connect with your potentials from across trade shows, direct emails and seminars and workshops. Once captured in the system, these leads are matched with the right sales workforce, converting it into a real sale. Moreover, the sales processes on Zoho may be customized based on the needs of individual businesses making it an even more desirable and personalized tool.
  2. Monitor your connects: Zoho is a true CRM tool that not just lets you connect with your customers but also lets you monitor their movements, helping you understand the pattern of their purchases, the triggers that work in a particular segment. You can also forecast the revenue that you may be able to identify via Zoho tools thereby helping you create a better strategy for each segment of your market in order to remain the people’s brand that you want and must become. You remain connected with your targets, putting away any chance of contradiction.
  3. Crucial data: Zoho CRM is appreciated and adopted the most for this particular feature of it. Real-time access to handy information is essential and the tracking tool lets you see where exactly has the customer reached in the sales cycle. In short, the tool lets you analyze, track and retrieve data that can help you take the sales initiatives to a whole new level, streamlining your business efforts in order to help you achieve your targets and fulfill your mission. With Zoho, you can make smarter and profitable decisions.
  4. The Mobile Factor: Let’s face the fact. Our customers are now sourced via social media. Don’t believe it? Well, researchers have stats to prove it. Zoho takes the maximum advantage of its tracking system to analyze a potential target group, its movements, preferences, the rate of their conversion, etc. From Facebook to Instagram, Twitter, and Snapchat, Zoho extracts the maximum of the resources and platforms available to gain crude information. Zoho Integration with social media lets you connect with them, engage and stay associated rather than stick to a single sale and push attitude.
  5. For the smartphone generation: Zoho is all in for a smartphone generation. Dedicated editions of Zoho for Android and iOS users help these persons to control their sales activities even when on the go. This will help major decisions to be taken on the basis of quick and true data with research findings and stats to back it. You may access the most important of data from your phone and stay connected with your business no matter where you are.

The list could be stretched even further with many key market players opting in for the Zoho CRM system. If you want to take your business operations to a whole new level, you have to give Zoho a fair chance. Fight the competition and gain the maximum out of your business opportunities with Zoho.

Still, need a further detailing? We’re happy to help. Drop us a line at [email protected] and we will get back to you!

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