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Designing a Business Process Analysis Template for Success

Published on: November 23, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: July 1, 2024 Comments: 0

If you’ve found this article, there’s a good chance that you already know Zoho is a viable solution for your business. Perhaps you’re just not sure how to implement. In a slightly worse-case scenario, you need to repair after a failed implementation. Zoho capabilities are wide-ranging, so finding the optimal solution – or combination of solutions – is paramount. This is why the business process analysis template  is so important.

Starting off on the right foot by setting up business software correctly helps your sales, operations, accounting, and other teams communicate effectively and work more efficiently. A lot of experience and tried-and-true testing that has gone into what we call “Business Process Analysis.” This process ensures that a full understanding of your business needs is acquired and approved by you before you commit to any large project. Managing expectations and adapting to change is crucial to our success. Our process is designed around these ideals. 

Starting off this way is the best of both worlds: 

  • You have more control of your budget. You get to mitigate the risk of stepping into a project that is based solely on time and materials billing.
  • With greater flexibility available to possible changes in requirements, you’re not tied into a single, rigid solution that hasn’t been thoroughly vetted to close a sale. 
  • Because we collaborate with you at each step of the system design – you can rest easy knowing that your business is getting what it needs!

In this article, we’ll review the features of a Business Process Analysis with ZBrains that leads to successful implementation. We truly believe in this process, and that’s why we use it for nearly every project that is done here at ZBrains. 

Business Process Analysis Templates at ZBrains: A Closer Look

ASSESSMENT

Business process analysis meeting

1. The Assessment phase is foundational to a successful project. We start by understanding the current state of your business processes, and you get a better understanding of how Zoho + ZBrains can solve for business gaps – both known and unknown! Starting here increases adoption and overall project success. Our teams translate your vision into an achievable project plan. Because of this plan, we’re more likely to achieve project success. We define a successful project as one that is within budget and timeline, but most importantly, widely adopted across the organization. After all, what’s the point of implementing a system if no one is going to use it?

PLANNING

2. Planning is our deep dive, and a phase where every stone is turned as we define each detail of your new system. We’ve already identified your business needs, and matched them to Zoho solutions.  This step ensures everything is correct, down to individual screens, fields, automations, and more. Having a plan ensures you don’t miss the mark, which can be expensive in resources and time!

DEPLOYMENT

3. Your customized solutions and project plan come to life during Deployment. When your personalized plan from ZBrains gets your stamp of approval, we begin to build your system. During this time we recommend training, and after the project is completed, we also recommend support for your new implementation. Support and effective change management are critical and enables your team to provide immediate feedback and drive user adoption for a successful project launch. Efficient use of time during deployment gets you up and running quicker.

OPTIMIZATION

4. Optimization! Now that you’ve spent some time with Zoho, you’re probably ready for more – more improvements, new processes, and greater control of the data within your organization. When you partner with ZBrains, this is really just the beginning.

Interested in learning more, or need to start this conversation in your organization? Here’s how to start:

  • Take a look at the infographic below. 
  • See how we’ve helped clients in the past
  • Reach out to a member of our team today 

We are Zoho Certified Consultants here to help! Contact us any time.

Connect with a Consultant

ZBrains BPA Infographic

Get the PDF here: Business Transformation Process Chart

CRM Implementation Steps: How to Keep Your Staff Informed

Published on: August 22, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: May 16, 2023 Comments: 0

CRM Implementation Steps #3:  | Keep Your Staff in the Loop

As you plan a CRM implementation, it’s important to know exactly how you’ll be using the modules inside your CRM. Who knows your business systems better than the folks who use them every day? Your expertise and their experience is a recipe for success. In this Zoho CRM tutorial, we will guide you through four easy CRM implementation steps, empowering you to make the most out of Zoho CRM and optimize your business operations.

Keep your staff in the loopKeep your staff in the loop.

This one’s very important. Obviously, you don’t want your staff to come in one day to a system they haven’t a clue how to use.  

As soon as you’ve decided you’re going to implement a new CRM, bring in your staff or your key champions, and detail the plan. Be sure to include an implementation timeline.  

As long as your staff knows what you plan to do, they can plan their days around occasional work stoppages, and be prepared the day you launch your new CRM.

Read All CRM Implementation Quick Tips

Visibility for CRM Projects

Deployment is never a one-fell-swoop sort of maneuver, and hiccups do occur from time to time. If you know an issue has surfaced that will affect your staff or put things a little behind schedule, better to let them know as soon as you know than share it later when it seems like a surprise to everyone.

Keeping employees abreast of the latest CRM developments, and inviting them to take part in ideation or input, will ensure their happiness with the new system. Afterall, one of your goals is productivity, isn’t it?

Is there potential for your CRM to work better for your organization? Take the CRM Adoption Survey and find out where you stand.

Take the CRM Adoption Survey

Transition Your CRM in Phases

Published on: August 21, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: June 9, 2021 Comments: 0

CRM Implementation Tip #4 | Transition Your CRM in Phases

Big business changes, especially changes in everyday systems like a new CRM implementation, can be turbulent times. This quick tip describes how to disturb your business the very least during CRM implementation time. This one is really simple.

Transition CRM in stagesTransition your CRM in phases, not all at once

It bears repeating – yes, again – that even a successful CRM implementation doesn’t happen all at once. With so many facets of your  system designed specifically for your business, you’ll need time to test everything out and make sure it’s working as it should.  

 

For that reason, it’s a great idea to start using parts of your new system a little at a time – gradually – until you’re completely migrated over to your new system. A phased approach can account for some improvements in user adoption, but it’s not always possible to do. Need more quick tips for CRM Implementation? 

 

Read All CRM Implementation Quick Tips

 

 

What if a phased approach won’t work for you?

If it doesn’t make sense to move your entire operations to a new CRM in chunks, you might decide to implement a new CRM behind the scenes while your employees continue working on the old one.  (Of course, this doesn’t mean you shouldn’t still keep them informed about what you’re doing.)  If you choose to go that route, you’ll have a little more time to make sure things are working as they should – all the more reason to move deliberately, and in smaller phases.

Is your organization using its CRM to the fullest? Take the CRM Adoption Survey and find out!

 

Take the CRM Adoption Survey

 

Effects of Open Door Policy and Training on Maximizing CRM Deployment

Published on: August 18, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: May 16, 2023 Comments: 0

CRM Implementation Tip #9 | Have an Open Door Policy

You can apply this tip to more than just CRM deployment. Upon deploying a new system of any sort, you’ll be greeted with both positive and negative responses. How do you deal with the pushback you might receive for doing something new?

CRM Project visibilityHave a CRM Project Open Door Policy.

Keep your door open, as well as your training sessions and email threads. When making big changes to your business and employees’ work days with a new CRM, consider giving them all the information they need or want to make the transition smoother.

When you do encounter some blowback from your traditionalist employees, be sure to heed their criticisms. Then, explain calmly and succinctly what the new system does to either improve life or alleviate their concerns. Show them how everyone will benefit from the new changes. Keeping your ear open lets employees know you’re willing to consider their feelings. Having an open door policy will ultimately make them happier in the long run, even if they aren’t satisfied at first with the new system. Trite but true, a rising tide lifts all ships, and the same is true with upgrades in technology like Zoho CRM.

Include extra training opportunities

If employees’ problems lie in the fact that they don’t feel they’ve been trained enough on the new system, host another training session, or several of them.  As well, keep everyone in the loop by maintaining a single group email thread, or message channel for company-wide CRM developments and questions. We also recommend these smaller group or department-specific channels for more specific developments and questions.

Read All CRM Implementation Quick Tips

Is your CRM working for you? Take the CRM Adoption Survey and find out where you stand.

Take the CRM Adoption Survey

CRM Deployment: Avoid Pitfalls, Ensure Success

Published on: August 17, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: August 16, 2023 Comments: 0

CRM Implementation Tip  #7 | Don’t Rush CRM Deployment

We’re all imperfect and even the most meticulously planned project doesn’t go live without at least a little need for adjustment. We share this so it’s not a surprise when your system doesn’t work exactly how it should the very first day you go live. 

The Significance of CRM Deployment

Evolving customer expectations have catalyzed the transformation of how businesses function. A robust CRM system that acts as the linchpin for effective customer interactions is central to this transformation. By methodically collecting, categorizing, and harnessing customer data, organizations can glean actionable insights that power personalized marketing, streamlined sales processes, and unparalleled customer service. However, the success of such endeavors pivots on the meticulous execution of a comprehensive CRM deployment strategy.

Our best advice is: Don’t rush deployment; make sure everything works as it should.

CRM Testing pre-deployment

There will be a few hiccups. Some common first-day needs and troubles with a new CRM implementation can include: 

  • Understanding the CRM use processes themselves
  • Answering errant questions missed in training
  • Retraining team members on some aspects of the CRM
  • Finding the data you were sure you migrated correctly  

Don’t worry!  These sorts of speed bumps are normal during the first few days of a CRM deployment or the implementation of any new program.

Read All CRM Implementation Quick Tips

Navigating the Pitfalls 


  • Meticulous Planning: Before launching into the tumultuous waters of CRM deployment, detailed planning guides your path. Rushing headlong without a well-laid roadmap often culminates in chaos and discontent. To prevent this, commence with clearly delineated objectives – whether it pertains to amplifying sales, augmenting customer service, or refining marketing campaigns. A profound understanding of your organization’s distinct requirements must be the bedrock for aligning the CRM system.
  • User Involvement: Averting the peril of neglecting end-users necessitates active user involvement. Ignoring the insights and preferences of those interacting with the CRM daily is an unequivocal blunder. Engaging employees in workshops and soliciting feedback is not merely prudent but indispensable. This collaborative approach engenders a sense of ownership and significantly boosts user adoption rates.
  • Selecting the Right CRM System: Amidst a labyrinth of CRM options, the specter of choosing an incompatible system looms. Avert the impending disaster by prudently evaluating potential solutions, analyzing their scalability, integration potential, and user-friendliness. Seeking counsel from CRM experts or drawing inspiration from businesses with analogous needs can be an invaluable compass.


  • Data Management Vigilance: Disciplined data management is the bedrock of successful CRM deployment. Lax data management practices pave the way for duplications, obsolescence, and impaired insights. Thwart this debacle by instituting data cleansing before migration and implementing data entry and upkeep protocols. Routine audits and data purges sustain the integrity and dependability of the database.


  • Harmonious Integration: Acknowledging that a CRM system doesn’t function in isolation is the first step to preventing data fragmentation. Failing to prioritize integration can erect insurmountable data barriers and inefficiencies. Consecrate resources to CRM solutions endowed with robust integration capabilities or invest in middleware to weave disparate systems into a coherent tapestry. This symbiosis guarantees an all-encompassing panorama of customer interactions and business processes.


  • Change Management: Underestimating the seismic impact of change during CRM introduction is a dangerous misstep. A seamless transition necessitates a comprehensive change management strategy with training, communication, and steadfast support. Enabling employees to grasp the manifold benefits CRM ushers in and providing ongoing assistance are critical cornerstones of this transformative journey.


  • Upholding Data Security: Handling customer data with circumspection is paramount during CRM deployment. Neglecting data security can instigate a cataclysm of legal and reputational consequences. Thwart this catastrophe by ensuring your chosen CRM system adheres to industry regulations and employs stringent security measures. Vigilant updating of security protocols coupled with diligent employee education fortifies data protection.


  • Tailored Customization: Standard CRM solutions might need to fit your organizational contours. The danger of disregarding customization can precipitate inefficiencies and user discontent. Exploit the customization options within your chosen CRM to sculpt workflows, reports, and dashboards following your unique requirements. An intricately customized CRM embellishes user experience and propels efficiency.


  • Persistent Improvement: Celebrating CRM deployment as the terminus of your journey is misguided. Successful CRM deployment is an enduring voyage characterized by continuous enhancement. Ignoring this tenet risks stagnation and missed prospects. Cast KPIs to gauge CRM efficacy and embark on periodic evaluations buttressed by user input. This perennial cycle of refinement sustains momentum and rejuvenates CRM vitality.

Cutting down on new implementation ‘hiccups’

To help minimize the effects of speed bumps, it’s a great idea to ease into implementation. Have a plan at the start to address this. Spread it out as much as you possibly can while keeping your budget in consideration. 

You may spend a little extra on testing and training time. However, the benefit of knowing you’ve made sure your new system works exactly how it should is invaluable and cuts down on something you probably have a lot of business-related stress! This includes additional rework with your implementation partner, re-training staff, lost productivity due to staff being inexperienced with the new system, and lack of user adoption. 

Conclusion

As the transformative power of CRM deployment dawns upon the modern business landscape, circumventing the predictable pitfalls becomes imperative for success. By adroitly steering clear of the pitfalls elucidated herein and adorning your strategy with the strategic deployment of transition words, you lay the foundation for a triumphant CRM implementation. Remember that beyond technological prowess, a successful CRM deployment harmonizes people, processes, and technology to craft excellent customer experiences and engineer sustainable growth.

Take the time to deploy your new CRM correctly, making sure everything is working as intended and that your teams are trained, and you’ll certainly reap the benefits later.

If you’ve already addressed this potential pitfall, and you still want to get more from your CRM, take a look at our CRM Adoption Survey and find out your improvement potential!

Take the CRM Adoption Survey

CRM implementation tips

Elevate Your Business with These 10 Proven CRM Implementation Tips

Published on: August 11, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: March 3, 2023 Comments: 0

Regardless of your business focus, implementing a CRM correctly is essential to its adoption and success for your organization, and this is why CRM implementation tips are so important. It can seem tempting to ease your way into a new CRM by simply turning it on.  But we know from the experience of our clients that this can become quickly overwhelming and a point of abandon.

Working with a product like Zoho, which advertises itself as DIY, we see this kind of thing happen a lot.

For this reason, we’re offering 10 CRM Implementation Tips for you to consider as you begin planning or implementing any customer relationship management software. Let’s get started!

1) Your CRM Should Support Your Sales Cycle 

If you’ve already started your project, or are starting your research here, this CRM Implementation Quick Start Tip to examine your sales cycle to determine what you really need is crucial.

Getting honest about your business needs and goals is a really important consideration.

CRM Implementation Tip #1Your CRM should support your sales cycle.

Out of the box, CRMs usually contain lots of functionality. You’ll have the ability to enter companies and contacts into your system, as well as convert them from leads to active customers, record notes about them, associate emails and sales orders with them…and likely, countless other bells and whistles you might not have known about.

Maybe your business doesn’t require all that functionality. If you run an insurance agency, for example, your needs may be perfectly satisfied with just half of those rudimentary features. Perhaps you may be able to do away with (or hide) several of the default modules inside your CRM entirely! You’re not losing functionality, in fact, these decisions to keep CRM aligned with your business can foster user adoption.

Get our top “CRM Questions to Ask About Your Sales Cycle.”

 

2) Don’t Underestimate Data Migration Time

As you’re working through all the considerations for CRM Implementation – and it can be a bit of a process – be sure to give a healthy amount of time to how you’ll migrate existing data to your CRM. 

CRM Data MigrationDon’t underestimate data migration time!

Whether you’re already using a different CRM or a spreadsheet to keep track of all your data currently, this is a task that must be completed for a successful implementation.

When planning your project, or reviewing plans from your consultant, be sure to allow extra time for data migration – don’t underestimate it!

Find out more about what to consider during CRM data migration.

 

3) Keep Your Staff in the Loop

Keep your staff in the loop As you plan a CRM implementation, it’s important to know exactly how you’ll be using the modules inside your CRM. Who knows your business systems better than the folks who use them every day? Your expertise and their experience is a recipe for success. 

Keep your staff in the loop.

This one’s very important. Obviously, you don’t want your staff to come in one day to a system they haven’t a clue how to use.  

Get more info on keeping your team ahead of the curve and productive during deployment.

 

4) Transition in Phases

Big business changes, especially changes in everyday systems like a new CRM implementation, can be turbulent times. This CRM implementation tip describes how to disturb your business the very least during CRM implementation time. This one is really simple.

Transition CRM in stagesTransition in phases, not all at once.

It bears repeating – yes, again – that even a successful CRM implementation doesn’t happen all at once. With so many facets of your  system designed specifically for your business, you’ll need time to test everything out and make sure it’s working as it should.  

What if you can’t phase the project? How should your approach your implementation?

 

5) Don’t Overlook Training

Once your CRM is up and running it can be a relatively common impulse to rush back to work using the new CRM tools you just spent so much time planning for and implementing. 

CRM Training Ideas However, before you take off running back to business, it’s time to think about training.

Make sure everybody who’ll use the system knows exactly how to do so – train them!

Even if your new CRM makes life easier all around the office, your employees probably won’t be able to sit down on launch day and navigate their way through the system without some prior knowledge.

Take the mystery out of business changes by training your staff for a new CRM implementation.

 

6) Streamline Procedures

While you may be in the mood to shake things up by deploying a new CRM, you may not have thought to shake up your very business processes themselves.  Well, in the name of efficiency, why not?

Streamline with a CRM Use your CRM Implementation as an opportunity to streamline your procedures!

There isn’t an exact science behind this, but we’re willing to bet the majority of businesses who elect to set up their own CRMs aren’t so well-versed in how their systems work. There’s a good chance that they’re missing some opportunities to streamline processes inside of their unique CRM systems.

Be sure to hand off the right CRM data at the right time. Get our tips.

 

7) Don’t Rush Deployment

We’re all imperfect and even the most meticulously planned project doesn’t go live without at least a little need for adjustment. We share this so it’s not a surprise when your system doesn’t work exactly how it should the very first day you go live. 

CRM Testing pre-deploymentOur best advice is: Don’t rush deployment; make sure everything works like it should.

There will be a few hiccups. Some common first-day needs and troubles with a new CRM implementation can include: 

  • Understanding the CRM use processes themselves
  • Answering errant questions missed in training
  • Retraining team members on some aspects of the CRM
  • Finding the data you were sure you migrated correctly  

Don’t worry!  These sorts of speed bumps are absolutely normal during the first few days of an implementation of any new program.

Don’t miss our thoughts on cutting down on new implementation ‘hiccups.’

 

8) When in Doubt, Keep Things Simple

By now you likely know that CRM deployment isn’t quite as simple as you may have first thought. Your research may have shed a bit of light on problems you weren’t aware of, or made you remember more clearly some implementation problems you’d thought of before.

Simplify CRM ImplementationFor a process that’s invariably complex, there’s one thing that always holds true: when in doubt, keep things simple.

The time you implement a new CRM is a great time to re-think your data entry and information-sharing procedures. Ask yourself, “How much information do I need entered in the new system to achieve the desired outcome?”

Perhaps you’ve used a legacy system for years that has data fields in it that have become obsolete. Maybe you’ve been faced with the task of including only some of your current CRM’s information in your new system, for any number of reasons.

How can you simplify CRM Implementation? Read on for the questions you should be asking.

 

9) Have an Open Door Policy

You can apply this tip to more than just CRM deployment. Upon deploying a new system of any sort, you’ll be greeted with both positive and negative responses. How do you deal with the pushback you might receive for doing something new?

CRM Project visibilityHave a CRM Project Open Door Policy

Keep your door open, as well as your training sessions and email threads. When making big changes to your business and employees’ work days with a new CRM, consider giving them all the information they need or want to make the transition smoother.

When you do encounter some blowback from your traditionalist employees, be sure to heed their criticisms. Then, explain calmly and succinctly what the new system does to either improve life or alleviate their concerns. Keeping your ear open lets employees know you’re willing to consider their feelings. Having an open door policy will ultimately make them happier in the long run, even if they aren’t satisfied at first with the new system.

Read more for info on extra training opportunities.

 

10) Use a Project Manager

If you’ve found this article, there’s a good chance you  know a few basics about getting your new CRM system deployed and running as it should. However, even if everything goes as planned, there’s one other thing you can do that will really cement everything together – and, improve morale for everyone involved.  Not quite a magic bullet, but, it’s darn close.

CRM project managerBe Successful the First Time With a Project Manager

It’s understandable if you can’t be the one to take this bull by the horns and ensure that all implementation steps are completed in a timely way – after all, you’ve got a business to run.  

Hiring a project manager, or selecting a capable champion within your company to take charge can work wonders for generating enthusiasm among employees. This resource can help by answering their questions, and acting as a liaison between you (or your teams) and your IT department (or your deployment consultants).

Keep reading for insight on selecting a CRM Project Manager.

 

 

We hope these 10 CRM Implementation Tips will help you. Find out how fully (or not) your organization has adopted your CRM.

 

Take the CRM Adoption Survey

 

Why Allowing Enough Time for Data CRM Migration is Crucial

Published on: August 11, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: March 29, 2023 Comments: 0

CRM Implementation Tip #2:  | Don’t Underestimate Data Migration Time

 

As you’re working through all the considerations for CRM Implementation – and it can be a bit of a process – be sure to give a healthy amount of time to how you’ll migrate existing data to your CRM. 

 

CRM Data MigrationDon’t Underestimate Data Migration Time

 

Whether you’re already using a different CRM or a spreadsheet to keep track of all your data currently, this is a task that must be completed for a successful implementation.

 

When planning your project, or reviewing plans from your consultant, be sure to allow extra time for data migration. Don’t underestimate it! Looking for more insight beyond data migration?

 

 

Read All CRM Implementation Quick Tips

 

CRM Data Migration Considerations

 

Even in the best of times, data migration isn’t a one-fell-swoop sort of maneuver. Discrepancies between modules in different CRMs can prolong the process.  

 

  • Additionally, if you want to migrate old data into a new CRM with customized data fields, your old data will have to be mapped to those new fields.  
  • If you choose to import and map the data yourself, you’ll have to allot time to learn how the system works. 
  • If you get help from a CRM consultant, you’ll probably spend at least a couple of phone calls and email threads explaining how you want everything to look.  

 

No matter what, the migration process is one that takes time. In our experience, it’s better to overestimate. Then you’ll be pleasantly surprised at the outcome. Underestimation can lengthen the project and catch you off guard. If you aren’t quite sure how much time data migration will take, give yourself a month. And, if you aren’t comfortable blocking off that much time, you can always get the help of a certified consultant.

Is your organization using its CRM to the fullest? Take the CRM Adoption Survey and find out where you stand.

Take the CRM Adoption Survey

 

KPI's for your SaaS and Tech business

Maximizing Business Insights with KPIs for SaaS and Technology

Published on: July 31, 2020Category: Certified Zoho Consultants, Zoho Creator, Zoho CRMLast Updated: July 20, 2023 Comments: 0

In part three of this series for Technology and SaaS organizations, we ask you to consider – What are the top key performance indicators (KPI’s) for your industry? Are you successfully using KPI’s to manage your business? Do you track, report, and utilize this data on a regular basis, looking for improvement opportunities? 

There’s a good chance you’re living the same current reality as a lot of SaaS and Tech-focused businesses in 2020. You’ve been impacted by a global pandemic; it might look like slowing down, frequent starts and stops, lay-offs, and shifts in the How and What that have long been a focus. You might find yourself in a position to redefine or even re-invent aspects of your business. McKinsey and Co. recently published that redeploying talent, improving productivity, and shifting operations as three of five recommendations for reinventing your organization, post-Covid. We agree, and have done some of those things here at ZBrains.

If you’re reading, and you’ve already identified and are successfully using data to capture KPI data for business insight, we’d like to present you with a stretch goal as you read through the article. Think about the competitive advantage of your business, the thing that sets you apart from your competitors. 

  • What differentiates you? 
  • And are you able to measure it today? 
  • How would your business change if you could measure and act upon your differentiator? 

Perhaps the content in this article can help trigger some ideas for you.

Maybe your KPI’s are unknown or underutilized. If so, you might be losing out on opportunities to set you up for a better trajectory in an unstable environment. We recommend this article for examples of some Key Performance Indicators used in SaaS and Technology businesses. While there are many, many more than listed here, the KPI’s we share are more or less universal for each segment where they’re listed. We hope this helps to give you ideas about the other data you want to capture. (You may even want to bookmark this article for reference again later.)

Is Zoho the Key to Capturing and Reporting Business Data?

This all boils down to financials and time tracking each of the seemingly small areas of your business that add up to something sizable. Today, you might pay for  many platforms, applications or systems, and a change to one can affect the others. The result is, they require development expenses. Maybe you have to manage multiple vendors, or your teams are working from siloed data without a full view. Running reports and gaining visibility to your organization is solved with Zoho’s end-to-end solution. 

Quit struggling to track your KPI’s, and avoid the disparate systems of data that make global reporting cost-prohibitive and time consuming.

Keep reading for KPI’s by industry for technology and SaaS organizations, and some thoughts about how you can put them into action with Zoho.

Technology Industry KPI’s

You’re probably like a lot of tech companies: there is no shortage of data, and you generally have a lot of subject matter expertise close at hand. But have you put the most important pieces of data into focus when making business goals and plans? Align your KPI’s with your plan.

Big picture metrics are easy to capture using the Zoho suite of apps. From Survey, CRM, and Inventory you can get a full view of upcoming sales, successful deliveries, and satisfied customers in one ecosystem.

  • Net Promoter Score

“Net Promoter or Net Promoter Score (NPS) is a management tool that can be used to gauge the loyalty of a firm’s customer relationships. It serves as an alternative to traditional customer satisfaction research and is claimed to be correlated with revenue growth.” – Wikipedia on Net Promoter Score

  • Pipeline

Your marketing and sales pipeline and the metrics you can achieve from it are revenue indicators. This information in your pipeline can also tell you when to dive deeper into sales staff issues, help with ideal customer identification, and tell you if your leads are more likely to drop off during certain sales stages.

  • On-time Delivery

Process metrics like the on-time delivery KPI can tell you if operations are in good health. Potentially, it can be a lead measure for Customer Satisfaction. The information gathered in on-time delivery could also be an indicator of production resource viability. Or as a result, letting you know if it’s time to scale the team for greater production capacity.

Aside from these necessary and highlevel metrics, what are the metrics you’re having a hard time capturing? Zoho, because it’s almost endlessly customizable with the Creator app, helps create the features you need to ensure that data you need to capture to complete work is the function and data you get. Zoho Creator  puts the tools to innovate and improve your lot squarely into your hands.

SaaS Industry KPI’s

In your SaaS business, Marketing, Sales, and Customer Success all impact revenue growth and profitability. As with the other industry discussed in this article, there are MANY more KPI’s that you can employ when you’re building an executive dashboard. However, the three here (plus one bonus KPI) are the ones we think are the most indispensable KPI’s to keep an eye on.

  • Customer Acquisition Cost

Total cost of sales and marketing divided by the number of deals closed will give you Customer Acquisition Cost (CAC). Why does it matter to you? Most SaaS companies rely on a large volume of smaller scale sales over a period of time to generate revenue. For this reason it is important to acquire leads and customers at a price that does not negatively impact revenue.

  • Monthly Recurring Revenue

Regardless of your subscription model, monthly recurring revenue as a KPI is foundational to your business. Take the total number of paying clients by the average revenue per customer to achieve this figure. Straightforward really, but if you have a lot of pricing variants, it can get sticky. (Bonus points if you can segment your recurring revenue by new vs existing clients.) Taking into account your known churn rate when looking at MRR could give you insight into whether or not it’s time to acquire more accounts.

  • Customer Lifetime Value

Lifetime value or LTV is commonly regarded as a “north star metric,” one that matters above all others when determining strategy and goals for a business. Managing the gap between your CAC and LTV are essential to success.

  • Churn Rate

Customer Churn is natural, but how will you identify when it’s too much? (SaaS industry average is said to be between 5-7% annually.) The outlay of cost (CAC) to acquire a new client is usually significantly greater than the cost of maintaining an existing customer. Therefore the lower your churn rate, the less you may have to invest in acquisition. You might also consider Churn Rate a lag indicator of customer satisfaction.

The four KPI’s shared here are a solid underpinning of the metrics we recommend for SaaS organizations. Naturally, Zoho allows you to capture and utilize more data. As we mentioned earlier, the Creator app can bring your vision to life.

Why should you care about using SaaS and Technology KPI’s to manage your business?

We’ll end with a quick summary of points to keep in mind as you determine which KPI’s to use in your business. Which KPI’s  are most important to you, and can you get your hands on the data for them? Here six key reasons we think you should consider using SaaS and Technology KPI’s to manage your business: 

  • KPI’s can offer early identification of issues (lead measures)
  • You get visibility to overall company health without a great outlay of executive time
  • Next, reference and use KPI’s as guidance for decision making and strategy
  • High level metrics make it easy to communicate business goals with your environment
  • They will help you become familiar with patterns in your organization
  • Finally, they can help you key in on the areas for necessary  performance improvements

If you’re taking the next steps to learn more about achieving more by using KPI’s to manage your Technology or SaaS business, contact us any time.

Looking for more about KPI’s? Read about Field Services and Construction or Manufacturing and Distribution.

Using KPI's to manage your business

Managing & Distribution KPIs: Maximizing Manufacturing Efficiency

Published on: July 28, 2020Category: Certified Zoho Consultants, Zoho CRM, Zoho FeaturesLast Updated: May 16, 2023 Comments: 0

In this three part series we ask you to consider, What are the top key performance indicators (KPI’s) for your industry? Are you using KPI’s to manage your business successfully? Do you track, report, and utilize this data regularly to improve your manufacturing or distribution business? In this segment, we’ll look at KPI’s and considerations for manufacturing and distribution organizations.

manufacturing in a canning facility

There’s a good chance you’re experiencing the same current reality as a lot of manufacturing and distribution organizations in 2020. You’ve been impacted by a global pandemic; you could be slowing down, frequently starting and stopping, performing lay-offs, and shifting the How and What that have long been a focus. You might find yourself in a position to redefine or even re-invent some or many aspects of your business. McKinsey and Co. recently shared that redeploying talent, improving productivity, and shifting operations are three of five recommendations for reinventing your organization, post-Covid. We agree, and have taken on some of these ourselves here at ZBrains.

Using KPI’s to Manage Your Business

If you’re reading, and you’ve already identified  – and are successfully using – data to capture KPI data for business insight, we’d like to present you with a stretch goal as you read through the article. Consider the competitive advantage of your business, the thing that sets you apart from your competitors. 

  • What differentiates you? 
  • And are you able to measure it today? 
  • How would your business change if you could measure and act on your differentiator? 

Perhaps the content in this article can help trigger some ideas for you.

If your KPI’s are unknown or underutilized, you might be losing out on opportunities to set you up for a better trajectory in an unstable environment. We recommend this article for examples of some Key Performance Indicators for your industry. While there are many, many more than listed, the KPI’s we share are more or less universal for each industry where they’re listed. We hope it gives you ideas about the other data you want to capture. (You may even want to bookmark this article for reference again later.)

Keep reading for KPI’s by industry for manufacturing and distribution, and some thoughts about how you can put them into action with Zoho.

Manufacturing Industry KPI’s

The metrics required to successfully operate your manufacturing business are many and varied depending greatly on how and what your business is doing. However, speed and accuracy are paramount to doing it successfully with a gainful ROI. Here are three metrics for manufacturing that we think are fundamental KPI’s.

  • Overall Operating Efficiency

This high-level metric is the ratio between output and input in your business. Are you getting out what you’re putting in? This metric can also apply to employees in terms of “are they maximizing their ‘on’ time and creating value for the business.”

  • Profit Per Employee

As a lag measure, Profit per Employee can show you which lead measurements are progressing perfectly, or which areas need attention. This measure can help you bring to light the areas where profitability could be improved. 

  • Capacity Utilization

This KPI gives insight to one of the most important pieces of information for manufacturing businesses: Is your production being fully utilized? There are associated costs to equipment, people, and space. You can ensure that each is being maximized as needed using this data. Additionally, capacity utilization can give visibility to work balancing as certain production centers are selling more or less at different times.  

What additional KPI’s are essential to your manufacturing operations?

Distribution Industry KPI’s

Total sales, cash flow, and margin are essential metrics for distribution, but they’re arguably necessary for most types of businesses. Whether your business is ecommerce, industrial equipment, consumer goods, or something different, you still need to know much of the same standard information. With that in mind, three important metrics to track in your distribution center, specifically relevant to distribution KPIs, are:

distribution center KPI

  • Inventory Turnover Ratio

This metric will give you purchasing trend insight. As a result it can show you which items may not be advantageous to keep, or which items require higher inventory levels.

  • Profitability by Item

You can inform larger strategies by knowing which areas (products, customers, and markets) are most profitable for you. Your Distribution and Sales Teams will thank you for making this data available! 

  • On Time Shipping Ratio

Compare items or distribution centers, and find trends in shipping for performance improvement opportunities. This data can inform things like warehouse product organization, capacity utilization, and more whether it be an overall systemic issue or an item specific one.

Does your company have any data that’s been difficult to lock in? ZBrains consultants specialize in helping you identify, organize, and utilize this information for better business results. We help you bring all the pieces together from quoting to inventory and finance. 

Why should you care about using KPI’s to manage your business?

We’ll end here with a quick summary of points to consider when you are researching KPI’s to use in your business. Think about which are most important to you, and can you get your hands on the data for them? Here six key reasons we think you should consider using KPI’s to manage your manufacturing or distribution business: 

  • KPI’s can offer early identification of issues (lead measures)
  • You get visibility to overall company health without a great outlay of executive time
  • Reference KPI’s and use them as guidance for decision making and strategy
  • High level metrics make it easy to communicate business goals with your environment
  • They will help you become familiar with patterns in your organization
  • Finally, they can key you in on significance in areas needing performance improvements

Why is Zoho a great solution for helping you capture and report the data you need for your business?

This all boils down to financials and time tracking each of the seemingly small areas of your business. They can add up to big results. Currently, you might be paying for a lot of systems, and a change to one can affect the others and require development expenses. Maybe you have to manage multiple vendors, or your teams are working from siloed data. You can run reports and gain visibility to your organization using Zoho’s end-to-end solution. 

Quit struggling to track your KPI’s, and avoid the disparate systems of data that make global reporting cost-prohibitive and time consuming.

If you’re taking the next steps to learn more about achieving more by using KPI’s to manage your manufacturing or distribution business, contact us any time.

Looking for more KPI’s? Read about Field Services and Construction or Technology and SaaS.

Field Services and Construction Feature image

Field Services & Construction KPI’s to Manage Your Business

Published on: July 24, 2020Category: Certified Zoho Consultants, Zoho CRMLast Updated: May 3, 2023 Comments: 0

In this three part series we ask you to consider, What are the top key performance indicators (KPI’s) for your industry? Are you using KPI’s to manage your business successfully? Do you track, report, and utilize this data regularly to improve your field services or construction business? In this segment, we’ll look at Field Services and Construction KPI’s you should consider.

You’re probably living the same current reality as a lot of field services or construction businesses in 2020. You’ve been impacted by a global pandemic; it might look like slowing down, frequent starts and stops, lay-offs, and shifts in the How and What that have long been a focus. You might be in a position to redefine or re-invent some aspects of your business. McKinsey and Co. recently noted redeploying talent, improving productivity, and shifting operations as three of five recommendations for reinventing your organization, post-Covid. We agree, and have taken on some of those things ourselves here at ZBrains.

If you’re reading, and you’ve already identified and are successfully using data to capture KPI data for business insight, we’d like to present you with a stretch goal as you read through the article. Consider the competitive advantage of your business, the thing that sets you apart from your competitors. 

  • What differentiates you? 
  • And are you able to measure it today? 
  • How would your business change if you could measure and act on your differentiator? 

Perhaps this article can help trigger some ideas for you

If your KPI’s are unknown or underutilized, you might be losing out on opportunities to set you up for a better trajectory in an unstable environment. We recommend this article for examples of some Key Performance Indicators used in field services and construction industries. Firstly, while there are many, many more than listed here, the KPI’s we share are pretty universal for each segment where they’re listed. It may give you ideas about the other data you want to capture. (You may even want to bookmark this article for reference again later.)

Job Costing for both field services and construction is paramount. You definitely want to have visibility to profit margin per job. This is calculated as direct materials plus direct labor, plus applied overhead. (Overhead can include things like hotel, travel, per diem, vendors, subcontractors, etc.)

 

Keep reading for Field Services and Construction KPI’s, and some thoughts about how you can put them into action with Zoho.

 

Field Services Industry KPI’s

electrician at workField Services companies dispatching technicians or contractors to customer locations for repair, installation, or maintenance have a specific set of business needs that must match each step of their process. And ensuring excellent communication is a must to give your customers a great experience.

Based on your current systems you may or may not be able to capture much of the data around these daily interactions. Out of the box, Zoho CRM is a system waiting to be customized. With the proper implementation, you are able to capture the essential information you want for your organization.

Here are three KPI’s we believe are among the top to consider for your field services business. 

  • Routing Efficiency

Are your techs getting to where they need to be on time? Are your crews wasting time with trips across town? Routing efficiency measurements using geolocation can help you see where lost time can be made up. This is just the start. Productivity gains are had here by matching the right technician to the job, and making sure they have the equipment and parts required. And training needs can be identified based on which of your techs require more time than allowed for specific jobs. 

  • Service Level Agreement Compliance 

This KPI reflects the relationship between customer experience and technician efficiencies. Empower your techs while they’re on site with information about the customer account history or service history insights when you give them access via Zoho CRM’s mobile app. 

  • Customer Satisfaction

Customer satisfaction is related directly to customer loyalty – it can be an indicator of repeat business likelihood, new customer referrals, and lifetime customer value. 

If you’re looking to get even more mileage with system integrations for field services or construction, we recommend taking a look at Field Tech. From quoting, scheduling, and job costing to invoice, expense, and equipment tracking — and more — Field Tech will connect your field service operation and optimize your workforce. 

 

Construction Industry KPI’s

Beyond standard financials, profit and productivity should be top of mind for most construction companies. When it comes to what other KPI’s you track in your organization, we recommend three primary areas to focus: quality, performance, and safety. There are multiple metrics that fall under each of these categories, and you should select those most relevant to your operations and business goals.

construction foreman on site

  • Change Orders

Tracking change order metrics can show you schedule impacts, and give insight for root cause evaluation. Consequently affecting customer satisfaction rates, this metric can show you how too many changes negatively influences the project budget.

  • Performance Overall  

Many performance metrics can relate to productivity as well, including: equipment downtime, resource capacity, on-time completion. Most any measurement of time will be an indicator of performance. How are you tracking performance for construction projects?

  • Number of Accidents or Reportable Accidents

A rise in accidents is a reason for you to take immediate notice. Most importantly, safety metrics help you protect workers by knowing if/when additional training may be required. Secondly, you can stay on top of increased healthcare or litigation costs from lack of safety precautions.

Do you have more questions about making Construction KPI’s a bigger part of your operation? We’d love to assist.  Start a conversation with one of our Zoho Certified Consultants. 

 

Why should you care about using Field Services and Construction KPI’s to manage your business?

We’ll leave you with a quick summary of points to keep in mind when you are figuring out which KPI’s to use in your business. For example, which things are most important to you, and can you get your hands on the data for them? Here six key reasons we think you should consider using KPI’s to manage your field services or construction business: 

  • KPI’s can offer early identification of issues (lead measures)
  • You get visibility to overall company health without a great outlay of executive time
  • Reference KPI’s and use them as guidance for decision making and strategy
  • High level metrics make it easy to communicate business goals with your environment
  • They will help you become familiar with patterns in your organization
  • Finally, they can key you focus in on the areas to make performance improvements

 

Why is Zoho a great solution for helping you capture and report the data you need for your business?

This all boils down to financials and time tracking all the seemingly small areas of your business that add up to big results. Currently, you might be paying for a lot of systems, and a change to one can affect the others and require development expenses. Maybe you have to manage multiple vendors, or your teams are working from siloed data. You can more simply run reports and gain visibility to your organization with Zoho’s end-to-end solution. 

Quit struggling to track your KPI’s, and avoid the disparate systems of data that make global reporting cost-prohibitive and time consuming.

 

If you’re taking the next steps to learn more about achieving more by using KPI’s to manage your field services or construction business, contact us any time.

 

 

Looking for more about KPI’s? Read about Technology and SaaS or Manufacturing and Distribution.

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