Smarting is not going to start with adding some new software. First, we need to see how the work is actually going today, where information is being re-recorded, and which expectations or uncertainties are speeding up the team.
My experience in technical work, operations management and sales helps me not to see the issue as just software. The solution should be understandable to the people who work with it every day and the result should have real value for the business.
How does this change help?
- The status of each task and the reason for stopping it become clearer
- Less information is recorded multiple times and in multiple tools
- Reports are made from a specific and reliable source
- Budget and time spent on a problem worth solving
First we put a real process on the table
For example, we choose the path of entering a lead, confirming a request or preparing a report. Steps, people involved, files, waiting time and where work usually gets stuck are put together.
Then we decide what needs to be removed or simplified and which parts are really worth automating. Often a proper form and a clear responsibility will help the team more than a complex AI project.
We do not change everything together
We compare opportunities with a few simple questions: How often do they recur? how long do they take What is the cost of making a mistake in them? Is the required data available? How hard is the solution to implement?
We start with something that has good value and can be tried on a small scale. If it works, we will take the next step; If not, we will change the route before spending a lot of money.
What will change in sales and CRM?
Most sales teams are not short on tools; The problem is that the data is incomplete, the stage of each opportunity is not known, and the follow-ups are dependent on people's memory. So before automation, definitions and responsibilities should be clarified.
Then lead entry, allocation, follow-up reminders and reporting can be simplified. The goal is not to send more notifications; The goal is for the expert to know what is the priority and for the manager to trust the numbers.
How do we know that we have reached a conclusion?
Before the change, we record a few simple numbers: how long it takes to do the job, how many times the data is moved manually, and what errors are repeated the most. After the performance, we measure the same again.
The opinion of those who work with the system is also important. Even the best diagrams are not a sign of success if the team has to find another way to do the work or bypass automation.
Frequently asked questions
What is the difference between making smart and online forms?
Making the form online only changes the form of information entry. In intelligentization, we see the entire work path: where does the information go after registration, who makes the decision and how the result is tracked.
How big should the first project be?
As small and bright as possible. It is better to choose a frequent task whose results can be seen and measured in a few weeks.
Do we need to change the current software?
Usually not. Many times existing tools can be better adjusted or connected. It makes sense to switch software when it's actually getting in the way, not just because there's a newer option.
Do you want to see if this solution is suitable for your work?
It is enough to write briefly how the work is done today and which part is annoying or time consuming.