Top 5 tips to eliminate data silos – Pt IX

Once you’ve clearly mapped your needs, you can start thinking about what everything will cost and how much you can invest into a platform that fulfils them.

Instead of simply looking at the cost of features, calculate an estimated ROI of having a job card software on board.

You can do this by calculating the total number of hours spent by each sales rep on sales activities, and then map out your sales pipeline and the associated activities.

For example, you might only be sending 20 outreach emails a day. What would the impact of increasing that amount fivefold through certain CRM features?

Measure all sales activities and use them to forecast the increased productivity. Take this insight and apply it against your average deal amount and close rate to estimate the total ROI your free job card management software can bring to justify any costs. This will be beneficial when getting boardroom buy-in, which we’ll explain shortly.

Finally, when calculating your budget, don’t forget about any hidden costs. These include on-boarding and training fees, as well as integration and your own internal resources.

Create a vendor selection process

With your needs and budget mapped out, you’ll start to get an idea of the level of service you’ll need for your requirements.

Depending on your level of sophistication, you’ll either need:

1. A self-service maintenance work order app platform
2. An enterprise solution

For smaller businesses, or those with lean sales processes, we recommend the former. There are more available solutions, implementation is simple and pricing is usually extremely affordable.

Before evaluating each vendor, you’ll need to create a process that helps you not only select the right vendor, but “sell your needs” to them.

This is a value exchange, and a ngo accounting software provider will only be able to offer the right solution if you’ve communicated this clearly.

Here’s what your vendor selection process should include:

1. Business Goals: Make it clear about what you’re hoping to achieve; revenue goals is a language all businesses can speak
2. Company Spotlight: With a task of this undertaking, it’s important to communicate the benefits that working with you could have
3. Timelines: Have clear milestones for each stage of the process, including a deadline to select a vendor, begin onboarding and sales training, and integrate other systems.
4. Request for References: Ask to speak to a handful of existing customers. Case studies are important, but speaking to those already using the platform will allow you to ask questions knowing they have no ulterior motive
5. Competitive Insights: Find out who your competitors are using, and how they use them

Evaluating vendors: demos, trials and RFPs

If you’re not aware of the field service management software landscape, the first step of the evaluation process is identifying what the CRM options are.

There are a handful of methods to do this:

1. Google terms such as “best crm software” and read comparison posts
2. Browse through lists on Capterra or G2Crowd
3. Find an expert

The third option can provide the most insight. Identify someone who has an understanding of the CRM space, as they can point you in the right direction.

Depending on your needs, your evaluation process may vary. For example, with a ERP Software platform, the process will look as follows:

1. Request a demo: A sales rep from the CRM will run through the features and, if they do their job properly, tie them to your needs
2. Digest sales material: Take the time to look through all technical specifications, pricing sheets and case studies
3. Trial period: Most SaaS products allow you to “try before you buy” so you and your team to get a feel for the platform in your own time before committing
4. Negotiation: Discuss timelines, any final questions and negotiate pricing

If it’s an enterprise solution you’re after, then you’ll need to create a Request for Proposal (RFP). This communicates the scale of your requirements to potential vendors, and allows them to pitch their platforms to you.

Your CRM Software RFP should include the following:

• Objectives: What are your goals and how will your choice of CRM feed into these? Use what you defined in ‘step 4’ above
• Requirements: Which features are absolutely essential? Which would you say are ‘desirable’ but aren’t business-critical?
• Resource allocation: Include a list of which elements of the process you can take care of in-house, and which you’ll need help with
• Training: You don’t know exactly what your teams will need to do yet, so use this section to summarize. Include the size of your team, the number of hours required and any ongoing support for new hires

You should also include elements you documented in ‘step 4.’ Over the space of one to two weeks, you should have collected proposals for evaluation. From here, select those you’d like to give a presentation and manufacturing software platform for you.

Remember, many salespeople have a habit of over delivering expectations. Which is why it’s important to speak to referrals.

Step 6: Making a decision

By following the process above, you’ll set yourself up to make a decision based on all the key information you need.

With all things, emotion will play its part. The key is to get input from other members of the team who have contributed to the process themselves—even those who have joined in late.

Data is the best compass. What do the numbers say? Having a score where you measure each vendor against features, support and other factors will help you make informed, data-driven decisions.

If there’s no clear winner, then feel free to go through another round of qualification with apps for repair and maintenance vendors. Focus on the areas where scores are closest to make an informed decision.