Many disasters are preventable, however, there are those when there is nothing to do but hope you survive the storm. In business, we do not like to think of the later, but we certainly do need to concentrate on the first and do all we can to prevent them.
So, what are some potential disasters?
You forgot to follow up on a lead
An order got misplaced
An invoice is lost
You double booked a technician
You gave a different quote when a prospect came in to buy
A sales person is off, and no one knows details to help assist the prospect who just walked in the door
You missed a meeting
You sold more products to a customer who already has outstanding invoices
A staff takes too long to process a phone order and the prospect hangs up
You are unable to find the customer’s history while an irate customer waits
You spend too much time batch invoicing your customers, can’t get to other important work
So on and so on and so on…
What do the above and others like it have in common?
Systems, systems, systems! While it use to be a paper system, in today’s world it would be a software and web system. You would enter into the system important information about the marketing, sales, and operations of your business activities. The system would remind you that there was something that needed to be done. Many business activities could be automated to happen on its own. For example, if you wanted to send a prospect 5 different emails, 1 every other day (drip marketing), you could enter the prospect into the system, and the system would automatically send out the emails (auto-responder).
So let’s look at those same business disasters and see what a system would do.
You forgot to follow up on a lead – your system would list all outstanding leads until you follow up on them
An order got misplaced – your system has all orders sorted by date/number or by customer
An invoice is lost – your system has all invoices sorted by date/number or by customer
You double booked a technician – your system shows you who is working on what job by date and time
You gave a different quote when a prospect came in to buy – your system has the original quote that is easy to find when the prospect comes in to purchase
A sales person is off, and no one knows details to help assist the prospect who just walked in the door – your system has all the details of every contact with your prospects including quotes, proposals, notes, etc
You missed a meeting – your system has where you should be by date and time and reminds you ahead of time
You sold more products to a customer who already has outstanding invoices – your system warns you that the customer has an outstanding balance when you try to sell them more products
A staff takes too long to process a phone order and the prospect hangs up – within seconds your system can create a new order and start the process of filling that order for the customer
You are unable to find the customer’s history while an irate customer waits – within seconds your system has all the history of every contact and transaction with the customer so you know the full story
You spend too much time batch invoicing your customers, can’t get to other important work – with a click of a button your system creates and prints all invoices for customers who needs a re-accruing invoice (i.e. annual alarm monitoring invoice)
So on – There is a system in place for all aspects of the business from the time you are prospecting to get a sale, you create or provide product or service, and finally follow up after the sale. Nothing is left to chance.
There are many other day to day situations that businesses face that a system can prevent disasters from happening. And like insurance, systems are what you want to add before there is a problem.
Software Designed For the Way You Do Business