The Efficiency/Profitability Equation

With the world turned over its head by the current health crisis, adapting to a “new normal” has become mandatory for people and businesses alike. Our everyday routines may have changed a lot, but keeping your business profitable with an efficiently run CRM has not.

Businesses have taken such a big hit from the current global situation that some of them are in danger of having to close shop. But don’t fret, even during these times, having sound business fundamentals can still have a positive effect and one of the best attributes to have in any given situation is efficiency. Aside from thinking up new ways to adapt to the times and having a positive outlook, configuring your CRM systems for maximum efficiency can be a great way to keep your business profitable. The crisis is real, yet, keeping your business profitable is still very possible.

CRM systems do more than just keep records of your clients. Here are some ways your CRM can help with your business efficiency:

  • Email, calls and other relevant customer engagement activities are tracked and can be configured to be routed to specific departments so that it can be quickly addressed.
  • Admin and business processes such as accounting, expense reporting are handled by your system, easily creating pipelines and reducing “double tasks”.
  • Get access to your database in real-time and make adjustments on the fly,  making timely “at-the-moment” reactions. Fine-tuning your next move enables you to take advantage of opportunities as they present themselves or may even help you avert a crisis.
  • Stay uniform across your email proposals and responses. Employees can access templates for letters, forms and contracts and not waste time trying to compose letters for each new client.

With so much information to be tracked and encoded, mistakes are a dime-a-dozen. The solution is to eliminate the risk generated by manual data entries. Why not give your CRM a needed boost? Let Hey DAN put the “turbo” into your business charge. As an early adopter of voice technology, Hey DAN was developed with a unique combination of machine learning AI and voice technology, forming a robust and efficient Voice-to-CRM solution that seamlessly integrates with your current system. This makes note-taking a thing of the past. With Hey DAN, you only have to dictate all the relevant data into your smartphone or internet enabled device and let the technology do the rest. With virtually error-free data input, you can rest easy about committing errors in data entry and boost your company efficiency.

Efficiency in business equates to profitability. Time equals money and efficiency means getting more focused on relevant tasks. Lesser expenses, more work accomplished vs. time spent, better communication between customer and agent – these are just some of the advantages and benefits of having an efficient business process. Having the right system in place keeps you one step ahead; an upgraded system gives you two.

Give your business that well-deserved efficiency boost today. Learn more about Voice-to-CRM, request for a demo today!

Sales Pipelines and Sales Funnels: What’s the Difference?

Sales pipelines and sales funnels, together with sales and marketing, is probably in the “Top 5 Most Interchangeable Terms Because They Kind of Mean the Same Thing”. It’s easy to see where the confusion stems from, as both describe the flow of a prospect in a sale. But what makes them different from each other?

What is a Sales Pipeline?

A sales pipeline is an established set of stages in your sales process that a prospect moves through in order to become a customer.

The Anatomy of a Sales Pipeline

Though it may vary from company to company, every sales pipeline should have these stages:

  1. Qualification Stage: this is the stage where sales people determine their prospects needs, capacity and intent to be a future customer;
  2. Meeting Stage: as it suggests, reps and prospects meet to discuss if a possible business relation can be beneficial to both parties;
  3. Proposal Stage:  a formal and detailed quote (product or service, cost and duration) is sent to the prospect;
  4. Closing Stage: at this point, prospect and rep make final negotiations, if any, and signatures are put on the dotted line. Congratulations on signing a customer!

What is a Sales Funnel?

As the name suggests, the sales funnel looks like – a funnel. Wide at the top and tapering as you go further through the stages, a sales funnel tracks the number and conversion rates of prospects going through the sales pipeline. It is shaped like a funnel because, as the prospects go through the stages, not all will decide to buy or become a customer in the end.

What’s the Difference?

The main difference between pipelines and funnels is in what they monitor. Pipelines mainly monitor the number of deals in each stage, at any given time. This is useful to sales people as they can see if they can hit their predetermined quotas. Funnels on the other hand track the conversion rates for each stage in the pipeline. As an analytic tool, it becomes useful as you determine weak points in the pipeline – as in, where your deals usually fall through – and make corresponding adjustments in the future.

Still confused? A trick to avoid confusing one over the other is to picture pipes and funnels –  pipes can be straight tubes that carry water from one point to another while funnels are wide at their mouths and get smaller towards the end. So with this in mind, sales pipelines carry the prospect from the beginning and towards the end become customers, while funnels start with a lot of prospects but gets “filtered” towards the end as they become customers.

Whether you are using pipelines, funnels or both in your CRM, keeping your data accurate is key to creating meaningful reports and accurate analysis. Hey DAN combines technology and AI into a Voice-to-CRM solution that greatly reduces data input errors which results in accurate databases, all the time. Experience the difference by firing up your funnels and pipelines today.

CRM: Going beyond sales

Staying on top is more difficult than getting there in the first place. The saying rings true for companies experiencing growth; because when you look beyond the sales and performance numbers, companies still have to content with a plethora of challenges to keep the machine running – financial decisions, logistics, technical issues, human resource – the list goes on. But for now, let’s focus on two issues: new acquisitions and employee turnover. Both are basically human resource issues so having a competent HR department would be the obvious go to answer for this, but what if I tell you that a well deployed CRM system could have a significant impact on employee turnover and new hires? Truth is, CRM systems are worth more to a company than being just a sales tool. Well-deployed systems can help ease-in new hires while also absorbing the hits taken by employees leaving the fold.

New Hires

As your company grows, so does your workforce. And as new hires go, the amount of time they can get up to speed and hit their stride is critical to keeping your business running on all cylinders. The faster they “get it”, the better for the company. It’s easy for a fresh hire to get confused and frustrated within a new working environment. There is just so much to absorb. Couple that with a brand new company culture to adjust to, and your new hire could be out the door in no time. Luckily, a well installed CRM system can help new hires adapt to their workplace.

  • Data
    Without a competent CRM system, vital information can be scattered everywhere – in a laptop, someone’s home desktop, an entry on a mobile phone or somewhere crazy like the bottom of a pizza box. CRMs do away with this by having all important data stored centrally, making access easy for new hires and grizzled veterans alike.
  • Speed
    With virtually all the pre-work on a client done, new hires are literally out the gate running. Vital information is readily available – so new reps spend less time tracking it down and have more time doing what they do best which is selling.

Turnover

Employees leave companies; this is the reality, and it doesn’t matter whether the company is new or established, employee turnover will always remain a dicey situation. Because beyond the loss of a team member and contributor, there are also issues regarding client trust and rapport. When an employee leaves, he takes with him valuable client information. This would be a big issue if your company didn’t have a CRM system in place. CRM systems store data in a central location and it stays there, even when the rep that put it there leaves. Managers can easily delegate a new rep to quickly re-establish the trust with the client – minimizing the chances that they leave for another provider.

Invest in your employees and grow your company; automate your CRM system with Hey DAN, a Voice-to-CRM solution that combines voice technology with AI, resulting in fast and efficient data entries to your system. For more information, visit www.heydan.ai

Maximizing Time – Improving Sales

People to people meetings, and coordination and most of all, SELLING – clearly eats up a lot of energy.

As the saying goes, you should always be 150% mentally and physically present when you meet with clients.

A simple hi – hello can really mean much to your target market and it is very important to be there in the moment when it actually happens. Conditioning the sale is an art in itself, you can’t be too slow, and you can’t surely rush it. Clients are sensitive and they feel every bit of intent in your body language if you look at them as just numbers you want to close. Most prospects do not like that.

So being there 150% in every meeting takes a toll in someone physically and most of all mentally. Most of the time you’d feel exhausted after a whole day of meeting/s – yeah there are clients that take a whole day to meet while they feel you out and see if they can establish trust and build a relationship.

What do you think you would be able to put in your CRM at the end of the day? Probably you’ll wait till tomorrow and just entering your data and trying to remember what happened in the meeting and be able to assess when the next follow up would be, or do you close the sale in the next meet. Most likely the data you would be able to put in will just be 80% complete if you really are good and lucky to remember everything.

Why not just record the meeting, or better yet do voice recordings (memos) for you to be able to get the most important parts of the meeting and have someone else enter it to your CRM? Listening to it on your own and putting in the details into your system will still eat up an hour or more perhaps. Personal Assistant – probably not cost-effective if this is the only thing they do for you.

This is where data entry service companies are available for you to tap into. More so there are companies that are just focused on CRM Data Entry. They understand the policies and complexities different CRMs have.

With such service providers, you are assured that

  • Security and Privacy – CHECKED!
  • Data Entry – ACCURATE.
  • Turnaround time – FAST!

Wake up and review your data the next day and plan the next course of action in closing the sale. You save time, and your energies are always refreshed making you a more effective Sales agent.

How CRM can help SMEs

Most if not all businesses start with an idea where it then builds processes to generate leads and eventually make a sale. In reality there is so much to that which we will be getting into.

Start it up

Each year, thousands of entrepreneurs start a business. A large number of these startups are home-based businesses that account for 69 percent. Data reveals that, of the businesses started in 2014, 80 percent made it to year 2; 70 percent reached year 3; 62 percent got to year 4; and more than half (52%) survived to year 5. Basing on the data, there is a 44 percent startup failure rate. But the good thing is, more than half make it through the fifth year.

Let it ride

Congratulations! You made through year 5. So, what now? This may be the right time to re-evaluate your customer relations. Do not get complacent, especially with your current client roster. Find ways to generate new leads and expand your business. If you have a growing business and have yet to deploy a CRM system, now is the perfect time to do so. Here is why.

CRM Benefits

SME’s should deploy some sort of CRM system if just for these reasons:

  • Improved Client Relationships. Your business is built on customers, and the more you know about them, the better for your business and the more important your clients feel.
  • Better Service. A synchronized client database means that every agent in your pool has access to all the pertinent information. Companies become more efficient in servicing their clients because of this.
  • Increased profitability. When utilized correctly, CRM systems increase productivity by improving sales cycles and processes. This will naturally result in increased revenue as sales people can make more sales with the shorter sales cycle.
  • Cost savings. Your agents can be more efficient in creating meeting schedules, as there is more information readily available to plot an efficient itinerary. Efficiency also results in more time for more sales related activities, thus lowering the cost per client sale or acquisition.

Being apprehensive of the cost implications is no longer an excuse to deploy a quality CRM solution. There are many decent, cost-efficient solutions that would fit your organization.

Hubspot offers a CRM solution that is 100% free – forever. Robust and full-featured, Hubspot enables you to instantly view of your entire sales funnel on a clean, visual dashboard. It also automatically logs your sales activity like emails, calls and social media interactions. Keep everything organized in a timeline that stores your emails, meeting notes and calls. It’s easy to deploy and it doesn’t cost a cent, so there is nothing to lose and virtually a ton to gain. And as your business grows, more and more options are available to you like data entry services and voice enabled solutions. Hubspot together with its partners can sure be swiss knife in your toolbox.

Starting a business is hard, but staying the course and seeing it through is harder. Having the right tools at your disposal will greatly increase your chances at making it to the next round and with a little imagination and a lot of hard work, who knows; your brand could become the next big thing.

Hey DAN in Action

It’s 4 AM. An electronic alarm goes off. Stan gets out of bed, puts on a pot of coffee and takes a quick shower. He scans his CRM system for the day’s itinerary, and it’s packed; it will take him across town through 5 different hospitals to meet with over a dozen doctors; one over lunch and another over coffee. He is also reminded to go over the details for the new product he is presenting to a new group – a chance to make a good first impression. A very important meeting is noted – one of the doctors in the itinerary is performing surgery – it’s all good because Stan can wait a bit, the schedule has been lined up so that there is ample time between meetings, dodged a bullet there. There is also a reminder to send over lunch to another group across town – just so he can take the meeting late in the afternoon before he retires for the day. Stan doesn’t have to worry about rushing back to the office to record his client meeting notes on the office computer though, he’s got a voice-to-CRM system that handles all of that for him – in real time.

A sales job is tough, pharma sales – tougher. It makes you wonder how a they cope with the constant pressure of mounting tasks on top of their sales quota. The selling part is hard, but before you can get to that part, there is the matter of setting up an initial meeting and making the follow-ups thereafter. Before the advent of mobile and voice technology, all of the client notes were recorded on a spreadsheet somewhere in office desktop computer. After a tough day running around town and catching up with clients, the rep had to return to the office and collate all of the notes written down on paper or a table napkin. Sometimes there are no notes at all, and everything has to be recalled from memory! Thankfully, our guy Stan gets a boost from Hey DAN, an advanced Voice to CRM solution that implements a unique combination of voice technology, AI and human intelligence. This makes the system fast and efficient, plus, it adapts to whatever CRM system your reps currently use. With Hey DAN, the sales representative can dictate all the information into his mobile device after each meeting – when everything is still fresh in his memory. Hey DAN then parses the information and enters the data into the CRM system with speed and accuracy. This way, the rep can easily plan his future itinerary around those small details incorporated into the system. Lunch meetings, sending over coffee or food before he drops by, the doctor’s schedule – all of this is vital for the sales rep. Pharmaceutical sales is a competitive arena and for the sales rep, anything that can give him an edge over other sales agents would be welcome.

It’s another day, and the alarm buzzes. Stan wakes up and has a smile on his face knowing that the day’s itinerary is going to be smooth – thanks to Hey DAN.

Social CRM – New way of mining data

Social media has become the Holy Grail for the modern business. Nearly every company, established or startup, has 3 billion reasons to hedge its marketing efforts on social media. Social media usage has been surging, and there seems to be no bucking this trend. Data tracked in the past 10 years shows that usage has grown steadily by an average of 300 million users per year. From 970 million users in 2010, the figure has ballooned to a staggering 2.97 billion in 2020.

Tying in your CRM with Social Media

Gaining market insight is easier now than any other time in history. Technological innovations in data mining and analysis coupled with the transparency provided by social media have brought about this “golden age” of marketing insight. It is no surprise, therefore, that businesses are moving towards this trend in leveraging marketing campaigns and product development; resulting in more efficient business processes. It is no different on the CRM front.

Having permeated society in general, traditional CRM systems have morphed into Social CRM – systems that integrate social media platforms into their systems; think of it as CRM on steroids. Whereas before, it mainly tracked customer names, phone numbers, emails and such, today’s turbocharged CRM systems incorporate potential customers’ social media data into the mix. Integrating social media into data mining thus create more value that would correlate data to gain more insights to closing a sale.

Gathering Intelligent Data

Hubspot has developed specific functionality for social media integration. Social media lead intelligence automatically links Twitter, LinkedIn and Facebook profiles to a company’s leads category. Data mining has never been more people centric than it is nowadays. Clicks, shares, schools attended, current jobs, previous jobs are just some of the information that can be greatly taken into account from social. This greatly benefits sales people, as they can learn about potential customers interests and challenges quickly, and without having to devote additional time into research. This definitely adds value to the data entered to your CRM.

They also included a feature that creates social media follow and share buttons on all marketing content. This helps in growing their audience, reach and leads. The last feature may sound trivial, but automatically adding a follow or share button, without IT intervention, greatly increases efficiency and was virtually unthinkable before. An automatically placed share or follow button is an added effort to increase presence – effortlessly.

Social media has become as ubiquitous as television, and is slowly becoming the go-to platform for advertisers and marketers alike. Having a solid CRM that leverages on this huge audience will prove to be a worthwhile investment. If you are still the exception to the rule, it’s high time to consider the tremendous benefits and jump over to the greener side of the fence.

Staying Productive

Making the Most out of the current situation

The Corona virus (COVID-19) caught the world by surprise and we all are now forced to cope with the present reality. Staying at home and avoiding social contact is what the experts say, is the best way to beating the pandemic. Companies have taken the cue and are doing everything they can to avoid a grinding halt. Many of them have shifted their operations to a work-from-home setup, because, from a business standpoint, there are still opportunities to pursue and services to render. With that being said, here are some ideas to staying productive amidst the spreading global health crisis.

Re-imagine the workflow

Because of the pandemic, we now face a new normal – and that is little to no social interaction. Because of this, working from home has become more of the norm than the exception, and for sales teams used to doing field work and meeting with clients, this can come as a shock. Thankfully, CRM systems are configurable to our current predicament. With a little tinkering, these systems can be automated to send out alerts to key persons when certain situations arise – a good example would be reminders for follow-ups. Another situation that these systems can help with is when an employee falls ill; work will be delegated to other team members until they can get back, so the workflow doesn’t skip a beat.

Spring cleaning

Another drawback from working at home is it generates downtime. Flip it to become an advantage by delegating clean-up runs. Let’s face it, not everyone will be busy during these times; identify key personnel and give them database clean up tasks. This way, when everything returns to normal, you will have a lean and clean CRM machine.

No place like home

Marketers know that during these times of social distancing, customers will be turning to the Internet more than ever. If it hasn’t been done it yet, now would be the perfect time to integrate the company CRM system with the website. Integration is fairly easy (any decent CRM system – SAP, Oracle, HubSpot CRM, or Microsoft Dynamics, will already have this feature built-in) and ensures that any customer data entered into the website gets saved into the database. This is then cascaded to the right people or be integrated into the workflow. Make sure valuable data does not fall between the cracks during the next weeks. This will be key in keeping businesses moving forward.

And while we’re at it, why not integrate CRM with your business calendars and email campaigns as well? Send out bulk emails to set customers in a consistent and timely fashion. Similar with website integration, it would also be a great to incorporate CRM solutions with business productivity tools. Before the pandemic, a transition like this would disrupt your team’s workflow, but since a good number of your team members would have free time on their hands anyway, getting them all on board with this initiative would be highly beneficial in the long-term.

What we can do now is very limited, but this should not deter us from being productive. Doing so ensures a quick bounce back, post crisis. With a little effort, we will all come out of this better and stronger than before.

Hey DAN Taking Action Amidst COVID-19 Pandemic

Mitigating a crisis requires instant and decisive action, yet unprecedented events, like the current COVID-19 situation, make it all the more challenging as you try and navigate your way through uncharted waters. Thankfully, Hey DAN saw the implications of what COVID-19 might mean for their operations and within a 24-hour period, was able to enact its Business Continuity Plan (BCP) and was fully operational;  ready to support all clients.

Helping you. Helping them.

Hunkering down and staying  home is the only way to fight the current pandemic and with this in mind, Hey DAN implemented a fully remote workforce with the approval of the customers they support. It has a trickle effect wherein the current setup keeps Hey DAN employees working, ensuring support and services to their clients are met. At the same time, client workload volume increased due to  their need to connect with their clients, knowing full well that  CRM and client data is more important than ever.

Our continued efforts keeps business moving and customer needs fulfilled thus averting an economic situation from overlapping the current health crisis.

Time to Shine

Hey DAN prides itself in its ability to collaborate with their clients and pivot to meet their ever changing needs. The value of this becomes more evident in times of crisis. Essential, yet taken-for-granted, CRM expertise is now more useful than ever.

Email communication, phone calls and virtual events are top on the priority list for our clients as these communication methods have become the preferred method to engage clients while face to face engagements are unable to occur.  Hey DAN ensured these vital client engagements were quickly memorialized in the CRM.

Getting the Job Done

With everything going on around us, Hey DAN is doing its part by utilizing technology in helping the community as well as making sure to support its employees in providing a full workforce to perform essential business processes to keep business going.

Data Mining and Privacy

We all have a Kramer* in our lives –  that nosy neighbor that asks the personal questions or conveniently drops in uninvited for the football game and leeches on the six-pack and pretzels. Most of us feel the same way about Kramer and data mining, in that we think that both are invasive to the point that they undermine our privacy. But unlike our uninvited house guest, data mining actually has ethics.

Getting Personal

The general notion about data mining is that, the consumer’s personal information is being unscrupulously collected and sold without their knowledge or consent. Some have even thrown out the idea that companies collect intimate data, like photos from customer’s social media accounts. This is very far from the truth. In reality, all your data is yours to keep.


The Boogeyman doesn’t need your vacation photos or cat videos. Customers are always given a choice of either accepting or opting out of data collection. This is usually in the form of a data privacy statement that you can either choose to accept or not. Always read this. Even though most companies are very clear on how they use your data, there are still those who lack ethical concern and may choose to use your information otherwise. These companies run the risk of backlash from consumers and the government just to gain a competitive edge from their rivals. Ethical companies on the other hand, only collect certain data points that would help them in product development and improve customer experience. So in the end, privacy still rests on the hand of the consumer. Read and understand these privacy agreements, and steer away from those that have vague policies regarding the privacy of your information.

Speak and you shall find

Voice technology coupled with data mining can reap massive benefits for businesses. It can capture more usable information more accurately, resulting in richer data sets that helps you better understand your customer’s needs. More defined customer behavior produces better targeted advertising, better products, reduces production cost and helps you build a more tailor-fit customer experience.

For Better or Worse

Privacy is a touchy subject and rightfully so. Big businesses must be more transparent regarding their data collection methods and usage. Governments must work in tandem with businesses in protecting the consumers right to privacy. On the flipside, consumers must be well-informed of the consequences of sharing their information with companies. In the end, good companies turn out a profit the right way, while shady ones will not care about your data as long as they gain even the slightest edge against their competitors. Would it be worth it to gain a small advantage but lose your credibility in the process?  Even Kramer can answer that question.

* Cosmo Kramer, usually referred to as simply “Kramer”, is a fictional character on the American television sitcom Seinfeld, played by Michael Richards. (https://en.wikipedia.org/wiki/Cosmo_Kramer)