How To Become A Data Driven Organization

© 2013 Maximizer Software Inc. WWW.MAXIMIZER.COM

Becoming a Data-Driven Organization

Maximizer Workflow Automation


Today’s Agenda

1) Defining a Data-Driven Organization

2) Risk of not being Data-Driven

3) Identifying workflow automation opportunities

4) Short Workflow automation demo

5) Interactive Questions and Chat


Today’s Speakers

John Easton Maximizer Software

Director of Product Management

& Strategic Relations

Craig Vivier Vineyardsoft Corporation

Business Development Director


The Goal of

Maximizer & Workflow Automation

• During your daily business activities do you find yourself saying “If only we had known...”

• ...That a new sales opportunity went 3 days without

attention

• ...A strategic client started purchasing less

• ...Customer complaints were frequently unresolved

for over two days


Poll Question

Where is the

biggest RISK of

not knowing in

your business?


Introducing….

Craig Vivier Vineyardsoft Corporation

Business Development Director

25 years of experience in the software industry with an emphasis on enterprise solutions and operational management implementation.

He currently works with the Vineyardsoft Corporation, providers of KnowledgeSync Business Activity Monitoring solutions.


“In God we trust;

all others must bring data.”

- W. Edwards Deming


Data-Driven: Definition

Reversing the Flow

Currently . . .

Executives make a decision then find data to support it

Reliance on “gut feel”

Should Be . . .

Data tells you not only that a decision needs to be made, but also often tells

you what

that decision should be.

Managers should be responsible for tempering the decision based on what

the data shows.

“A data-driven organization is one in which critical business data automatically drives the decisions

and actions of your business.”


Data-Driven: The Voice

“Giving Data a Voice”

Too many managers spend too much time wading through voluminous

reports. That’s not “listening” . . . That’s “searching”.

Few – if any – of the folks “in the trenches” are even given access to

reporting, as that’s a potential black hole for time spent.

So . . .

. . . If you can identify what it is you want your data to tell you, then it’s possible

to empower the data to speak to you (and to the folks in the trenches) when

those business conditions exist.


Data-Driven: 8 Conditions

How to decide what you want your data to say?

1. Date-sensitive Conditions

create date, due date, or expiration date is today, tomorrow or past…

2. Approaching Thresholds

sales over ‘x’ dollars, pipeline more than ‘y’, rep nearing quota . . .

3. Things That Have Not Happened

customer who has not purchased, lead follow-up not made . . .

4. Exceptions to Normal Processing

too many overdue activities, pipeline too low


Data-Driven: 8 Conditions

5. Data Integrity

duplicate quote numbers, invalid phone #’s,

missing email addresses . . .

6. Trend Analysis

customer buying less than they used to,

less of an item sold this quarter . . .

7. Data Inconsistencies

project ‘x’ percent done, due in ‘y’ days, step #3 started,

step #2 unfinished . . .

8. Data Changes

opportunity status changed, assigned sales rep changed . . .


Exception Management

To achieve “exception management”, you need to . . .

1. Run exception reports

2. Review the reports

3. Take action based on the reports’ content

Consider this:

1. Auto-monitor for exceptions

2. Auto-deliver the reports to the appropriate recipients

3. Auto-execute the appropriate action(s)

(e.g., check to see if a repeat client has not purchased recently. If so, auto-send a client sales report to their sales rep, auto-send a “current offers” doc to the client, and auto-schedule a phone call to the client.


Poll Question

What are your

BARRIERS to

becoming more

data driven?


What happens if

an organization is

not Data-Driven?


Consider This…

Scenario: • A sales department has to follow-up with new leads within 24 hours

• A new lead for $10K comes in on Monday, but . . .

… the sales manager hasn’t had the time to review the daily

report

• On Thursday, the manager finally asks the assigned rep for a status

• And the rep admits they “haven’t had time” to contact the client and

when they do, they learn the client has gone elsewhere . . .

By not being data-driven, you . . .

• . . . will lose $10K in revenue from this client

• . . . will lose any possible repeat sales from this client


If They Are Data-Driven…

Here’s What Happens:

• . . . the rep & manager are auto-notified about the lead on Monday

• . . . The client receives an “auto-thank you” on Monday

• . . . the rep and manager are reminded after 24 hours if no contact

• . . . a follow-up activity is auto-scheduled for Tuesday

And this would have been done by:

WORKFLOW AUTOMATION by Maximizer


Data-Driven: Technology

Enabling Data to Use its Voice

Business Activity Monitoring

(BAM; also known as “Operational Business Intelligence”)

-- Automated Monitoring (to look for relevant business conditions)

-- Alerts / Notifications (to tell people about these conditions)

-- Reports & Forms (to include relevant content in the alert)

-- Workflow (to update your applications)


Workflow Automation

The Data Driven Organization: Intelligent Decisions to Empower Your Entire Company

Alerts

Reports

Workflow

Communicate More Efficiently

Do Less Manual Work

See Problems Before They Happen


Introducing….

John Easton Director of Product Management & Strategic Relations

He spends a great deal of his time speaking with and traveling to meet our customers across North American.

John is passionate about identifying how Maximizer can bring additional value to customers and ensuring this value is reflected in the direction we take our products.


CRM Business Conditions

Workflow Automation identifies conditions such as . . .

Opportunities that are overdue for closing or have

not been followed-up on

Client contracts that are due to expire

Customers who have not been contacted in over ‘x’

days

Missing or erroneous data

A client whose credit rating has changed


CRM Business Conditions

Opportunities with unapproved discounts

Sales reps who are “rolling over” their activities from

one day to the next

Leads that come in from your website or from an

Email campaign

New or updated sales literature

Time-sensitive pricing or promotions

Remote sales reps who have not synched in over ‘x’

hours


Enterprise Wide Application


Financial Conditions

Workflow Automation identifies any conditions such as . . .

Overdue receivables (re-send invoice or dunning notice)

Payables coming due

Terms discounts that are about to expire

AP invoices due to be paid (or overdue)

Receipts against purchase order lines

Orders with unapproved discounts

Changes to recurring invoices

Clients whose monthly sales dropped by at least ‘x’ percent (trend analysis)

Clients put on / taken off credit hold

Clients on credit hold who have open sales opportunities in Maximizer CRM


Service Management Conditions

Workflow Automation identifies any conditions such as . . . Overdue receivables (re-send invoice or dunning notice)

Payables coming due

Terms discounts that are about to expire

AP invoices due to be paid (or overdue)

Receipts against purchase order lines

Orders with unapproved discounts

Changes to recurring invoices

Clients whose monthly sales dropped by at least ‘x’ percent (trend analysis)

Clients put on / taken off credit hold

Clients on credit hold who have open sales opportunities in Maximizer CRM


Incoming Email Monitoring

Workflow Automation monitors and auto-processes incoming Email,

such as . . .

Email messages sent to generic account such as “finance” or “sales”

Order-related emails – such as questions about delivery dates

Emails that are from existing clients, partners or vendors – matching the

sender of the Email with the corresponding contact record in your

Accounting database

Emails that are from new clients – automatically creating the appropriate

account record in Maximizer CRM and/or your ERP database

Website requests for information, automatically sending back the requested

materials

Website form registrations, automatically updating your applications with the

details of who signed up for what

Web form content, automatically sending a receipt confirmation back to the

person who filled out the form, and notifying your staff about that visitor


Enterprise-Wide Analysis

Workflow can combine data from across an

organization and analyze it jointly, such as

calculating whether a new sales opportunity in

Maximizer would put a client over their credit limit

based on information within their ERP data.

Enterprise-Wide

Maximizer CRM

ERP


Charting and

Graphs


Workflow Automation Version 8.0

Alert via Instant Message

(Microsoft Windows Messenger,

Yahoo! Messenger,

Google Talk,

ICQ)


Form, Document &

Report Generation

WFA generates & delivers Forms, Documents and Reports either as scheduled, or based on business conditions, such as . . .

Delivering order confirmations or invoices for newly-created orders

Sending out monthly customer statements

Generating Picking tickets / Picking lists

Producing daily, weekly, or monthly reports, such as Forecast or A/R Aging reports

Auto-sending dunning notices for clients who are behind on their payments

Delivering work orders for mobile service technicians

Generating purchase orders for items nearing their re-order level

Reporting on service and support contracts about to expire

Sending out thank-you letters, surveys, birthday greetings, etc.

Enabling customer self-service reports


Triggered Data Updates

Workflow can auto-update your Maximizer system as well as other applications you may be using, such as . . .

Creating a scheduled follow-up call after an order is placed

Copying order details from Maximizer to an ERP system

Updating the status of an “approved” request

Re-assigning a lead or opportunity that has reached a certain stage

Updating a client’s history with the details of an overdue invoice

Exporting financial data to a spreadsheet, Access database or external file

Updating a client’s records with the details of a received Email message

Creating a new client record based on a Web inquiry or order

Auto-placing a client “On Hold” based on overdue receivables

Synchronizing data between multiple applications


More Than Reminders

Reminders

(leads, contracts, service requests)

Thresholds

(too little in pipeline, too many cases)

Exceptions

(unapproved discount, missing budgets)

Looking Ahead / Behind

(items for follow-up, last week’s calls)


More Than Reminders

Things Not Happening

(lead without follow-up, client not ordering)

Data Integrity

(Invalid phone #, quote missing price)

Trends

(Client sales have dropped 20%)

Data Changes

(Priority changed to ‘high’)

Inconsistencies

(project 20% done; 80% budget used)



Product Demo


Case Study: Toyo Ink

Multi-national manufacturer; ink for printing presses

• Problem:

• Staff had to go to too many sources to learn about sales

opportunities, customer orders, and clients on/off credit hold

• Staff used their IT Manager to run analyses

• No way to automate exception management

• Solution: Workflow Automation to “auto-push” data to staff

• Result: In six months, over 20,000 info-packed Emails to staff


Case Study: Toyo Ink

• Benefit:

• Better insight into what has been sold and what is in stock,

enabling them to better forecast future sales and inventory

• Staff is more savvy about accounts and prospects (e.g., past

due)

• ROI:

• Automated alerts saves over 100 work hours each month

• Improved receipt turn-around saves Toyo $10K – $12K a month



Questions?

Call Maximizer: 1-800-804-6299 Email: Neal Cranna [email protected]


Customer Testimonials

“Workflow Automation gave us a unique, competitive edge. Vineyardsoft is 100%

responsive to our business. I recommend them highly.”

“On average Workflow Automation saves us over 100 hours and $10K – $12K per

month.”

“Workflow Automation has, in our mind, fully made a profit if we recover one

customer who would otherwise have been lost to us.”

“Workflow Automation is the equivalent of two full-time employees.”

“Workflow Automation is our “invisible worker”. We were able to implement it easily

and get our ROI almost immediately.”

“Workflow Automation makes our job easier and it makes us look great!”

How To Become A Data Driven Organization

Technology

Transcript of How To Become A Data Driven Organization