How To Become A Data Driven Organization

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How To Become A Data Driven Organization

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John Easton, Director of Product Management & Strategic Relations at Maximizer and Craig Vivier from Vineyardsoft Corporation provide an overview of how to transform your business into a data......

John Easton, Director of Product Management & Strategic Relations at Maximizer and Craig Vivier from Vineyardsoft Corporation provide an overview of how to transform your business into a data driven organization.

A data-driven organization is one in which critical business data automatically drives the decisions and actions of your business. It is about giving voice to your data with the goal of moving away from wading through volumes of reports or making decisions on gut feel.

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  • 1. Becoming a Data-Driven Organization Maximizer Workflow Automation WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 2. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 3. Today’s Speakers John Easton Maximizer Software Director of Product Management & Strategic Relations Craig Vivier Vineyardsoft Corporation Business Development Director WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 4. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 5. Poll Question Where is the biggest RISK of not knowing in your business? WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 6. 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. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 7. “In God we trust; all others must bring data.” - W. Edwards Deming WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 8. Data-Driven: Definition “A data-driven organization is one in which critical business data automatically drives the decisions and actions of your business.” 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. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 9. 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. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 10. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 11. 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 . . . WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 12. Exception Management To achieve “exception management”, you need to . . . 1. 2. 3. Run exception reports Review the reports Take action based on the reports’ content Consider this: 1. 2. 3. Auto-monitor for exceptions Auto-deliver the reports to the appropriate recipients 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. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 13. Poll Question What are your BARRIERS to becoming more data driven? WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 14. What happens if an organization is not Data-Driven? WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 15. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 16. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 17. 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) WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 18. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 19. 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. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 20. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 21. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 22. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 23. Enterprise Wide Application WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 24. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 25. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 26. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 27. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 28. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 29. 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. Maximizer CRM ERP Enterprise-Wide WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 30. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 31. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 32. Charting and Graphs WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 33. Workflow Automation Version 8.0 Alert via Instant Message (Microsoft Windows Messenger, Yahoo! Messenger, Google Talk, ICQ) WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 34. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 35. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 36. WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 37. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 38. 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) WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 39. 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) WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 40. Becoming a Data-Driven Organization Product Demo WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 41. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 42. 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 WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 43. Becoming a Data-Driven Organization Questions? Call Maximizer: 1-800-804-6299 Email: Neal Cranna ncranna@maximizer.com WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.
  • 44. 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!” WWW.MAXIMIZER.COM © 2013 Maximizer Software Inc.