By ProServeIT on May 17, 2018

Why You Should Use Dynamics CRM in Your Organization?


Is it time to implement a Dynamics CRM system in your organization?

Alisa, the hard-working sales representative that you hired last year, has a busy day ahead of her today. She’s following up with several opportunities, including a huge deal that, if she wins it, could net your company a quarter million dollars in profit.

Alisa opens her Outlook and, after sending a bunch of routine follow up emails to her lower-priority clients, she begins to prepare for this big client-facing meeting that’s happening tomorrow. It’s important this presentation looks great.

The only problem is, she can’t remember all the points that the client asked about. So, Alisa spends 30 minutes searching through her emails to piece together all of the various information that has been passed back and forth recently. Then, she checks her call notes in OneNote, to make sure she hasn’t missed anything. Confident, she spends two hours putting together a PowerPoint presentation.

A part of the negotiations tomorrow will be to present a potential budget to the client. So, Alisa takes a break from her PowerPoint and walks over to Mike, her colleague, to ask for his help in putting an Excel spreadsheet together.

On her way back to her desk, she stops in the breakroom to grab her lunch and chit-chats with another colleague, Sue. Turns out, Sue put together a very similar deal for a client last year and won it, so Alisa begins to pick her brain for a few wining tips.

Sue tells Alisa that she put together a presentation that her client really liked, and asks Alisa if she’d like to use it as a template for her own presentation for her client the next day. Alisa asks Sue to email the presentation, deciding to look through it and see if there’s extra information she can use. After Sue agrees, Alisa returns to her desk.

Turns out, Sue’s presentation is not only almost exactly the information that Alisa spent two hours putting together, but the branding on Sue’s PowerPoint presentation is the one that has been approved by the marketing team.

Alisa hadn’t followed your company’s branding guideline when she put together her presentation earlier. Now, Alisa must spend the afternoon completely redoing her PowerPoint presentation, using the one that Sue created as a template.

This takes two more hours, leaving only a limited time left for her to catch up with her important clients and let them know that she’ll be out of the office the next day because of meetings.

Alisa leaves work at 5:00pm, per normal, but when she gets home from work, she realizes that, since she was so hung up on completing the revised presentation, she forgot to follow up with Mike for the potential budget, and she didn’t have time to ask the marketing team for the necessary one-pagers for the client meeting the next day.

She’ll have to do it tomorrow before the meeting, and she knows they don’t like last-minute requests. She opens her email on her mobile phone and sends herself an email for the morning.


Dynamics CRM – Streamline Processes and Cut Down on Duplication

Does the scenario we’ve described above sound familiar to you? You’re not alone. We’ve had many customers come to us hoping to improve their processes and ways of doing business.

In their stories, and in the one we’ve outline above, we see several places where a Customer Relationship Management system, like Dynamics CRM, would have cut down on the duplication of work, increased productivity, reminded them of important things to do, and more.

A Dynamics CRM allows you to:

  • Have all the relevant information about a client in Dynamics CRM:

Alisa had to search through her emails and OneNote to compile a list of requests from her client. With Dynamics CRM, your team member can save every piece of information on the client, whether it’s from previous client meetings, conference calls, or email communications, in one platform.

  • Collaborate with team members in Dynamics CRM:

Remember how Alisa spent a great deal of time on the presentation in our example? Yet Sue’s version was not only similar in content to the presentation she needed to create, but also used the approved branding? Dynamics CRM functions as a platform for your team members to share what needs to be shared, helping them save time and resources.

Right from within Dynamics CRM, you can use Office 365 Groups to leave messages for team members, asking them for information, reports, relevant documents, etc. No need to email your colleagues, plus, this keeps all of the notes and requests within the opportunity, so you can easily reference what’s been asked for.

  • Access necessary documents and templates in Dynamics CRM:

If they were using Dynamics CRM within their organization, Alisa would never have had to worry about following up with Mike regarding the budget documents, and she could have avoided the last-minute request to the marketing team.

Using Office 365 Groups that she accessed from the Dynamics CRM platform, Alisa could have made her requests for documents and templates. Then, her team members could have left the appropriate documents for her, which would have let her access them when she needed them.


Why Leverage Dynamics CRM In Your Organization?

Aside from the great features that we’ve touched on in the sections above, there are a few other key reasons why you should leverage a Dynamics CRM system within your organization:

  • Dynamics CRM helps you manage operational needs:

Dynamics CRM can help you manage your operational needs. For instance, if you know you’ve got a large forecast of deals coming down the pipe, you’re better able to manage the other end of your business (such as your operations team or service delivery team) and deliver whatever it is you sell or do.

  • Dynamics CRM helps make better business decisions:

With Dynamics CRM, you can make better business decisions using the data that the system creates.

  • Dynamics CRM helps automate processes:

Dynamics CRM helps you automate a lot of your manual processes (like the scenario above shows) and increase the productivity of your team.

  • Dynamics CRM helps institutionalize your knowledge around your sales process:

One of the biggest reasons of why your organization should leverage a Dynamics CRM in your organization is that with Dynamics CRM, you have an opportunity in front of you to institutionalize your knowledge around your sales process.

This helps you create a unique way for your organization to go to market, a great way to describe the customer experience from your organization’s perspective, and your way of driving consistency in your sales team.

  • Dynamics CRM helps improve the customer experience:

A well-adopted Dynamics CRM system can help your team improve the customer experience, so that your customer becomes aware of how you do things, what they can expect from you, what the steps of the process will look like.

Overall, your goal is to make sure that you’re providing your customer with that warm experience throughout the entire buying journey.


Don’t Let Your Organization Stall - Start with a Dynamics CRM Jumpstart Today

Every piece of technology requires an enablement perspective. Something that makes sure that the fundamental components of the technology are set up correctly.

For ProServeIT, that’s our Dynamics CRM Jumpstart offer; a full Dynamics 365 CRM deployment for up to 25 of your users, which includes the customized dashboards, forms, fields, and workflows discussed in this blog. Interested? Talk to ProServeIT today and get started on your Dynamics CRM journey!


Published by ProServeIT May 17, 2018