how to become a data driven organization

1. Becoming a Data-Driven Organization Maximizer Workflow AutomationWWW.MAXIMIZER.COM 2013 Maximizer Software Inc.

2. Todays Agenda 1) Defining a Data-Driven Organization 2) Risk of not being Data-Driven3) Identifying workflow automation opportunities 4) Short Workflow automation demo 5) Interactive Questions and Chat WWW.MAXIMIZER.COM 2013 Maximizer Software Inc. 3. Todays Speakers John Easton Maximizer Software Director of Product Management & Strategic RelationsCraig Vivier Vineyardsoft Corporation Business Development DirectorWWW.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 daysWWW.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 DemingWWW.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. Thats not listening . . . Thats searching. Few if any of the folks in the trenches are even given access to reporting, as thats a potential black hole for time spent. So . . . . . . If you can identify what it is you want your data to tell you, then its 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 lowWWW.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 contentConsider 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 hasnt 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 havent 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 Heres 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 TuesdayAnd 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 CompanyAlerts 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 ApplicationWWW.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 dueTerms discounts that are about to expireAP invoices due to be paid (or overdue)Receipts against purchase order linesOrders with unapproved discountsChanges to recurring invoicesClients whose monthly sales dropped by at least x percent (trend analysis)Clients put on / taken off credit holdClients on credit hold who have open sales opportunities in Maximizer CRMWWW.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 CRMWWW.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 CRMERPEnterprise-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 GraphsWWW.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 clients history with the details of an overdue invoice Exporting financial data to a spreadsheet, Access database or external file Updating a clients 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 weeks 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 OrganizationProduct DemoWWW.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 staffWWW.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 monthWWW.MAXIMIZER.COM 2013 Maximizer Software Inc. 43. Becoming a Data-Driven OrganizationQuestions? Call Maximizer: 1-800-804-6299 Email: Neal Cranna [email protected] 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.