Kostiantyn
Systemizing our business increased efficiency by more than 50%. And, that’s a real number. We had the data. We tracked our progress. We saw the results. Systemizing your business does not just mean implementing technology, but choosing the right technology is a big part.
Here are the top 5 tech tools that will streamline your back office:
- CRM – Customer Relationship Management Tool. You need some form of a CRM system in your business. Whether this is built into your project management system, or a separate tool you use that integrates with your other systems, a CRM is critical for staying on top of your sales process, maintaining relationships with your customers, and keeping your sales team organized. Your CRM should manage customer information, tasks, projects, and deal flow. Choose a system that integrates with your other tools and one that automates as much of your sales process as possible. Some CRMs have marketing built in, which can reduce your need for more tools
- Project Management System – In the construction industry, it’s critical to have a project management system to track your projects. A good project management system should provide you with estimating, job-costing, and scheduling tools. Find one that has a dashboard that gives you a high-level overview of your business at any given time. Choose a system that is easy for your team to use. One of the biggest challenges of project management systems is proper use. If your team isn’t using it, because it’s difficult to manage, then you’re not only going to lose the benefits of having a project management system, but you’ll likely have a big mess on your hands. Make sure there is an app so that the team in the field can have easy access. Require all team members use it.
- Accounting System – Many project management or construction management systems have built-in accounting tools. However, most are not built for that and can cause you more pain than relief. If you’ve been trying to make your business work with the accounting tool that was an afterthought built into your project management tool, you may want to consider implementing a standalone accounting system that integrates with your project management and CRM tools instead. With today’s automation tools, even without native integrations you can connect systems in order to get the best workflows for your business, while also getting the most accurate and relevant financial data.
- Document Storage – While you may not think of this as a tech tool as much as a filing system, the way you store your electronic data is critical to your efficiency. Determine how and where you’re going to store electronic data so that your team can easily find what they need, when they need it. Determine which files get attached to CRM or project management records. Figure out how to consistently name your documents so that when you’re looking for a contract, you know how to find a contract. Create a folder structure that organizes your data and provides team members with an easy roadmap to know where to find things.
- Communication Suite – Email, chat, texting. Determine the primary communication system you’re going to use for your team. While you can use a combination of communication tools, be consistent in how you use each. Don’t send the weekly schedule out via email most weeks, but then switch it up to the chat channel in your project management system one week. Consistency is the key with communication. Set policies for retention and use.
With every system you implement in your business, the most important step you need to take is to make sure you set it up correctly. Invest the time up front to strategically think about how you will use each system. Be methodical in your setup. Create integrations that streamline your operations. If you don’t take the time to set your systems up correctly in the beginning, you will be dealing with a big mess down the road!
