Do you still print out documents so that you can annotate them with a pencil?

And uploading documents to a file folder and printing them out?

You can go more digital and cut costs in the office with the aid of CRM software.

Even though we use social media and run online advertisements for our company, we still have a significant paper waste problem that costs us time and money. In Europe, 58 per cent of companies still save paper records on-site rather than opting for a digital system, and 2 per cent of businesses have no system in place for archiving client communications at all.

When we spend time and resources managing paper, how can we expect to build a devoted following of clients?

You can: use digital record management:

improved business processes due to quicker information access and retrieval.

decision-making that is better informed because of quicker access to the appropriate data.

Better service delivery because it’s easier to find the right information.

less time was spent looking for information by the staff.

Reduced expenses associated with compliance and improved capacity for providing accurate, rapid, and transparent responses

Cost savings from fewer paper records being produced, stored, retrieved, and handled.

Every effort begins with one person, so I want to give you 8 recommendations on how to set up your workday and get your company on the path to digital management.

I prefer having a tidy workplace and a planned day. Over the years, I’ve discovered that doing this greatly increases my effectiveness. Additionally, I am less demanding on my coworkers, which lowers stress. Years ago, I believed my notebook-based method to be fairly effective. I joined SuperOffice in 2008, and that “rocked my world” for all time.

This is due to the CRM software and how it facilitates my daily planning and management.

  1. Make a plan for your duties and activities.

It is hard to accomplish “everything” at once when you have a full schedule. Plot the many duties over a period of time in your diary while you are sitting there. Set strict priorities and leave some space open for last-minute or unforeseen chores.

An example from SuperOffice CRM’s diary is provided below.

  1. Document everything

A diary is only a useful tool as your database if you utilise it wisely and maintain it current. Schedule everything, including the management meeting and placing an order for flowers for a coworker’s birthday. This not only benefits you but also provides a summary of your day or week to your coworkers and the front desk. Just keep in mind to only make your own private reservations visible;-)

  1. Do not click the print button.

What needs to be printed in reality? Of course, your role may play a role in this. But most of us don’t require a lot of documentation. My emails, activities, and documents are preserved in SuperOffice projects.

  1. Distribute online

To share documents and emails, use a CRM system or/and an outside project room. Then, all of your data will be kept in a single, verifiable location. Additionally, you save time by not having to send an email to your project group, for example, and by avoiding the danger that your “essential” message would get lost in a sea of unimportant ones. Ask your graphic vendors or agencies to do the same via FTP or WeTransfer if you, like me, collaborate with them.

  1. Make use of digital templates

Many businesses spend a lot of effort creating unique templates for invitations, advertisements, and sales offers. You will save time and money if you make an electronic library available to the organisation. By eliminating the need to spend time “creating” new templates, each employee can concentrate on their original assignment. Another advantage is that you can guarantee a consistent profile and that the language follows business guidelines, which is crucial, for instance, when it comes to sales offers. You can see an illustration of a SuperOffice CRM template library below:

  1. Reporting

Are you weary of spending countless hours creating that Excel spreadsheet with the most recent sales data? Today, we are all required to give our all and present the top management with results. Data from many sources, such as sales by month or quarter or open rate on e-mail marketing mailings, must be extracted in order to do that. With a CRM system, you would, for instance, have a single system for all of your sales and be able to quickly remove conventional reports or add an analytics module to obtain dashboards.

Either way, emarketing reporting

  1. Contact details

Have you ever browsed a corporate website to find a contact person or utilised a search engine to obtain the company’s contact details? When a company lacks a business directory or contact database, it takes time for each employee to quickly obtain the right information. Alternatively, perhaps you believe that all of your crucial contacts are stored on your mobile device. You will all gain from centralising all business and personal data in one system.

In a CRM system, you can search for anything, so if you only have, say, an email address list, you can still search for that. Or you can search for an email from the contact if you require one. in one location.


  1. Mailing list

Are you purchasing lists from outside vendors such as “we have 100 companies on our list ready to buy xxx goods” as part of your prospecting efforts?

I advise you to start creating your own prospect list, as these leads will ultimately be more affordable and highly qualified. Under GDPR, this has also had an impact on marketing.

Add a “sign-up” and call-to-action to your website, gather email addresses at a conference, or get subscribers through your blog or social media platforms.

Of course, you should also enter these contacts into your CRM database so you can subsequently choose which recipients to add to mailing lists for direct mail campaigns.



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