5 benefits of keeping digital records
Posted on: 31 May 2019
By: Amy Bruce, Software Specialist
5 benefits of keeping digital records
A full digital transformation must start with digitising information and if you find a lot of your business processes are completed manually and handwritten on paper – for example sales reps out on the road have to write their orders down on site before calling back to the office to key in the order or financial invoices are printed and filed for reference – you’ll see an immediate improvement in your efficiencies and ability to take control of your business.
5 benefits of digital records:
Accurate and up-to-date
The most obvious and potentially key benefit of digital records is the ability to easily up date, edit and have better visibility of document version control when information is stored digitally. Especially if your records are automated within a software solution, data can be more reliable and accurate, removing human error and ensuring you’re always confident that your financial, employee and customer data is correct.
Accessible from anywhere
If your documents and business data are stored digitally, in a central CRM and software system, the information can be accessed by all team members who need it removing the challenge of an employee only having access to customer information for example. Plus, key business information can be accessed away from the office allowing staff to have more flexible working hours and field reps to access key customer information on the road.
If your documents can be accessed by multiple departments it promotes team collaboration and allows members to work together on projects even if they’re not geographically located in the same space. You can add comments to online documents that allow for a swift and efficient way of creating material. This is especially key in creative areas of the business but also for departments who cross-sell different products to the same customer.
Remove physical filling and archiving
Long gone are the ugly, dusty filing cabinets that create a cluttered working environment and tie down staff to an office space. Not only is this visually pleasing but also removes the hours spent filing and archiving documents. Plus, you can keep endless history on your company without using up vital office space.
Improve customer service
The ability to keep endless historical data improves the quality of your customer service. Whether your customer has a support query, wants to reorder something they bought in 2001 or need to see who their invoices used to be emailed to, you can easily answer your customer queries with complete visibility of customer history.
Effectively manage existing customers and prospects Impress your customers with personal service Contact details, enquiries, transactions and notes all in one place Incoming and outgoing emails auto-linked to CRM record Run targeted / segmented marketing campaigns through the CRM Manage prospecting and telesales activity effectively Sch...Find out more >
prof.ITplus helps System Hygiene to Buy Better and Sell Smarter Before prof.ITplus , System Hygiene managed their business processes using paper-based systems and basic office software. Running so many manual processes was proving a headache until they spoke with a fellow prof.ITplus user who recommended OGL’s software. System Hygiene’s Marketing Mana...Find out more >
Investing in a CRM should allow your business to improve on its customer service, marketing efforts and sales opportunities. However, simply implementing the software won’t revolutionise your business. It’s important that the CRM users know how to fully utilise the software and that the business is making the most of its automated processes to boost product...Find out more >