About System Hygiene

The challenge

  • Using paper-based systems & basic office software
  • High volume of manual processes
  • Expanding product portfolio
  • Over 5,000 customers
  • Need a fully scalable solution to support growth
  • Increased focus on online sales
  • A need to improve customer service by being more responsive

Joining forces with OGL Software

Moving on from paper-based systems

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 Manager told us, “They were right – we needed a robust and integrated solution behind our business and prof.ITplus fitted that brief.

Plans for future growth

System Hygiene began trading because they saw a gap in the market for everyday cleaning products that could be sourced locally and delivered quicker than national suppliers. “System Hygiene’s founders firmly believed that a local firm, with a local workforce would serve local interests far better than national suppliers.

We wanted to make a difference, and we wanted to be the difference.”

The company aimed to grow by contributing to the local economy; sourcing product lines close to their headquarters in Accrington, recruiting apprentices in the region and promoting frontline staff to management - all of their current senior managers began as apprentices over 30 years ago! “It’s our people who make our business special. We empower our staff to reach their full potential in the most imaginative and sustainable manner.”

With over 5,000 customers and future plans to continue to grow the company’s online presence, System Hygiene needed a solution that would stand the test of time. “OGL’s constant willingness to improve the system and listen to our requirements means the system continues to be as relevant and vital now as it was 12 years ago – and is, in fact, even better”.

System Hygiene came to OGL with a variety of challenges they were experiencing with their manual processes that they needed prof.ITplus to overcome; better managing their expanding product portfolio, expanding their sales opportunities by trading online, a system to allow for smarter marketing and improving their customer service by being more responsive.

"The various modules for accounts, sales, marketing & warehouse spoke to each other... [OGL Software] was more flexible than other systems & could genuinely adapt as we grew."

Marketing Manager

System Hygiene

Delivering first-class customer service

Realising the benefits of a CRM

To continue their promise of becoming part of their community and to serve local interests far better than national suppliers, they wanted to improve their customer service with a CRM that could better manage their customer relationships and that would help them to become more responsive to trend changes.

“We have over 5,000 customer records, more than our salesforce could possibly see in person over the year. We needed other dynamic ways of constantly keeping in touch. We knew we needed all of our diverse customer information from sales, accounts and marketing in one place… and with OGL we had our figures at our fingertips.”

A CRM system that centralises all customer information allows for full visibility of your existing customers and potential customers to better communicate and market.

Maximising customer spend with smarter marketing

“The CRM module has a built-in email function that allows us to segment and send e-shots to over 160,000 of our named contacts about safety news, product launches and promotions. This has been fundamental for maximising customer spend.”

The CRM has allowed System Hygiene to keep track of all communications from direct mail to email and phone to better understand their marketing efforts, respond to trends and nurture existing customers to maintain their goal of putting customers at the heart of everything they do.

"OGL’s constant willingness to improve the system and listen to our requirements means the system continues to be as relevant and vital now as it was 12 years ago – and is, in fact, even better"

Marketing Manager

System Hygiene

Improved product management

An easy-to-use stock control system

As their customer numbers were growing, so was the range and diversity of products they were demanding, and the handling of new products became overwhelming, but “OGL allowed us to be more responsive to customer’s needs, buy better and sell smarter, minimise overstock and free up warehouse space for stronger selling lines.”

The increase in administration workload for the growing products was difficult to manage. It became hard to keep track of the success of product ranges and to identify dead stock or if there was room for growth. “OGL provided a systematic way of growing our portfolio and managing our stock. With deep analytics, we now know how ranges or even individual products are performing, which markets have room for growth and at what lifecycle stage our portfolio was at.”

With growing product ranges comes an increase in purchasing, “prof.ITplus has had a tremendous impact on our purchasing. Our buyers have found prof.ITplus so easy to use that it’s definitely made their jobs easier. The system generates purchase orders automatically based on stock levels, customer orders and buying trends, all based on parameters and rules customised by the company. “With over 5,000 stock lines, the time the software has saved our purchasing team is very impressive. They’re now able to focus on other parts of the business.”

Increasing online sales

System Hygiene was also looking to bring their company into the 21st century with an eCommerce website that would allow them to trade 24/7.

“It all seemed like a huge headache at the time and very much out of our comfort zone, but OGL made that straightforward; we were impressed with not only how everything would integrate together, but the hand-holding and ongoing support from OGL staff that would take us from specifying to launching a fully-fledged eCommerce site.”

The results

Improved stock
Improved stock
control & management
Complete visibility
Complete visibility
of business performance
customer service
All departments
All departments
using one system
A Fully
A Fully
Integrated Website

System Hygiene reflects on their partnership with OGL

Meeting customer expectations

System Hygiene's Marketing Manager states "We put customers at the heart of everything we do and will move mountains to maintain our promise of ‘quality next day cleaning supplies’ – a promise that OGL has helped us keep for over a decade.”

A long-term solution you can rely on

OGL’s business software was built from the ground up by people with knowledge in the industry and experience of the sectors prof.ITplus is built for.

It’s still supported by those who created it and so System Hygiene knew, “that it’s development would be solid and ongoing and that gave us a lot of confidence in choosing the system.” System Hygiene chose prof.ITplus because, “it was more connected than other systems.

The various modules for accounts, sales, marketing and warehouse spoke to each other and were perfectly customisable to our needs. prof.ITplus was more flexible than other systems and could genuinely adapt as we grew.”

“We couldn’t wish to be supported by a more talented or able team. OGL support staff are knowledgeable, quick and friendly."

As System Hygiene strengthens its position as a customer-driven business and continues to innovate and expand into new marketplaces, it’s clear to see why they need a robust system they can rely on, one that will be as scalable as their ambitions.

“If we had to pick only one favourite feature of prof.ITplus, it’s that it actually works. OGL’s  prof.ITplus delivers what it promises; which is a welcome rarity in today’s business age.”

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