CRM software

Reports and Formats for better data analysis

Posted on by Philip George

When top notch strategies, knowledge and personnel is poured in to a business, it ought to be hitting the target. But how are we to measure it?

Data analysis holds a pivotal role in progress of a business. Proper analysis is ensured only with meticulously formatted reports and charts. Any software, for example – a CRM software must be capable of giving a formatted output which will provide detailed insights on the performance of the team, of the product and of the strategy.

Some major factors which a report should comprise:

  1. Flexibility to customize
  2. Category wise, period wise data formatting
  3. Cumulative and differentiative sum display
  4. User access and control
  5. Automation

Let’s deep dive –

Flexibility to customize

Variation in businesses and it’s performance measurability is wide beyond limit. Even though 2 businesses are exactly the same, there will be atleast a couple of parameters which differ in terms of analysis of the performance.

To get an insight on Sales done, Profit / Loss, customers acquired, category of products / services, etc. , reports must be flexible enough to allow the user to customize it as needed. What should be the format of data to be seen, the content in it, grouping, naming, etc. every datafield should be custom configurable. If a CRM software is being used, it should be ensured that custom report generation caters to the requirement.

Category wise, period wise data formatting

A report doesn’t mean ling, unending lists of data in form of a single table flowing till the world’s end.

There must be proper categorization- based on :

  • Source of Sales
  • Executives in charge
  • Category of product / Service
  • Time Period

This will help get a clear, simplified picture of the data under analysis. Simple representation is the best to comprehend when it comes to reports.

Cumulative and differentiative sum display

What does ‘report analysis and data insight’ term ultimately aim towards? Monetary gains – isn’t it right?

It’s unwittingly obvious that a report must display cumulative sum of the financial flow. And not stop only at this, it should also be able to show the ratios, proportions, fractions and differences as and when applicable.

Numerous report types demand data display in terms of percentages, sums, fractions, etc. Easily reports must be generated with these conditions.

It’s always recommended to use a for the purpose, since data can be pulled from the system with Sales, invoices and payments ready at disposal.

User access and Control

Now, wouldn’t it be useful if reports to be seen by the management are isolated from the common pool of reports which can be seen by all the team members? After all, data viewing and analytics is not recommended and not useful to each and every cog in the machine.

Generation of Administration level reports should not be open to everyone and only the concerned authority must be able to access them.
There must be a proper classification as to whom the report should be available, who can create, edit and who can only view it.

Even report downloading should be leashed. In the interest of data protection, it’s not recommended to give download permissions to every member of the team to have an access to entire data.

Automation

Reports must be automatically triggered at the set time. Daily, weekly, fortnightly, monthly, etc.- all should be made available automatically once set.

Also, reports must land in the concerned authorities’ mail inbox regularly. Only then is it said to be a properly configured and ‘Automated’ system. This automation will eliminate all the errors of manual report generation and can work by itself.

When we give so much effort and importance to improve the business, same importance has to be given to report generation too. Gaining clarity in data and insight on future prospects becomes a much easier task when you use a CRM software for Sales and Process management purpose.

Quick 5-step guide for Immigration Consultants – Manage all Canada Immigration Programs from 1 platform

Posted on by Philip George

Maple CRM- specially designed leads and process management software for Immigration Consultants

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Canada- One of the top sought-after countries presently for Immigration. With it’s policies shoring up boost in citizenships, employment and investment, Canada is rapidly gaining place in the hearts of aspirants looking for a better quality of living.

Extending the purview of Immigration only for employment, Canada has policies articulated to welcome candidates from multiple strata of work, investment, entrepreneurship and humanitarian fields. In just over the last few years, Immigration in Canada has shot up to more than 25%* than the previous ones.

This in turn, paved ways for Immigration Consultants to facilitate the naturalization and re-location processes and columnize each process as per the applicants’ profile. But, main questions in the operations arise-

  • Heaping number of applicants- how to properly manage each as per the program opted?
  • With multitude of steps and variations in each program, how to keep a tab, update and record the progress of each applicant?
  • What if any step is missed?
  • What if any document is missed?
  • How to let the applicants stay updated without all the time reaching out to the visa filing officer?

Answer to all the above (and more) concerns- Maple CRM !

How to manage multiple programs from 1 single CRM platform? Here are simple 5 steps –

  1. Custom Configure Programs Make a list of the programs undertaken. Names of the programs must be same as that mentioned in the documents. This will ensure entire team understands it. These programs can be named as per the region, type of immigration program, province, country (since it is applicable to all the countries programs) and the nature of application- is it for Permanent Residency, Employment, Education, Investment or any other.

2. Define priorities and mandatory requirements Once the programs are defined, list out the steps (tasks) to be completed for each program, right from registration of the candidate up to their departure.

Prioritize the steps- define high priority steps, mandatory checks for the same- like document checklist, candidate CRS score, 67 point score, medical history, etc.

A CRM should also allow you to configure the serial order of the steps, parallel steps, mandatory and optional steps.

3. Tag concerned executives and define timelines After the steps and program types are defined, let’s get into the practical working- WHO will handle which task?

In a CRM, there should be a provision to tag the concerned executives for the assigned tasks. These tasks can be time-bound so as to record the start date and end date. Any delay in completion of the tasks can be escalated based on this time-limit.

A manager can have the escalations popping on their dashboard, thus notifying the delayed cases, reason for delay and can undertake necessary action on the same.

4. Automate notifications to executives and updates to clients Once the tasks are defined, automatic notifications must be triggered on completion of tasks. For eg.- If registration task is to be handled by processing officer Ria, and she completes it, a notification should pop up for Eshan-the officer handling Documentation automatically.

This way, no manual intervention is required and process goes on smoothly.

Clients can be kept updated on their own Visa application process with an online portal. They can view the status and pending steps right there. It helps to keep a transparency between the clients and the company. After all, this adds to a splendid customer experience and in turn, more customers!

5. Get a bird’s eye view of all the application cases, status and updates A manager MUST have a provision to keep a tab on every executive’s cases and updates.

An Immigration CRM software is futile if it doesn’t prove it’s worth in providing a global view to the managers and the admin.

Managers can view, get updates and even put up their own notes for a case where they feel right. These notes are intended to be read by the executives handling the case and refer accordingly.

A manager can have customized dashboard giving quick glance at the good going cases, upcoming cases and delayed cases. Custom reports too can be generated giving explicit details of the team’s progress.

CRM software dedicated for the specific purpose of Immigration Consultancy and handling multi-country programs is by and large the best solution towards and seamless process management. This quick guide can be used by Immigration Consultants to go ahead and choose the most suitable CRM software.

Always trust brands which give value to YOUR business. It’s not only about money, it’s about the value!

(*approximate value, not true to the number)

Get in touch with Maple CRM expert today and make way for great boost in productivity of your team.

www.maplecrm.com

info@maplecrm.com

https://www.facebook.com/MapleCRM

Documents management and generation with CRM software

Posted on by Philip George

Maple CRM- Specialized software for Immigration Consultants to manage Sale and Operations.

With the humongous amount of candidates applying for Immigration and re-location services worldwide, the need for maintaining documents is spiralling up. It poses to be a critical parameter to gauge the authenticity and reliability of an Immigratioin Consultancy business.

Immigration Consultants can be assured of the best solution for Document management, security and storage with a software which is designed for the specific purpose.

Maple CRM – software specialized for Immigration consultants for management of Client data, documents, history and Visa Application details.

How does a CRM software facilitate Document management?

Secured Storage

  • Uploading documents of the clients and storing under their file name
  • Easy searching and quick display of uploaded documents
  • Record of who uploaded the document, time stamp and size details
  • Access control to ensure unauthorized access to documents

Document Generation

  • Documents can be generated, formatted and themed as per company norms.
  • As per requirements, various templates can be configured and used as ready made references while creating documents.
  • Templates can be further made accurate with macros enabled fields, like Client’s name, Email ID, Contact number, Service opted, etc.
  • These macros can be picked up automatically by the document generator and placed in the specified fields in the document.
  • Access control for document generation and editing can be defined and ensured authorized access only.
  • Custom documents, agreements, contracts, etc. can be generated withing just a few seconds with a document generator.

Check how Maple CRM enables quick and flawless document generation. Schedule for an online Demo as per your convenient time!

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Document checklist

  • A checklist of all the documents as per the requirement can be configured and kept as a reference in handy every time an executive uploads the client docs.
  • Documents mandatory for the service can be marked in the software so as to eliminate any possibility of a miss.
  • If in case any documents are missing, the system pops up error/warning messages, notifying the executive.
  • Updates of the documents can be accessed by the concerned authorities, who can check and authenticate.

Document archiving and retrieval

  • It’s of utmost importance that the documents are secured, stored and archived as required even though the client is no longer associated with the company.
  • Archiving of of non-active documents can be done in a CRM software.
  • Secured and controlled access to storage ensures protection of documents, no matter how long they’re stored in the software.
  • Quick search of documents based on keywords, users, client names and types can be used for retrieval.

A CRM software proves to be of great assistance for any business, especially for Immigration consultants, where the upheaval of documents is frequent and in big quantities.

Documents of are critical importance, need stringent privacy checks and security. Gone are the days when documents were stored in files and locked in mounting storages with interconnected locks. In this supersonic speedy world, there’s no doubt that right from creating a document to archiving them- all should be gone through a proper workflow, marked with details authenticating the entries, securely stored and access controlled all the time.

Buyer’s guide – how to choose the best software for your business

Posted on by Philip George

How a single right (or wrong) choice can affect your entire business structure

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Choosing a software for your business is lot like choosing a car for your commute.

You need to look at all the factors- Very first – usability. Then comes budget. You also need to consider the features and specifications- do they match to your requirement? Or is there any thing less or more? How will it suit you in the long run? How much will be the annual maintenance cost? Lastly- the looks! (Yeah, for some, this can be the first factor. But what if looks come at the cost of features and usability? )

All of these factors help you decide the best car for you and you’ll be happy with your choice only if all of these criteria are met.

With a software, the choice has to be much more careful. There cannot be any toying around or hasty decisions especially when the software will be imbibed in your everyday workflow. It’s going to be a part of your every day work life, your heavy dependency will be on the software. That’s why, it’s of utmost importance to make a well-thought decision.


Following prime factors MUST be considered before going for any business software:

  • Software Provider – Competency and Customer Support

The company / organization who’s promising you the deliverance of your required software must be tested for their own competency. Is the company expert in the field? Do they have a strong customer support team for after- sales service?
Customer support is another major factor to consider, since sale happens only once, customer support is needed for lifetime!

So be very, very careful of choosing the provider. For example, if you’re purchasing a CRM software for your business, check the history of the provider. Check their support policies, ask questions till you are convinced that they are capable enough to give you a solid solution.

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  • Usability of the software

Now that you’ve zeroed down to a provider, ensure that the software which is being suggested by them suits your requirements COMPLETELY. The software should be easy to use, least complications and major tasks must be most easily accessible.

Features of the software must be thoroughly studied to check their function and relevance to your requirements.

Some websites which give a good review of softwares:

  1. Google (Obvious, right?)
  2. Software Suggest
  3. Techjockey
  4. G2
  • Flexibility and Customization

The software should be flexible enough to fit in your criteria, not that you need to bend and shift your workflow to fit in the software. Maximum customizability and minimum adjustment- that’s what makes the software the best choice.

  • Budget

Of course, this is THE deciding factor. But be very careful- Cheapest are not always the best.

Budget has to be considered as one of the deciding factors in a software- not the only deciding factor. What if the software costs less at the beginning, but creates huge dents in your daily operations- which results in multiple times wreckage in the business?

There are plenty of softwares which are at rock bottom price (some are even FREE. Think – why would any company give anything for free?). But decisions must be taken with a holistic approach, not a one-sided consideration.

  • Your team’s capability to adapt

This too is a good criterion to consider. How well does your team adapt to the software? It gives you the report card of the software in the form of it’s user-friendliness, adaptability and simple user interface.

The real capability of a software is in what lies underneath. Just like a Lotus flower- beautiful and simple on top, expansively complicated under the water. A software should be most simple for the user’s eyes, but highly technical, interconnected and feature packed to address the main concerns.

  • Data Security (that’s where an established software provider ranks higher)

Data security and privacy – these are the most commonly used, yet underrated words in today’s world. While it may not cause any concern for any bought out items, it’s of utmost importance when it comes to a business software. Data entered into a software is the property of the company which buys the software. So should be maintained with high security, ZERO breach and user authentications.

There are plenty of companies which say that they commit to data privacy and security. Wise choice would be to deep dive into the technicalities of it, have a word with the concerned technical person and be 100% sure that your data will be safe.

  • Reviews and Customer references

This is the good old method. Humans tend to believe what others, of their same requirements, have to say about a specific provider.

Go ahead. There’s nothing wrong in it! Get the reviews checked online, call upon customer references and shoot your concerns. Once convinced, only then make the right choice!

Hope this helps gain a good understanding of considerations in choosing the right software. Great choices lead to great results! Be wise!

Maple CRM is the best choice among CRM software providers. With 12+ years of Industry experience and global spread of customers, Maple CRM has been ascending towards becoming the top rated CRM provider with great features, great pricing and unparalleled Customer Support.

Get in touch with Maple CRM expert today and get your Sales and Process management sorted!