Prodigm - BlogProdigm - Bloghttps://www.prodigm.ca/blogsThu, 21 May 2026 17:36:52 -0700http://zoho.com/sites/<![CDATA[How to Build a Scalable IT System Without Breaking Your Budget]]>https://www.prodigm.ca/blogs/post/how-to-build-a-scalable-it-system-without-breaking-your-budgetFor many small and mid-sized businesses (SMEs), technology growth can feel like a balancing act - needing modern systems to stay competitive, without overextending budgets or drowning in complexity.]]>

For many small and mid-sized businesses (SMEs), technology growth can feel like a balancing act - needing modern systems to stay competitive, without overextending budgets or drowning in complexity.

The truth is, scalability doesn’t have to mean overspending. With a thoughtful system design approach, SMEs can build IT foundations that grow with them, not against them.

1. Start with Strategy, Not Software

It’s tempting to jump straight into tools — but scalability begins with clarity.

Before choosing systems, identify the business goals your technology needs to support:

  • Are you preparing to scale operations, sales, or service delivery?
  • Do you need better reporting and compliance visibility?
  • Are manual tasks or disconnected systems slowing you down?

Documenting these drivers helps ensure your IT roadmap aligns with your business model, so every investment directly supports growth.

2. Design for Modularity

One of the most cost-effective ways to scale is to build modularly. Instead of buying an all-at-once solution, design your system in layers that can expand over time.

For example:

  • Start with core business management (CRM, accounting, and communication tools).
  • Add automation and analytics once data volume and complexity increase.
  • Integrate AI or advanced workflows only when you have the foundation to support them.

Platforms like Zoho One make this approach easier by offering a suite of connected apps that can be activated as your needs evolve — letting you pay for what you actually use.

3. Automate for Efficiency, Not Excess

Automation can be a budget-saver — or a money pit — depending on how it’s implemented. Instead of automating everything, focus first on high-frequency, low-value tasks such as:

  • Lead capture and assignment
  • Invoice creation and reconciliation
  • Document approvals and notifications

These quick wins free up team time and create measurable ROI that can fund further system expansion. Tools like Zoho Flow, CRM automation, or Orchestly/Qntrl can deliver significant growth.
Get Started Now
]]>Thu, 30 Apr 2026 20:00:10 -0400<![CDATA[The Top 5 Digital Transformation Pitfalls—and How Canadian SMEs Can Avoid Them  ]]>https://www.prodigm.ca/blogs/post/the-top-5-digital-transformation-pitfalls—and-how-canadian-smes-can-avoid-themThe Top 5 Digital Transformation Pitfalls—and How Canadian SMEs Can Avoid Them Digital transformation isn’t just for big corporations anymore. Across C ]]>

The Top 5 Digital Transformation Pitfalls—and How Canadian SMEs Can Avoid Them

Digital transformation isn’t just for big corporations anymore. Across Canada, small and medium-sized enterprises (SMEs) are adopting digital tools to modernize operations, improve security, and stay competitive. But for many, the journey toward modernization can feel overwhelming—and without the right plan, even well-intentioned initiatives can stall or fail altogether.

Here are the top five pitfalls that derail digital transformation efforts—and how your business can avoid them.

1. Jumping into Technology Without Strategy

The pitfall:

Many SMEs start by buying software or implementing tools before defining what problems they’re solving. This “technology-first” approach often leads to underused platforms, fragmented systems, and wasted budgets.

How to avoid it:

Start with system design, not software selection. Map your processes, identify bottlenecks, and set clear business outcomes first. Once you know what success looks like, you can choose technology that fits your needs—not the other way around.

2. Ignoring Change Management

The pitfall:

Digital transformation isn’t just about tools—it’s about people. When staff aren’t involved early, or when training is overlooked, adoption stalls and frustration grows.

How to avoid it:

Communicate early, involve your team in decision-making, and provide hands-on training. Appoint a “digital champion” inside your company to lead adoption and keep feedback flowing.

3. Underestimating Data and Security Needs

The pitfall:

As systems become more connected, data management and security often become afterthoughts. SMEs sometimes store sensitive information without proper access controls, backups, or compliance checks.

How to avoid it:

Prioritize data governance and cybersecurity from day one. Build compliance and reporting into your system design. Many Canadian funding programs (like DMAP in Ontario or the Digital Manitoba Initiative) now emphasize data protection as a key part of modernization planning.

4. Failing to Plan for Scalability

The pitfall:

Choosing software that works “for now” can create serious limits later. When business grows or new integrations are needed, these systems can’t scale—and you end up rebuilding from scratch.

How to avoid it:

Design with growth in mind. Select tools that integrate easily and offer flexibility for future automation, analytics, and expansion. Modular, cloud-based systems—like those in the Zoho suite—can scale with your needs over time.

5. Overlooking Available Funding and Expertise

The pitfall:

Many SMEs try to modernize on limited budgets, unaware that government programs and expert partners exist to reduce costs and de-risk the process.

How to avoid it:

Explore funding options like:



Working with accredited digital advisors or system-design experts can also help align your funding strategy with your technology roadmap.

Final Thoughts

Digital transformation doesn’t fail because technology doesn’t work—it fails because it’s not designed around business reality. The most successful Canadian SMEs approach modernization as a strategic process: grounded in design, supported by people, and guided by measurable outcomes.

When strategy leads and technology follows, transformation becomes more than an upgrade—it becomes a growth engine.

Get Started Now
]]>Thu, 30 Apr 2026 19:45:39 -0400<![CDATA[From Chaos to Clarity: Why Every SME Needs a System Design Before Implementation  ]]>https://www.prodigm.ca/blogs/post/from-chaos-to-clarity-why-every-sme-needs-a-system-design-before-implementation
man looking at a computer

In the fast-paced world of small and medium-sized enterprises (SMEs), the pressure to adopt new technologies, streamline processes, and scale quickly is constant. It’s tempting to dive straight into software implementation—buying tools, automating tasks, and hoping for the best. But without a clear system design, this approach often leads to chaos: fragmented workflows, underutilized software, and expensive course corrections.

At Prodigm, we’ve seen firsthand how a well-thought-out system design can transform digital initiatives into measurable success.

The Problem: Jumping Straight to Implementation

Many SMEs start with software or tools without considering the bigger picture. The result is a patchwork of disconnected systems that:

  • Duplicate work across departments
  • Fail to integrate with existing workflows
  • Lead to missed deadlines and frustrated teams
  • Produce incomplete or inaccurate reports

Even the most powerful software can’t fix poorly designed processes. That’s why implementation without design is risky—and expensive.

What System Design Brings to the Table

System design is the blueprint for your business processes and technology. It ensures that every tool, workflow, and integration serves a clear purpose. The benefits include:

Process Clarity: Understand how tasks flow from start to finish and who is responsible for what.

Better Technology Fit: Choose software that aligns with your actual needs, rather than forcing workarounds.

Scalability: Build systems that grow with your business, avoiding future bottlenecks.

Data-Driven Decisions: Ensure reporting and analytics are accurate, accessible, and actionable.

Cost Efficiency: Avoid wasted time and resources on unnecessary tools or redundant processes.

The Prodigm Approach: Design Before You Implement

At Prodigm, we guide SMEs through a system design-first approach:

Discovery & Mapping: Analyze your current workflows, pain points, and business goals.

Blueprinting: Create a detailed plan for processes, roles, and technology integrations.

Validation: Review the design with your team to ensure it aligns with day-to-day operations.

Implementation: Deploy the right tools and automate processes confidently.

Optimization: Monitor, measure, and adjust to maximize efficiency and ROI.

This method ensures that technology adoption is not just about using software—but about transforming your business.

Case in Point

Consider a growing SME that wanted to implement a CRM and project management platform simultaneously. Without a system design, teams were duplicating data entry, reports didn’t match actual performance, and staff adoption lagged.

After Prodigm designed an integrated workflow, selecting only the necessary modules and defining clear responsibilities, the same SME:

Reduced manual data entry by 40%

Cut project delivery times by 20%

Gained confidence in decision-making with accurate, real-time reports

Why SMEs Can’t Afford to Skip System Design

In today’s competitive market, SMEs need clarity, not confusion. A system design-first approach helps you:

  • Make smarter technology investments
  • Minimize disruption during implementation
  • Align your team around shared processes
  • Achieve measurable results faster
  • Without a blueprint, even the best tools can fail to deliver.

Takeaway

Jumping straight into implementation may feel faster, but it often leads to inefficiencies, frustrations, and missed opportunities. By prioritizing system design, SMEs gain clarity, confidence, and control—transforming chaos into streamlined, efficient operations.

At Prodigm, we specialize in helping SMEs map out their processes, design the right systems, and implement tools that actually work. Start with design, implement with confidence, and watch your business thrive.
Get Started Now
]]>Thu, 30 Apr 2026 19:26:16 -0400<![CDATA[How to Prepare a Strong DMAP Application (and Avoid Common Mistakes)  ]]>https://www.prodigm.ca/blogs/post/how-to-prepare-a-strong-dmap-application-and-avoid-common-mistakes

The Digital Modernization and Adoption Program (DMAP) is a valuable funding opportunity for Canadian SMEs looking to modernize operations, improve efficiency, and adopt new technologies. But many businesses struggle with the application process, and incomplete or poorly structured submissions can lead to delays or denials.

Here’s how SMEs can prepare a strong DMAP application and avoid common mistakes.

1. Understand DMAP’s Objectives  

Before you start filling out forms, it’s crucial to understand what DMAP funding is designed to support:

  • Technology adoption that improves operational efficiency

  • Digital modernization aligned with business goals

  • Projects with clear implementation plans and measurable outcomes

Applications that demonstrate alignment with these objectives are far more likely to succeed.

2. Do Your Homework: Gather Key Information  

A common mistake is rushing the application without gathering necessary details. Ensure you have:

  • Current business processes and workflow documentation

  • Financial statements and proof of SME status

  • Strategic goals and pain points your digital project addresses

  • Proposed technology and implementation plan

Having these ready allows you to present a complete, coherent application.

3. Demonstrate Clear Outcomes  

DMAP reviewers look for projects that deliver tangible results. Avoid vague descriptions like “we want to modernize” or “improve digital presence.” Instead, be specific:

  • What problem does your project solve?

  • Which processes will be automated or streamlined?

  • How will success be measured (time saved, cost reductions, revenue impact)?

Clear outcomes demonstrate planning and increase your application’s credibility.

4. Avoid Common Mistakes  

Here are frequent pitfalls that can hurt your DMAP application:

Mistake

How to Avoid

Vague objectives

Define measurable, business-aligned goals.

Incomplete financials

Include up-to-date statements and proof of SME eligibility.

Overlooking project scope

Clearly outline the steps, tools, and roles involved.

Ignoring implementation plan

Include timelines, milestones, and responsible parties.

Poor alignment with funding criteria

Review DMAP guidelines carefully and show how your project meets them.

5. Leverage Expertise and Funding Facilitation  

Applying for DMAP doesn’t have to be a solo effort. Many SMEs benefit from working with experts who:

  • Assess your current systems

  • Help design a project aligned with DMAP criteria

  • Ensure applications are complete and compelling

Additionally, programs like Prodigm’s funding facilitation services can help maximize your chances of securing support while reducing the administrative burden.

6. Review, Revise, and Submit Carefully  

Before submitting:

  • Double-check all financial and business information

  • Ensure your project plan is realistic and clearly communicated

  • Have a colleague or advisor review your application for clarity and completeness

A well-structured, polished application stands out and reduces the chance of delays.

Final Thoughts  

A successful DMAP application requires preparation, clarity, and alignment with program objectives. By defining clear outcomes, avoiding common mistakes, and leveraging expert guidance, SMEs can improve their chances of securing funding and moving forward with digital modernization confidently.

At Prodigm, we help SMEs plan, design, and implement projects that qualify for DMAP funding, making the application process smoother and more effective. Start with a strong system design, submit with confidence, and unlock the funding your business needs to modernize successfully.

Get Started Now
]]>Thu, 30 Apr 2026 19:00:17 -0400<![CDATA[Turning Strategy Into Systems: The Missing Link in Most Digital Projects]]>https://www.prodigm.ca/blogs/post/why-every-business-needs-a-system-architect-before-building-their-tech-stack1Turning Strategy Into Systems: The Missing Link in Most Digital Projects]]>
logo
apps connected to a fingerprint

Turning Strategy Into Systems: The Missing Link in Most Digital Projects  

Every business has a strategy. But too few translate that strategy into the systems that actually run the business.

You can have clear goals — growth, efficiency, customer satisfaction — but if your underlying processes, tools, and data aren’t structured to support them, those goals stall. That’s the gap between strategy and execution, and it’s where most digital projects fail.

At Prodigm, we call bridging that gap System Design — the deliberate process of converting business strategy into operational systems that work, scale, and deliver measurable ROI.

Why Most Digital Projects Miss the Mark  

Many digital transformation projects start with enthusiasm but end with frustration. Businesses invest in software, migrate data, and train teams — yet six months later, they’re not seeing the results they expected.

Here’s why that happens:

  1. No link between business goals and system setup.
    A CRM, ERP, or automation tool is often configured around what’s technically possible, not what’s strategically essential.

  2. Each department optimizes in isolation.
    Sales buys one tool, Operations builds another process, Finance adds its own dashboard. None of them speak the same language.

  3. No ownership of the bigger picture.
    There’s no “architect” connecting the dots between departments, data, and decisions — so inefficiency creeps in, and insights get lost.

System Design: Turning Vision Into Operations  

Think of system design as the translation layer between your strategy and your software.

It starts with clarity: what are your business goals, what outcomes matter most, and what processes support them? Then we design systems that make those outcomes repeatable, measurable, and scalable.

At Prodigm, our approach involves:

  1. Mapping the business strategy – Understanding objectives, KPIs, and growth plans.

  2. Defining core workflows – Translating those goals into repeatable processes that cross departments.

  3. Designing the system architecture – Selecting and structuring the right tools (often in Zoho) to align with those workflows.

  4. Building and integrating – Only once the design is clear do we implement, automate, and refine.

  5. Reviewing and optimizing – Measuring how well the system supports the original strategy — and iterating.

Why Zoho Makes a Strong Foundation  

For many SMEs, Zoho offers the ideal ecosystem for this kind of alignment. With 45+ integrated apps, it allows for cohesive business management — CRM, Projects, Books, People, Analytics, and more — all under one roof.

When paired with a well-thought-out system design, Zoho can:

  • Centralize your data so every department works from the same truth.

  • Automate manual handoffs that slow your team down.

  • Provide dashboards that track the exact KPIs your strategy depends on.

  • Scale with your business without constant reengineering.

The key is not starting with “what can Zoho do?” but rather, “what must our systems do to deliver our strategy?”

The “Missing Link” in Action  

A recent client came to Prodigm after multiple false starts with various apps. They had a solid strategy — expand nationwide and double sales volume — but their systems couldn’t support it.

Our system design phase revealed:

  • Each region tracked leads differently.

  • Data lived in spreadsheets and disconnected tools.

  • Sales reports didn’t match finance data.

After re-architecting their processes within Zoho One, they saw:

  • Unified reporting for leadership

  • Automated follow-ups that increased lead conversions

  • Operational visibility that supported scaling without extra admin burden.

Their strategy didn’t change — their systems finally matched it.

Strategy Becomes Reality Through Design  

When systems are designed to reflect your strategy, your team stops wrestling with tools and starts driving results.

That’s the difference between “we implemented Zoho” and “we transformed how our business runs.”

At Prodigm, our mission is to bridge that gap — designing systems that turn your business vision into measurable outcomes.

Ready to turn your strategy into systems that work?
Let’s map out the foundation together.
Book a consultation with Prodigm and start building systems that actually deliver your strategic goals.

Get Started Now
]]>Tue, 11 Nov 2025 12:45:03 -0500<![CDATA[Why Every Business Needs a System Architect Before Building Their Tech Stack  ]]>https://www.prodigm.ca/blogs/post/why-every-business-needs-a-system-architect-before-building-their-tech-stack

You wouldn’t build a house without an architect. You wouldn’t launch a major construction project without blueprints, permits, and structural design. Yet too often, businesses build digital systems as though they were playing LEGO—adding tools, apps, integrations, and automations ad hoc, hoping it “just works.”

That’s exactly the problem Prodigm addresses. As certified DMAP consultants and seasoned Zoho systems architects, we believe the design phase is the make-or-break moment for any transformation. Here’s why every SME should engage a system architect before deploying their tech stack.

The Blueprint Matters: What Is System Architecture?  

  • System architecture is the blueprint of how all your software, data, workflows, and integrations will fit together.

  • Just as an architect ensures plumbing, structural loads, electrical systems, and aesthetics align in a building, a systems architect ensures your CRM, ERP, marketing tools, analytics, and internal apps work cohesively.

  • Without it, you end up with “leaky pipes,” conflicting systems, duplicate data, bottlenecks, and expensive refactoring.

The High Cost of Skipping Design  

  1. Explosion of point tools & silos
    You adopt a tool for sales, then another for HR, then another for supply chain, without considering how they’ll communicate. Over time, you’ll drown in manual data transfers, inconsistent views, and friction between departments.

  2. Technical debt you can’t see
    Every quick hack, unplanned integration, or workaround builds hidden debt. Eventually, clashing dependencies and “fragile” systems bring your operations to a halt.

  3. Poor ROI on software
    You pay for licenses, customizations, and training, but because nobody took the time to align tech with business logic, much of that investment never delivers value.

  4. Vendor confusion and miscommunication
    Without a clear design or spec, developers or consultants spend weeks just trying to understand your needs. Many “deliverables” turn into rework loops.

What a Systems Architect Does (Before Writing a Single Line of Code)  

Phase

Activities

Outcome / Deliverable

Discovery & Visioning

Interview stakeholders, map goals, pain points, KPIs

A shared vision, success metrics, and strategic priorities

Process Mapping

Map departmental workflows end-to-end

Visual maps that highlight inefficiencies, handoffs, and dependencies

Data Modeling & Integration Planning

Define core entities, data relationships, integration touchpoints

A data scheme and integration roadmap

Modular System Design

Decide which apps to use (Zoho apps, third-party, custom modules), define custom modules, workflows, permissions

A system blueprint, module diagram, integration matrix

Phased Implementation Plan

Prioritize building blocks, define minimal viable modules, training & change strategy

A phased roadmap (e.g. Phase 1: CRM + Sales Automation, Phase 2: Inventory + ERP, etc.)

Governance & Scalability Rules

Access control policies, naming conventions, extensibility guardrails, monitoring strategy

A governance framework to prevent chaos in years ahead

This is exactly the type of work we deliver through Prodigm’s systems architecture process, whether as part of DMAP-funded design or stand-alone engagements.

How Zoho Fits Into This Architecture Vision  

Because Prodigm has deep Zoho expertise (200+ projects completed) prodigm.ca, leveraging Zoho as your backbone often becomes the “default but wise” choice. Here’s why:

  • Unified ecosystem — Zoho One links apps like CRM, Books, Creator, Analytics, Flow, Cliq, People, Projects, and more. You avoid integration fragility.

  • Modular & extensible — You can begin with what you need and expand later, building custom modules in Zoho Creator or low-code tools.

  • Cost efficiency — Rather than paying for multiple separate niche tools that don’t talk well, you get wide coverage under one roof.

  • Data consistency & visibility — All modules can share core entities (e.g. Customers, Products, Orders), so reporting, dashboards, and decision-making are simplified.

  • Easier change management — As changes occur (new departments, new processes, new KPIs), your architected design provides guardrails for safe expansion.

Real-World Impact: What Clients Experience After Design-First  

  • Faster developer onboarding
    One of our clients said every developer they spoke with “commented on the detail and precision” of the DMAP plan, making subsequent build phases far more efficient.

  • Reduced waste
    Eliminating redundant tools, consolidating licenses, and avoiding unnecessary integrations led to measurable cost reduction and less maintenance overhead.

  • Fewer surprises
    In projects without plans, mid-build change requests blow past budgets. With a good system design, surprises become rare, and stakeholders stay aligned.

  • Profit & productivity gains
    When workflows align, data flows, and automation fills the gaps, teams can spend less time firefighting and more time growing the business.

Summary  

If you’re thinking about digital transformation, automation, or implementing Zoho (or systems surrounding it), pause. Engage a system architect first.

At Prodigm, that’s not an optional add-on — it’s our specialty. Whether you’re applying for DMAP funding or not, our design-first approach ensures your technology isn’t just a jumble of tools, but rather a coherent, scalable, profitable engine.

👉 Ready to build something that lasts? Let’s sketch your system architecture together. Book a consultation with Prodigm today.

 

Get Started Now
]]>Tue, 11 Nov 2025 12:45:03 -0500<![CDATA[The All New Unified Zoho Calendar]]>https://www.prodigm.ca/blogs/post/zoho-calendarIntroducing key features of the updated unified Zoho Calendar.]]>

Peter Coy, President of Prodigm, says: 
"We are really impressed with the new release of Zoho Calendar. Up until now we've had to rely on Google calendar synced with the Zoho CRM calendar for a comprehensive and competent calendar. After testing the new Zoho calendar, we are switching over!"

What's New:

  • Unified modern Calendar for all Zoho Applications
  • Faster, cleaner and more intuitive interface with modern themes
  • Calendar search capability 
  • Multi-tab support to keep previous context
  • Resource booking when creating a meeting within calendar
  • Create a meeting and send invites

Easy to manage your busy schedule

  • Modern views to easily plan your week
  • Colour-code events for quick visual intake

Universal Search Capability

  • Search for any word or phrase in mail, streams, calendar, tasks, notes, attachments, bookmarks, or across all of your Zoho applications

Add Events and Invite Participants

  • Book meetings with ease
  • Keep track of participants and book  resources

Agenda View

Keep track of your meetings and schedule for the day, weeks or up to two months, all in one concise list view

Want to know more information on how Zoho Calendar Updates can help your business? Book a 15 minute meeting to get started.

Book a Meeting Now
]]>Wed, 20 Jul 2022 15:33:56 -0400<![CDATA[Case Study: Bigin Integration for Local Tennis Club]]>https://www.prodigm.ca/blogs/post/Case-Study-Tennis-Club

Problems to solve

  • Keeping member contact and membership type data up-to-date, without major manual effort each year
  • Sending annual renewal emails to complete the registration process
  • Matching faces to names so that members could identify each other
  • Organizing and inviting members to events with a mass emailing process
  • Recording the standard Tennis Canada skill level of members, so that members could invite similar skill level members to play matches
  • Keeping track of who has paid dues, and who needs reminding or finally removing from the booking system
  • Keeping member data private and secure as requested
  • Tracking family member grouping and different membership level charges
Bigin sample contact record with list of activities (crossed out means completed activity)

Summary

Quinte Tennis Club (QTC) has been storing and processing their membership data in a spreadsheet for years. Prodigm introduced QTC to the possibilities of using an inexpensive Zoho Bigin CRM system. 
Zoho Bigin is built for groups that need an easy-to-use CRM that can be set up and learned very quickly as new executive members take over roles.

In just two days:
  • Prodigm loaded the QTC contacts from the membership spreadsheet    
  • Created and published a membership form that automatically updated membership contact information to the CRM membership system via a "smart" form on the QTC website
  • Eliminated manual update and transcription errors in the membership spreadsheet - what once took hours now takes minutes.
  • Provided in-depth analytics reporting of membership status

Prodigm created task-related procedures within Bigin that identify outstanding dues, trigger reminder mailings and records and confirms payment of membership dues. Part of this process includes automated templated emails for reminding past members to register and reminding the need for payment or providing confirmation that payment has been made.

Future enhancements could include:
  •  An integrated payment/bookkeeping system
  •  Enhanced mass mailing                
  •  Booking system integration
An example of a Bigin sign up form

Three Unique Problems and Solutions

Problem 1: Recording multi-member family groupings as associated records in Bigin

Solution: Created a sub-form link accessed at the end of the main registration form to record any number of additional family members, and created a unique field called "family name" that keeps these contacts associated in Bigin

Problem 2. Keeping track of who has paid without having an integrated payment system

Solution: Automatically create an open task when a membership form is submitted which when marked "closed" by the treasurer shows that they have paid

Problem 3. How to process New vs Returning members differently

Solution: The first question of the form ask if the applicant is "New" or "Returning", which activates and controls the logic rules of the form. The following questions conform to the needs of each member type
Learn More About Bigin Set Up For Your Business
]]>Tue, 29 Mar 2022 13:01:47 -0400<![CDATA[Zoho Best Practice Guide: Sales]]>https://www.prodigm.ca/blogs/post/Best-Practices-SalesThe Prodigm "Best Practice" series of blogs is designed to help you use your Zoho system to achieve your business goals. Finding and developing qualified leads is an expensive business process. Here's how to make sure your sales investment is spent as effectively as possible.]]>

Integrating Sales Process with CRM to work smarter, not harder

The Prodigm "Best Practice" series of blogs is designed to help you use your Zoho system to achieve your business goals.

    • Are you losing sales opportunities because your sales people don't follow up at the right time? 
    • Do your sales people only concentrate on the bottom end of the funnel and neglect the top? 
    • Do you have a guided qualification system that you can rely on to be followed?


    Finding and developing qualified leads is an expensive business process. Here's how to make sure your sales investment is spent as effectively as possible.

A Lead is someone who you have not Initially Qualified. That means you are not sure if they "Fit" your customer profile.

​
​In Zoho, a Lead can be stored in the Lead module or if, for example, you met someone at a business show, and had a really good qualifying conversation, you may create them directly in the Contacts module. 


You would then create a Task associated with that Contact, to urgently complete the Initial Qualification process. See best practices on Task Management for more details.

An Inbound Lead reaches out to you. They put their hand up! 

Inbound leads happen from a chance meeting, a website visitor, networking, phone call, website chat or web form inquiry. Treat them like an ice cream, melting in the sun. 

These are people who have have heard about your company or product and are interested.

Initially Qualify them fast, TODAY, THIS MINUTE! Do it before they melt away. These are people who are expecting to hear from you pronto!

An outbound Lead is someone you reach out to. You may never have met them and you may not know all that much about them.


An Outbound lead means that you have acquired the lead contact information, for example from a list of attendees at a trade show. They are not expecting your call or email so they need a different automated qualification strategy, perhaps one that encourages them to “put their hand up” in response to your email campaign for example. However be cautious to seek permission beforehand to send emails or you can run into Privacy and Spam Concerns.

Once you have permission, Lead scoring is a useful way to pre-qualify an outbound lead - do they open your email? Click through from your email to a landing page? Spend time on your website? - all “scorable” actions. Use the CRM linked with Zoho Campaigns to perform outbound qualification and engagement. Also you can optionally use Zoho Social to engage to the Outbound Lead group.

If your Lead is initially qualified and ready to engage:


A successfully Qualified lead next step involves using sales resources, (For example setting up a meeting or presentation).


Immediately convert the Lead to create a Deal during Lead Conversion, to track your success.



If your Lead is initially qualified but not ready:


If the Qualification process identifies a future sales opportunity, that implies staying in touch until they are ready to buy your product.

  • Convert the Lead to a Contact and Account.
  • Add the Contact to an automated email strategy by assigning a Tag or Campaign and creating a follow-up task to call them regularly or send a personal email. 
  • If they then become actively interested, Create a Deal record at that time.

If your Lead is initially qualified but is unlikely to buy your product: 

  • Note why. 
  • Convert the Lead to a Contact and Account but do not create a Deal record. 
Once you have Initially qualified a Lead and immediate sales action is required, a Deal record can be created from the Lead by pressing the Convert button or added from a Contact record (Deal option on the left column). 

In the "What is a Lead" section there is a description of Initial Lead qualification. That qualification is required to ensure that precious sales time is not wasted on prospects who will never buy from your company. Once that "Triage" is completed: (Immediate action, Future prospect, Not a prospect), Then in-depth engaged qualification begins for the "Immediate Action" group. 


Once the In-depth qualification questions, demonstrations and needs analysis are completed, the Deal is updated to a "Qualified" stage. 


The sales manager should be able to see tangible proof in the Deal record that the Qualification process has been completed. Proof can be notes, phone records, completion of criteria information, addition of attachments, video recordings of sales meetings, quotes provided, needs analysis documented and flow-charted - whatever fits your business management needs.


"Proof "management can be managed in two ways: By establishing "Blueprinting" criteria for required fields and/or by inserting a management review hold until the Deal is approved by the Sales Manager.


During the In-depth Qualification Process, The Sales Person expends sales resources that can include:

  • A survey
  • A product demonstration
  • A meeting or meetings with the prospective customer and executive team
  • Preparing an initial quote
  • Discussing pricing and discount levels
  • Asking in-depth questions and completing the required information boxes for the Qualification Stage in the Opportunity/Deal/Potential record. 
  • Identifying the appropriate product or service that will meet the customer's needs


Once the investigation of the prospects needs and "fit" with your products/services is completed, the sales stage is moved to "Qualified" in the Deal Record. 

Once the customer is fully qualified, the details have to be discussed  in preparation for creating a proposal or quote.

Qualify Hard, Close Easy!

This discussion could result in a document outlining the general requirements, a design document to discuss with the prospect, or possibly a detailed quote or estimate using specific product details from your Inventory Items.
  • Some customers have an integration between their CRM and Accounting system so that transactions such as Estimates, Sales Orders and Invoices can be created by their sales people - often with an approval step.
  • Some discussion can occur refining the proposal or estimate. Payment terms, warranties, deposits, delivery details, performance, information etc. are required before the approval team give their go ahead and a Sales Order (SO) is created and Approved. 
  • Once the Proposal or Quote is provided to the prospect, the sales stage is changed to Quoted.
  • Once the Quote or Sales Order is accepted, the sale stage can be changed to Accepted or Invoiced as possibly an Invoice is created on SO approval.

When do I mark a Deal Record 'Closed Won'?

This varies from company to company. 
  • When a PO is received
  • When an Invoice is issued
  • When a down payment is received
  • When the contract is signed
The main criteria should be consistency. Is the Purchase Order (PO) a match for your Sales Order? At this point the Production/Delivery process or Project begins. 

Note that if your accounting system is integrated with your CRM Estimates, Sales Orders and Invoicing can be completed by sales people from the CRM. If the sale involves creating a Zoho Project, it can be initiated from the Deal. 

Your Deal records provide you with insight to your sales funnel and also into sales performance. The sales funnel is a good indication of future production load or inventory requirements. It can help you understand cash flow or personnel challenges. However it is a prediction. Not solid data. 


With a standard sales process that is required to be followed, that prediction process of when a sale will close, and what it implies in product inventory, personnel and production facilities required, can be much more concrete. Better predictions = better profitability and less stress.

Yes! a Deal is the same as an Opportunity. Zoho changed the name of the module a few years ago. Most CRM's refer to a Deal or an Opportunity. It represents the effort and coordination required to make a sale - who is involved from the vendor and potential customer, what stage is it at, conversations, notes, estimate, documentation, images, associated projects - a lot of data is associated with the Deal.

Best Practices

✔️ Qualify hard, close easy (understand your client's needs in-depth to offer the right
solution)
✔️ Don't show up and throw up (don't overwhelm your client with information about your
business and capabilities, rather focus on their needs and opportunities)
✔️ Discover the decision making process
✔️ Identify the decision team
✔️ Who is the final decision maker?
✔️ Identify three main problems you can solve
✔️ Find out when a solution is needed
✔️ Find out when and if a budget will be available
✔️ Why would they pick your solution rather than your competitor's

If you need hands-on help to refine and manage your sales process...

We offer a "Best Practices" half-day course where we walk you through implementing the practices and topics of specific interest to your business.

This course offers hands-on time to get used to the functional elements of the "Best Practice".

Half-day course starting at $500

Book a meeting to discuss what we would cover in the half-day course below.
Book a Free 15 Min Consultation
]]>Tue, 22 Feb 2022 14:42:39 -0500<![CDATA[Zoho Best Practices: Tasks]]>https://www.prodigm.ca/blogs/post/Best-Practices-Zoho-TasksBest practices of Zoho Tasks. Why use tasks? How to create tasks, repeat tasks, set reminder tasks, set task priority, set task views, and how to process and assign tasks.]]>

See how to create tasks, set repeat tasks, reminder tasks, task priority, task views, and task processing

  • Transform your CRM from a phone directory into a plan of action
  • Organize your contact strategy and motivate your daily activities
  • Make efficient use of your time 
  • Feel organized and in control 
  • Make more sales 
  • Keep customers feeling appreciated 
  • Prioritization to get the important things done 
  • Report and share completed tasks with your team 
  • Improve team coordination 

And most of all answer the question: "What do I do next today?"

  • A task is a piece of work that is usually time sensitive.
  • In Zoho CRM, tasks are listed in the record's Home page, and in other related records, and mainly processed through the Activities module 
  • While creating a task in CRM, enter task details: Subject, Task Owner, Due date

Best practice: create tasks within the record to which the task is related, such as a Deal, Account, Contact, or Lead. That way  you don't have to specify the entity that the task is to which the task is related.

Step 1:

Step 2:

Note: The context of "what record is this related to", is provided by the connection to the Peter Coy Contact record 

Set repeat type for a task 

  • To create recurring tasks that need to be repeated over a specific period of time, you can set any task to recur by clicking repeat.
  • You can specify when the task should be completed.
  • Recurrence time can be set as - daily, weekly, monthly, yearly or custom repeat type - where you can specify your time period.

How to set a repeat type:

  1. Select the repeat type as Daily, Weekly, Monthly or set a custom repeat type from the drop-down list.

Best Practice: Use Tasks for stay-in-touch or regular service calls with customers

Set reminders for tasks 

  • You can set reminders to receive notification before the task reaches the due date.
  • You can choose to be reminded on the day of the due date or number of days/weeks/months before the due date at a particular time, either via email or popup or both.
  • The reminder can also be repeated if required. 

Best Practice: Set a pop-up task reminder or email on the due date (pop-up is great if you work on the CRM all the time)

How to set reminders

  • Toggle on the Reminder switch.
  • In the pop-up, specify when you want to be reminded.
  • You can choose a specific date and time or number of days/weeks/months before the due date at a specific time.
  • Choose a Repeat Type from the drop-down list.
  • Select how you want to be notified from the drop down list.
  • You can choose from Email, Pop Up or Both.

Set Task Priority

Best Practice: 

  • 4 Star - Important and Urgent 
  • 3 Star - Important less Urgent
  • 2 Star - Urgent not Important 
  • 1 Star - Not Urgent Not Important


Create Task views in Activities that reflect each Task priority level and "Today and overdue" Tasks

  • When you have time to work on tasks begin with 4 star then 3 star etc.
  • Use Activities to view tasks and use the Kanban view 
  • When you click on a task in a column that column becomes the "active" column 

Best Practice: Create a task view of 4 star and 3 star tasks that are today and overdue

This is the active task detail record.


Best Practice:

  • If you are about to make a call or create an email then review the Conversations and Timeline to see previous notes, Activities and emails 
  • Once the task is processed to completion mark status as closed 
  • If the Task is incomplete mark status as "in progress" and reset the due date 
  • After close you will be given the option to create the follow up task for this contact 
  • Always have a plan for what to do next and a task to remind you 
  • Adjust the priority according to your latest communication outcome 

Set Task Views

When to use list view:

  • Control over sequence by clicking header column 
  • Amend data view components and sequence 
  • Mass update or Tag of selected tasks 
  • To start processing on the complete view of all tasks outstanding 


When to use Kanban view:

  • To see what tasks are related to what category of person: customer, open deals, leads/contacts, others
  • To start processing on that categorized view 


Note: There is a unified view of tasks in Zoho Mail. This shows all your tasks from Zoho Mail, CRM, Projects, People and Connect, and provides status update capabilities. 

Processing Tasks 

Processing tasks is your top priority after booked meetings, reserved time, and urgent responses.

Best Practice: 

  • After reviewing your day's calendar, review your task list 
  • Start at the top of the task view 
  • Select the first task and complete including: emails, notes, calls, etc. 
  • Update the next activity date or create a new task if this task is completed
  • Save the task and select the next task and process it

Assigning Tasks

  • Assign tasks to other users who are subordinate to you or where you have permission to assign tasks to specific other users
  • You can monitor the completion of tasks you have assigned 

Task Automation processing advantages and benefits

Best practice:  Use a workflow event to trigger a task creation


Example: A contract has been signed and returned or a payment has been made. 


When the contract has been signed, a workflow trigger can create a Task for a specific individual, a role group or team of people. The task can be delivered by email or just added to the assignee’s task list. That transfers the responsibility for completing the task to the individual or group. Once they have completed their task, responsibility can be transferred to another team, individual or group.


The created task is automatically associated to the main record in which it was created so it is simple for anyone receiving that task, to review and/or update the main record with Notes or other data fields gathered during that stage of processing. Because tasks are easily monitored it is a simple process to monitor task completion of critical components of the overall process.

CRM task directly from Click-to-dial

After a phone call using click-to-dial in your Zoho CRM, a dialogue box pops up in your CRM. There you can add a task connected with your customer such as plan a follow up call. This task will be saved under CRM tasks.

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