When it comes to choosing and using a sales CRM software for small businesses, one of the biggest concerns is cost – of all kinds. Actual pricing, cost of time, and opportunity cost.
How many licenses will be required? How long will it take for the team to get used to working with it, and for us to see some returns? What if bringing the sales CRM onboard turns out to be a messy, lengthy affair that ends up costing us time and money?
If you’ve used a sales CRM, you know that the true hurdle is not just choosing the right CRM, but using it to its complete advantage.
If your team is able to navigate each feature, input data thoroughly, and truly use every aspect of the sales CRM, you’ll see much higher and faster returns – and of course, reduced costs. According to McKinsey’s report, automation may boost global productivity growth by 0.8-1.4 % every year.
Automated workflows are one such feature that most CRMs come with. But, aren’t always leveraged as the time and cost-saving features that they are.
Want to know about the features and benefits of workflow automation for a small business? Check out the blog.
In case you’re not familiar with workflow automation yet, let’s cover the basics.
What Is Workflow Automation in a Sales CRM?
With Kylas workflow automation, you can automate a variety of routine tasks, minimize manual errors, save time and streamline your sales flow.
Every business and sales team has its own sales processes to follow. This includes the method in which leads are assigned among the team, the different stages in the pipeline before the final sale, even the order in which leads are nurtured towards conversion.
An ‘automated workflow’ is the part of the CRM that automates these processes so they can be executed digitally to perfection. In fact, as per a Deloitte survey, a business can reduce its general processing costs by 30% with effective workflow automation.
For example, your sales CRM can configure leads to be routed to certain salespersons in particular ways: a round-robin routing will randomly assign leads to turn by turn, or you could configure leads of certain parameters to be assigned to salespersons of a certain level.
Of course, because each business and/or sales team has different processes & workflows, this requires a certain degree of customization on the part of the sales CRM team. You can usually customize the different stages, parameters, and nomenclature in different workflows.
How Sales CRM Workflow Automation Can Help Your Small Business Reduce Costs
Kylas Sales CRM is built to be easy to use, even for CRM beginners. Automate your workflows in few easy steps.
Because a CRM workflow is designed to reflect your pre-existing business processes, what it basically does is bring in more efficiency.
Here are a few ways in which a sales CRM will help you reduce costs-
1. Freeing up the Sales Team’s Time
A sales CRM’s automated workflow feature streamlines a lot of manual tasks. It includes handling of data, updating lead statuses or lead management in general, and even communication to some extent.
Why workflow automation is important?
You can only imagine the amount of time this would save for your sales team, otherwise usually engaged just as much in the handling and organizing of data as they are in active selling.
With more time in hand, your sales team can make more pitches and work on closing more leads. This way you’re not only saving costs by saving time, but you’re also actively working on increasing revenue too.
2. Helping You Focus on the Right Leads
Plenty of companies use automated workflows to clean up their lead pipelines and lead qualification processes. For eg., without a CRM, your sales team will spend more time converting leads that aren’t qualified for purchase in the first place.
With a workflow that optimizes the sales pipeline and includes lead qualification as a pre-requisite step, each lead gets marked as qualified before it goes to a salesperson. Statistics show that 57% of organizations are willing to use automation to boost employee productivity and performance.
This not only saves you time but also helps your team focus on qualified leads that are likely to close.
3. Optimize Your Managerial Time
In day-to-day sales operations, the generalized role of the sales manager and sales head is to overlook all sales operations. They also need to ensure that there is minimum lead loss and efficient execution of sales strategies. You’re not only responsible for the sales being made, but also overlooking the team and every sales team member.
Needless to say, your time is valuable to your role and the management. Besides, it shouldn’t be spent on monitoring your team members and putting out fires but to boost sales.
A sales CRM’s automated workflow helps you keep an eye on your team’s performance, lead pipeline, and overall sales performance at a glance – saving you time and costs in the long run.
4. Streamlining Resource Management
Often, when the sales team’s or sales head’s time is spent on superfluous tasks, it leads to an incorrect projection or requirement for resources.
However, the problem really lies with time management. Why spend all that extra budget on resources when you could streamline your team’s time and cut down on unnecessary time-heavy tasks instead?
With all the efficiency that workflow automation brings in, time optimization becomes the solution to resource optimization. It not only saves time but thousands of dollars in hiring.
5. Reducing Errors Daily
When you aren’t using a sales CRM, you see several common mistakes that can easily be avoided.
Some of the common mistakes occur when leads go cold only because a salesperson forgets to make a call. Additionally, they use multiple Excel sheets or redundant tools that create ambiguity. But, when you have automated workflows in place, these procedures get automated along the way.
That means lesser errors, lesser lead loss, and lesser data loss. This ultimately saves you plenty of costs in lead sourcing, qualification, and conversion.
6. A Sales CRM Manages Your Sales Communication
A rookie mistake made by sales teams is not getting in touch with a fresh lead right away. Reaching out to a lead within 5 minutes of the initial inquiry or sign-up on a sales channel can improve your lead conversion rate.
The idea is to strike while the iron is hot!
However, without a CRM, salespersons tend to get caught up with tons of tasks on their plate. This in turn leads to missing out on several important and convertible leads.
Achieve high-quality work
With a CRM, you can automate communication and send reminders to salespersons. This will ensure that no lead goes cold, saving you the wasted lead cost and opportunity cost.
7. Shorten the Time to Closure
Besides many hiccups that can occur during the sales process, there are other delays too that happen.
In B2B industries especially, for example, the negotiation and approval process can be a lengthy one. These time delays cost time – time that could otherwise be spent closing more leads.
However, they can be avoided with some simple sales CRM workflows, with an automated approval process built right into the platform, based on your specific business processes.
This will reduce all the turnaround time and expedite your ‘point-of-sales’ processes!
The Key to Reducing Costs with Sales CRM‘s Automated Workflows
Automated workflows aren’t a magical solution to reducing costs for small businesses. Although, they may seem that way when implemented well. The effectiveness really depends on you, and not just the sales CRM.
Here’s how to make automated workflows work for you-
1. For an automated workflow to optimize your processes and time, they need to be in-built into your existing business processes. This will make it a seamless experience for both your sales team and your prospective customers.
2. They need to be used thoroughly, which means you need to train your team to understand the ins and outs of each automated workflow well.
The better your team uses the system, the better the output. Team members not properly acquainted with using each workflow may cut corners, get impatient, and give up completely, ultimately taking that particular process offline and making the automation redundant.
3. Regular monitoring is another way to ensure your automated workflows are working for you. Observe the time being saved and the efficiency of your team. Also, take their opinion into consideration: Do they find that they have become more productive? Or Are they spending more time on what matters?
You can then use your observations to make adjustments to the required workflows, and better optimize the automated process.
We hope this gives you a clear idea of why you need a sales CRM with automated workflows, and also how best to leverage them to reduce costs.
And if you’re still a bit rocky on your feet, remember that most sales CRMs for small businesses come with a support structure and team that’s happy to help you set these up for free (such as the Kylas Growth Engine)!