The client has been in the wax business for over 75 years. Today, they are one of the preferred strategic partners for companies seeking value throughout the entire supply chain. Whether it’s production, quality control, innovation, or research, the company delivers the appropriate product according to the diverse needs of their customers.
The Challenges Faced by the Client
The client was struggling to efficiently manage its sales cycle, and its various aspects like handling product management, order creation, sales quotations, as well as managing interactions over the phone. This played a detrimental role in their sales performance and led to missed opportunities.
Therefore, the client felt the need to have a comprehensive system that helped them to organize and manage client and contact information, track sales orders and ensure on-time follow-ups so to improve overall sales efficiency
Leveraging Dynamics 365 CRM to Enhance Sales Performance
When the client contacted Vastasys, our team engaged in extensive discussions with their stakeholders to identify the exact nature of the problem. We developed a customized system within Microsoft Dynamics CRM 2015 Online. The system was tailored to streamline sales cycle management.
This included managing the client and contact information, sales orders, quotations, integrating phone call tracking and automating workflows.
Key Features of the Solution
The solution we developed had the following key features:
- Customizable Order Forms – Which made it easy to record and track orders for each customer.
- Real-time dashboards – That gave the team simplified access to the latest sales data.
- Automated task management – Which reduced the turnaround time to execute business critical tasks.
- Custom Plug-ins – Which were used to synchronize data from various systems and update the order statuses.
How Did the Solution Work
The solution unified sales related information and helped the team to execute sales management tasks in a simple and effective way. Here are some of the key functions of the solution that Vastasys developed for the client:- Automated Task Assignment: The Dynamics 365 CRM system automatically assigned tasks to team members based on pre-defined criteria. This enabled the team to make timely follow-ups and take other actions as required.
- Automatic email notification: The team at Vastasys also configured the system to automatically send email notifications for order updates, reminders and other critical actions. This ensured that the team remained informed at every stage of the process.
- Updating order status: Automatically updated the status of the orders as they moved through the sales cycle. This simplified real-time tracking of orders.
- Follow-up reminders: The solution developed by Vastasys allowed the client to set automatic reminders for follow-up over phone calls or meetings. This was instrumental in ensuring that no follow-ups were missed by the sales team.
- Quote generation: The system also streamlined the creation of accurate quotes through an automated process, reducing the time and effort it took to create quotations manually.
The Process We Followed to Deploy the Solution
Here is an overview of the key steps taken by Vastasys to deploy the Dynamics 365 CRM solution for the client
- Requirement Gathering: We started the process by collaborating with various stakeholders to accurately define their sales cycle needs.
- System Design and Customization: Our dedicated team developed a tailored solution within Microsoft Dynamics CRM 2015 Online, including custom form and fields.
- Feature Integration: Implemented the features for client/contact management, order management, and phone call tracking.
- Workflow automation: The team set up workflows and plug-ins to automate tasks like order updates and notifications.
- Creating reports and dashboards: We moved on to creating customizable reports and dashboards for generating sales insights.
- Testing: After the required features were implemented, the team at Vastasys rigorously tested the system. All detected issues were resolved.
- User Training: Once the system was ready to be deployed, we conducted extensive training sessions so that the users have the skills to utilize the platform with confidence.
- Deployment: After all the above steps were completed, we deployed the system to the ‘live’ environment.
- Providing Support: We continued to monitor the system and provided ongoing support to the client to help them resolve any issues.
The Impact of Our Solution
Once deployed, our customized solution based on Microsoft Dynamics 365 CRM was able to solve all the problems that the client faced with sales cycle management. Here are some of the key results achieved:
- Streamlined Sales Cycle – Efficient management of the entire sales process in one system.
- Improved Task Management – Automated task assignments and reminders ensured timely follow-ups.
- Enhanced Sales Performance – Real-time reports and dashboards provided actionable insights, which boosted the overall performance of the sales team.
- Better Client Interaction – Integrated phone call tracking and centralized client data improved communication.
- Increased Efficiency – Automation reduced manual work and sped up the sales process
- Scalability and Control – The solution allowed the client to scale while maintaining control over sales processes.
