Category: Office Efficiency

How to Get the Most Out of Your CRM Software

January 29, 2018

Your CRM software can do great wonders for your company. Depending on how much you rely on it, it can simply hold all the contact details of your customers, or it can do as much as automatically publish marketing campaigns. However, no matter how much you’re relying on your CRM, the following seven best practices can help you make sure that you’re doing the most for your business.

1. Be sure that the data you input is accurate and up to date.

Your CRM system can only be effective in sales management with accurate data. The more accurate and up to date your data is, the more effective your CRM system will be. It’s good practice to regularly review all data in your system, as well as delete all information that is erroneous or redundant. On top of that, you should also make sure that all the data in your system is important and usable. This can make sure that your sales teams understand your customer, diminishing the chances of any errors that could occur. After all, customers would remember their history with you, and they expect you to do the same. For example, it could be irritating to a customer if you kept selling them something that they already bought from you, or if you kept inviting them to a seminar that they already reserved a seat for.

2. Go mobile

A lot of CRM software gives you the ability to access your data, like sales reports and lead effectivity, by other means than from your web browser. It pays to use a software that has this ability since accessibility can ensure more productivity and more profit. It’s always a good idea to have a mobile version of your CRM software so that you can access your data on the go. It’s also a good idea to invest in cloud CRM software, as the Singapore CRM software is available on different platforms and multiple devices, such as tablets and laptops so that every employee can access them without issue.

3. Make sure that all your employees can access your CRM.

No matter how good or useful a CRM system is, it wouldn’t be helpful if your employees don’t use it. There are a lot of factors that can dissuade your employees from using your CRM system. More often than not, it’s because that they don’t have the knowledge on how to use it, or they find it overly-complex and cumbersome. To make sure that this doesn’t happen, you can create training workshops to make sure that all your employees know how to navigate the system, especially employees that work in sales management and sales reports. You should also make sure to do this after every software update to make sure that everyone is up-to-date on its features and interface.

When all your employees can access your CRM, your employees are armed with the knowledge on how to best approach your customers, letting you avoid potentially negative interactions with characters who have previously come across issues with your company.

4. Eliminate all problems and issues promptly

On the subject of issues, make sure that you solve all and every problem and issue as soon as you notice them. A CRM system can quickly point out what areas need tending to, but they’ll only be effective if you solve them. This can also make sure that you don’t frustrate employees any further, which is especially true for returning customers who returned in the hope that they don’t come across the same problem again. If they do come across the same problem, you can’t fault them for not wanting to do business with you again.

This practice also extends to complaints made about your company on social media. When a customer makes a complaint about you, it is imperative to address it as soon as possible. Knowing the fast pace of the of the online world, it is best to address it on the day of its posting. Many companies have been smeared and even ruined because of a complaint that was blown out of proportion. Even if you can’t solve a problem right away, simply acknowledging the negative feeling that your customers have can alleviate their problem, and shows that you truly care about your customer’s satisfaction.

5. Personalization is key

Personalized marketing is one of the easiest things you can do for your customers, yet it can also increase the effectivity of your marketing. For example, personalized emails that reply to the queries in on the Singapore website can increase effectivity by as much as 50%. Geolocation features even allow you to locate where your customers are, whether here in Singapore or abroad, which can greatly increase the effectivity of your leads. You don’t even have to know all the details about your customers, simply addressing them by name in their email can increase your click-through rate.

Personalization can also save time for both you and your customers. Sending your customers products or content that matter to them can increase the chance of click-throughs, purchases, and future engagements.

6. Be present on multiple channels

At present, information moves fast through many different channels. Every day, people in Singapore use the internet to express their thoughts and opinions, and your business should do the same. Try to be present where your customers are present. This means that if most of your engagement is on Twitter, try to have an active presence on Twitter as well. This is where the importance of a cloud CRM comes into play; as the internet is readily available at everyone’s fingertips, so should your means of keeping up to date with your company’s data.

How to Make Your Office Printer and Copier Machine Last Longer

November 30, 2017

Any type of business in Singapore cannot function without paperwork, that is why the office printer and copier machine are essential items in any enterprise. But even with improvements in the hardware and software, some machines have longer lifespans than others.

How do you make the most of your office printer or copier machine? What are the steps that should be taken to reduce the cost of major repairs and replacements? Are there factors your company should consider before you buy printer in Singapore office supply shops?

1. Buy the Right Equipment. When you buy printer from a manufacturer, make sure that you get an estimate of the print volume per day so you can determine how many printers are needed in the office. Even a high-end laser printer or copier can get overworked if it’s printing nonstop for the duration of the day. Get to know what features are included in the machine to make the workflow in the office much easier, then divide the users according to the number of copiers or printers and specific printing needs. Special printers like the graphic art printer or the colour printer should only be used for quality and colored documents, but if you can print in standard quality, always choose that option.

2. Train Personnel in Proper Use of Equipment. All the employees who need to print documents will have to be briefed about the proper usage of the laser printer or the copier. If you have a multifunction device for example, the users should know how to utilize all the features, so that minor incidences due to lack of knowledge about the machine can be reduced. This includes not just the operator but even the remote users. Each office printer or copier machine will have a limited number of users, so that the machines are not overworked.

3. Assign an Operator. Even if you train all the users, you will still need to assign at least one operator for the machines, so that the employees have someone to turn to when something goes wrong. The key operator should be an expert or a technician from the copier leasing from Singapore company who knows how to solve office printer and copier machine problems.

4. Position the Printer and Copier Properly. The office printer and copier should be placed in an area away from traffic, open windows and doors, direct heat or cold, food and plants, and other office equipment. The machines should be accessible to everyone and must have adequate room to operate. If possible, there should be one area in the office specifically assigned for the laser printers and the copier machines.

5. Read the Product Manual. Before using the new printer in Singapore, the key operator and end users should read the manual to make sure that they know how to use the office printer or the copier properly. The manual will also include a list of compatible paper or printing materials, correct toner or cartridges for the machine, and instructions for troubleshooting.

6. Use Quality Materials. A lot of offices in Singapore often try to save money by purchasing low-quality printing materials and ink cartridges, but this is doing more harm on the equipment. Read the manufacturer’s specifications about the type of materials that are compatible for your laser printer model or your copier. Low-quality printouts are often the result of low-quality paper and ink, not a faulty machine. This is crucial with special printers like the graphic art printer or the colour printer that need the right photo paper to save ink and produce quality printouts.

7. Use Standard or Economy Mode. If you don’t need high-quality printouts, switch to standard mode to conserve ink. This will also speed up the printing or copying process.

8. Load the Paper Properly. Paper jams are common because the end users do not know how to load the paper properly. This can be reduced if the employees are trained in the proper use of the machines. Place instructions near the office printer or the copier about proper paper loading. Paper jams also leave some paper in the machine, that is why it should be carefully inspected before proceeding with any printing job.

9. Practice Preventative Maintenance. Regular service checks are essential to extend the lifespan of the office machines. Schedule these checks with a professional technician who will look for minor repairs and can clean the machines. It would also be better if you have an in-house operator who can do these for you.

10. Keep the Office Clean and Organized. The office should be kept clean to prevent buildup of dust and debris on the office printer, copier, and the other equipment as well. The employees should be reminded not to touch the copier glass with their hands and to clean the paper tray before printing.

11. Get the Most Out of Ink Cartridges. Change the printer’s settings if your company does not have to print high-quality documents all the time. Choose the grayscale and change the resolution to low-quality or draft and use smaller fonts, photos, and illustrations to save on ink. The cartridges should also be kept clean by the technician with a cotton swab or warm water to prevent clogging and drying.

12. Regular Cleaning of Equipment. The glass of the copier machine should be kept clean using a non-abrasive cloth, while the other parts should be dusted off with fine-haired brush. The ink nozzle will need occasional cleaning with a cotton swab dipped in alcohol. When not in use, the office printer and copier should not be used as a shelf or table for other items.

13. Turn Off the Copier or Printer. Make sure to turn off the copier or the printer before any maintenance and cleaning can be done. If there is no need to print or copy anything, the machines should also be given time to cool.