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Added: August 25, 2021
Have you ever wondered how some business owners seem to be able to get so much done?
It’s not that they have more time, they just know what tools they need, and how to use them effectively.
Have you played around with a business software or two and failed to get great results?
It is easy to sign up for a SaaS product subscription, but to actually get work done and get the right ROI takes effort and planning.
This blog post will give you 9 business management software hacks that can help maximize your productivity and make sure all of your projects are completed on time!
9 Business Management Software Hacks
Business management is about organizing and planning for efficiency, and you already know that. When it comes to using business management software, it’s not much different.
The key thing is to make sure you don’t get lost in work or work tools, and that you don’t waste your time in doing things that can easily be automated or delegated.
Let’s look at the proven tips for the most efficient use of business management software.
#1. Keep Software Limited
We begin with the most important hack.
There are countless business management software — will you use them all? The more you look, the more you’ll find new tools to improve your productivity.
You have to stop somewhere. There’s a new kind of integrated business solution gaining ground these days, and business owners are loving this shift.
Just think about how much money and time this one change can bring for your human resources department, right?
We’re talking about holistic business software like EngageBay — they’re so versatile that they’re often called ‘virtual office spaces’.
Here’s a step-by-step guide on how to decide which software should stay and which ones must go:
- All of them can go except the one that does it all 😉
#2. Delegate, Delegate
Do you know the key difference between freelancers and in-house employees? Freelancers tend to be more experienced and the cost of their services is more flexible.
Tasks like revamping a website for design and content, or writing detailed blogs are best outsourced to experienced freelancers or the right agencies.
These days, you can hire freelancers at competitive rates. Whether they’re high school students, have a technical diploma or a bachelor’s degree, they tend to deliver a higher quality of work and you can sign them up only when you have a requirement — it’s a win-win!
Another part of delegating work smartly is to assign work to your full-time employees in line with their best abilities. As someone who manages human resources regularly, you may think you can do this by judging people yourself, a business management software can always do a better job at analysis.
The right small business management software like EngageBay can easily show the chief executive officer which employees are best at what tasks.
Good employee management and prompt problem solving improve the overall business efficiency. You can let the software do the work of assigning tasks to your managers or employees based on their scores, availability, seniority, and other attributes.
Imagine delegating half of your work to agencies and freelancers, and delegating the rest to employees without having to figure out which task goes to whom.
That’s what a management software for small business should help you do. This hack can save hours of your time, and as a small business owner, your time should always get more priority than anything else.
#3. Automate, Automate
Tired of tedious and repetitious tasks? Automate them all!
You can actually save dozens of hours and avoid monotonous, repetitive work with an affordable, modern business process management software.
It can be your new productivity buddy that lets you automate most business activities, including email campaigns, sales tasks, deals reporting, and even getting new leads and scoring them for value!
For instance, EngageBay can automate lead scoring, keep track of your leads’ value (score), and automatically send your sales reps reminders to follow up with leads that become qualified.
You can set any conditions for leads to get different scores, and maybe when they are at 10 you can send them emails but when they’re responding to emails and hence their score is now 20, you call them.
How many such leads can you possibly track yourself? Automate this entire workflow and just call leads when they’re ready to hear from you.
This is but one example. On the other end of the customer lifecycle, it’s hard to keep track of all the prospects’ window shopping from your website and abandoning their carts.
You must not assume that all of them were window shopping. Some just need gentle reminders or discount offers to get back to their cart.
Your business needs a software to automate sending emails and SMS to these potential customers, and EngageBay can even help you with templates for your marketing content.
#4. Note what drives success
The right business metrics help you track the success and failure of every aspect of your organization.
We know how difficult it is to choose from hundreds of metrics. But your focus should remain on actionable & informative KPIs linked to specific goals.
What this means is a sales or deals dashboard that can show you in very simple charts and graphics the latest performance of your projects.
These key decision-making metrics can include sales, revenue, profits, customer acquisition, conversion rates, churn rates, and so on.
A powerful business management software will give you a visual overview of all the progress your organization is making (or not).
The most advanced software, like EngageBay, even let you add custom metrics for business and sales reports.
Related blog: Sales Dashboard: How Does It Improve Revenue?
#5. Measure the Cost Per Customer
A key business management tip is measuring your cost per customer.
You should always track the ROI of your ad campaigns, check how much you’re spending through other channels to acquire and retain customers, and how much you’re spending on customer service, product development, and business infrastructure.
PPC ads are a great way to acquire customers at a low cost per lead because you can target your audience so precisely with messaging that appeals to them based on their needs or interests.
When it’s time for retargeting campaigns or email marketing campaigns, consider how much the business is making by acquiring each new customer through these channels before investing too heavily in any new channel of communication.
A positive ROI is when the average customer lifetime value is more than the average cost per customer acquisition.
To get these figures right by yourself is rather tough. A business process management software can easily calculate all these for you without any prior learning, and it’ll be much more accurate 🙂
#6. Use a great calendar tool for appointments
One of the biggest issues small business owners face is managing their time and appointments.
A calendar tool will help you keep track of all your employees’ availability and meetings. It can also make sure that they are not overworked with too many tasks or meetings on any day.
EngageBay offers an integrated calendar tool where you can share meeting schedules, work hours for each manager and sales rep, and even set custom windows for the availability of the sales reps.
The software will track the time zones of the sales reps and the customers, so even remote working will be a smooth affair with this calendar tool — plus, you don’t have to pay a penny extra for it!
Also, you can send out (automated) confirmation and reminder emails to clients, add buffer times for all the appointments, set daily limits on the number of appointments, and avoid last-minute notices, so you have ample time to prepare for every meeting.
This way, your business productivity improves, and nobody’s exhausted.
#7. Streamline all the work with a unified software
Psychological studies show that people are at their best performance when they reach the mental state called ‘flow’. To get there, one’s focus has to be intense. In your regular workday, this isn’t possible unless all the work is streamlined.
You can streamline all the work with business management software that’s unified, integrated.
What does this mean?
For example, if you have a small agency or organization with a website and a blog, the best solution is to opt for a single small business management software (like EngageBay).
A software like this integrates with your website, all your blogs, email apps, and social media pages.
It will track and enable automation of assigning or modifying sales tasks, virtual appointments, client support records, website chats, and SMS broadcasts, all without any extra cost.
There are lots of tools tailored for different aspects of business management, and that can make you spend too much time switching between tools.
Why do that when just one software can take care of all your business processes?
Streamlining work can enhance productivity and get more done in less time. It also improved employee satisfaction, which in turn improves business success.
#8. Get a 360-degree customer view
Have all the contact information and interaction history on one contact profile, so you have a quick reference for what your customers are like, and who else is working with them.
Make sure you have up-to-date and complete contact information about each customer so that all of their social media engagement, personal attributes, value scores, and so on are easily visible in one place.
Having a 360-degree customer view gives you a productivity edge over your competition, especially those who aren’t yet using such advanced tools.
EngageBay offers a 360-degree view of all customers — you can send newsletters to your contacts exactly when they’ll be most receptive. The software can tell this based on the data collected from their previous interactions with your organization.
This way, business success comes faster.
Another example of a 360-degree customer view is getting to know how your clients or customers are interacting with other businesses in the same industry.
This will make you more knowledgeable and competitive, while also securing relationships that may benefit your business in the future.
For example, you can identify potential customers when they show interest in other brands within your industry, and you don’t have to do any of this monitoring yourself.
Based on the keywords your leads search on social media, your business management software can show you the shopping or product preferences of your leads.
Then, you can send them an introduction or promotional email that is personalized for their preferences and hence more likely to convince them to buy from you.
#9. Use help desk for regular customer queries
If you have a business with lots of customer queries, it makes sense to invest in help desk software.
With this tool, your customers get to have their questions answered 24/7, instead of waiting for an email reply or phone call that may never come.
This is more than just answering questions: They can also raise support tickets and manage their account right from your business’s website or app — which means there’s less room for mistakes!
A help desk tool makes business management really efficient and improves customer satisfaction levels.
On the other hand, it also frees up your sales and marketing teams, so they can focus on other important business tasks.
Software like EngageBay can be used as CRM for lead management and marketing automation — but it’s also an excellent help desk tool with 24/7 live chat support, autoresponder emails, canned responses, and customer support tickets with full-fledged automation.
This way, you don’t have to manage customer complaints in different systems: They will all appear on one dashboard.
You’ll save time by having fewer people involved in resolving the same queries, and many times your customers can just resolve their regular queries themselves.
Think of your business management software as more than just another tool you experiment with — think of it as a business partner that helps get things done faster and better!
A business owner’s success is directly correlated to how well they manage their time and resources.
If you don’t have the right tools for the job, or if you can’t figure out how to use them effectively, it’s no surprise that your productivity suffers.
A business management software like EngageBay not only makes life easier by automating business processes and removing tedious manual tasks from your plate, it can help increase revenue and improve your ROI on marketing campaigns.
In this blog post, we’ve shared 9 easy hacks for using business management software in a way that maximizes efficiency and even improves the bottom line. You spend less money, waste little or no time, and get lots of work done.
Plus, you have better employee and customer satisfaction!
Have you already tried any of these hacks to make your own business more manageable? Let us know in the comments.