How to get your team onboard with Poologics

Personas and Processes

You know your office best.

As with any software, it takes a team to animate it and truly make it yours. After we tailor the CRM and project management modules according to your internal processes in the kickoff and startup call, it's time to consider the use-cases and how your team will interact with Poologics.

We know that it can be hard to teach old dogs new tricks, but if you prioritize the most important tasks they need to do in Poologics, you'll quickly gain traction on the new software, and be on your way to improving your business systems. As with anything, keep it simple, don't overthink it, and iterate towards greater complexity as needed. 

So, what will it take for your team to see Poologics.. (click the links for tips.)

..as a source of truth. 

..as an order of operations and a method to the madness.

..as an uncluttered channel for communication.

..as storage for all of the project documents lead through warranty.

In Poologics, we break our use cases into primary and secondary audiences/users. In some offices, these roles will consolidate into one or two people who wear multiple hats, but the use-cases remain nearly the same. 

The Personas

Primary Use Cases:

1. Office Administrator/Manager/Coordinator: this role is really the nervous system of the office. Often, they often assign leads to salespeople, coordinate or provide oversight on schedules, and often handle permitting and inspections. Occasionally, this person also dips into the financial side of the business. To drill down on this usecase, click here. 
2. Sales and Marketing Team members: those who bring leads in and work them! To drill down into this usecase, click here. 
3. Project Managers and Field Managers: depending on the size of your office, you'll have a PM and/or FMs. These teams manage subs, execute plans, and communicate needs back to the office. They are often in the field and less in the office. To drill down into this usecase, click here. 

The Processes to Consider: 

• Regarding Lead Capture

• • If you are not using the Poologics lead form or have a call-in or walk-in lead, who will be the person in charge of creating the new lead in Poologics?
  • Are you organizing your lead status to make it easy to ping cold leads with marketing emails? 

• Regarding the Sales Process
  • Prerequisite: Lead Status Customization 
  • Initial Contact
    
    • Who is the first person to contact or vet the lead? Read about lead notifications. 
    • Who assigns the leads to a salesperson?
    • Once you've set up your lead statuses, are there people who should "own" that status? For instance, once a lead status is turned to "Designs", should the lead be assigned that lead to the designer and turn it to the next Status when designs are complete? 

• • Working Leads
    • Who schedules the initial consultation, design meetings, etc.? Use the event calendar. 
    • Is there a document from the initial consultation that you should be attaching to the lead? Designs? Who is responsible for doing this? Consider creating an electronic document to handle this or simply attach your document to the lead detail.
    • Have you integrated your Gmail account to view the emails to this lead?

• • Estimates and Proposals
    • Whether or not you are using Poologics or not for estimates and proposals, there likely needs to be a place to access these documents for purchasing, punch items, etc. It's essential to get in the habit of attaching leads with their relevant documentation: gunite calculators, notes, excel documents, designs, etc.
    • Who is responsible for adding plans, contracts, purchase orders, and other documents related to the project
    • Read more about estimates and proposals. If you want to use Poologics for estimates and proposals, reach out to support@poologics.com so that we can discuss the onboarding process.
  • Project File Creation: Who turns leads to projects? 
    • The project file creation is the six-step flow that happens when you turn a lead status to sold. Here's what users do when they turn leads to projects:
      • Add more contact information (Gate codes, billing info, etc.)
      • Adjust the planning stage from the selected template
      • Adjust the construction stage from the selected template
      • Add agencies, permits, and inspections to the project (can be skipped and added later)
      • Add the receivables (can be skipped and added later)
      • Add the budget costs (can be skipped and added later)
• Project Management
  
  • Who manages the customer's experience? How are they doing that? Discussions? The customer portal? Are they keeping notes on this relationship for the team to see?
  • Who adds the construction plans? Engineering Documents? Purchase Orders
  • Who adds selections?

• • Who updates schedule elements?
    • Actual Starts and Finishes
    • Closes out inspections

• • • Creates and closes out tasks
  • Who adds payments to the receivables? Do they upload a picture of the check as well? 
  • Who adds and approves the bills? Are they responsible for uploading the invoice?