How to streamline your company's internal processes and communication

Centralize your workflows in Poologics from lead through warranty and facilitate richer communications

First, Templatize, Automate, and Grow together:

As companies grow, they need to standardize processes and streamline communications to make everyone's life easier. Poologics provides tools to help you integrate your processes and communication from lead through warranty. Every company is different, so as you onboard your team, be clear about what the standard operating procedures will be.

Let's start with principles first and then move towards examples:

Principles & Examples

1. Poologics should be the single source of truth for context related to contacts, opportunities, and projects. Examples: 
   
   1. All notes, designs, estimates, proposals, and contracts should be added to the opportunity. 
   2. All final construction plans, selections documentation, and engineering documents should be uploaded to the project. 
   3. All incoming invoices from subs and supplies should be uploaded to the bills section of the application
   4. All site pictures should be added to the project file. 
2. Users must own their data. Poologics is meant to be collaborative -- this means that project managers must update their projects, schedules, and communicate needs for example. Data is only useful if it's timely, useful, and relevant. Examples:
   1. Salespeople should keep the statuses of the opportunity up to date, and notes added to the application. (Use meeting details to standardize this process.)
   2. Project Managers should update task status and mark them complete within Projects.
   3. Coordinators should keep PMs accountable to owning their data and implement standards of communication to receive needs and requests. 
3. When setting up the application, start simple and iterate toward more complexity. Each project has nearly infinite steps to complete -- make sure that you're engineering too much upkeep of the software into the application. If you think you have overcomplicated it, simplify. Examples:
   1. Have fewer tasks on your project template for your team to keep up with, but be more descriptive per task about what's expected.
   2. Have fewer CRM Stages that salespeople need to update.
   3. Hold off on using subtasks. 
4. If your team is hesitant to try new things, find a beachhead and lower the onboarding ramp. Examples:
   1. At a minimum, require that they log a daily report to a communication channel named "daily report" or "construction journal" 
   2. Have them upload job site pictures directly to the project file
   3. Enter in all the selection specifications so it's easy for them to grab them when they need them.  
   4. Only use Poologics for scheduling. 
   5. Add the lead form to your website so that new leads are automatically added to the software.
5. Teach your team to mindmeld with the software. Examples:
   
   1. Data dump: After a phone call, onsite consultation, selections meeting, internal budget review, pre-plaster meeting, etc. that you log all meaning points and documents to the appropriate spot in the application. 
   2. Add notes and images from the job site. Yes, you can do this from your smartphone or tablet.

1. Keep the schedule and activities list up to date.  Examples:
   1. Your team should be able to log into the application in the morning and know exactly what needs to be done and the order in which it needs to be done in. 
   2. Close tasks and activities in a timely manner!
2. Conversate in the application.  Examples: 
   1. Use direct messages
   2. Use channels
   3. Send messages to followers within the opportunity or project
   4. Respond via email so that response is captured within the appropriate record. This works from the job site! 
3. LEARN BY DOING! Onboard your data together.