The production company "ECOGRAD" offers a wide range of products of its own production for equipping parks and courtyards, sports and street areas. The company has been creating small architectural forms for more than 5 years, working with large developers, city parks, city administrations, management companies and individuals throughout Russia.
THE NEED FOR IMPLEMENTATION. TASKS WITH WHICH THE CLIENT CAME WITH
The company has an office where executives work, a sales department and a production department with a design office and engineers, which is located in a different area, far from the office.
Prior to the introduction of Bitrix24, work in the company was carried out in an emergency mode. Managers, economists, designers and production worked in Excel, WhatsApp, Telegram, without high-quality communication, and managers could not control the work.
Documents for each project were stored in different folders on different computers, which further complicated the transaction for managers and greatly complicated the work with engineers and production, in fact, making the production process unmanageable.
It was necessary to think over and set up the automation of the entire process of the company, from communication with customers, receiving an order, manufacturing to the production and shipment of the finished product, connecting all departments and communication channels.
IMPLEMENTATION PROCESS, PROJECT FEATURES
We phoned key employees, gathering together all the details and nuances of the work.
They described the structure of the company, which departments need access to documentation, templates, and calculation tables.
Defined external channels of communication with clients.
We connected mailboxes: corporate and employees, created standard Bitrix24 forms and posted them on the website (taking into account the agreement on the processing of personal data).
CONDUCTION OF THE TRANSACTION FROM THE MOMENT OF THE CLIENT'S APPLICATION, MANUFACTURING AT THE PRODUCTION AND TO THE SHIPMENT OF THE ORDER
Described in this block. Expand to read.
Let's consider the automation process in more detail, as it combines the work of specialists from different departments of the company and is the main assistant at every stage of work.
The transaction will be supplemented with the necessary data and documents, which will be automatically recorded in the appropriate fields.
Primary communication - communication between sales managers and customers, collecting and fixing requirements. Then the manager, together with the design and engineering department, calculates the commercial offer, sends it and coordinates it with the client.
In the system, all actions are displayed as separate tasks.
The manager prepares a contract, specification on order. Herethe economic department is connected. The documents are first coordinated with the economist, after which they are sent to the client along with the invoice.
When the contract is concluded, the economist controls the payment and notes in the system that it has been received.
After that it startspreparation of documents for implementation - terms of reference for designers and process engineers, and heprocess moves to another branch, which will now workproduction.
The constructor receives a task prepare a model, make detailing and send for manufacturing. It also does its job in Bitrix24 by pressing just a couple of buttons.
Get a job in production, all the necessary documentation and start manufacturing. By readinessthe product is transferred to the warehouse and handed over to the customer.
SUPERVISOR NOTIFICATION OF AN OVERDUE TASK
If an employee has violated the deadlines for completing a particular task, after a certain time, the system will send a notification to the manager of this employee.
The notification is configured so that it cannot be ignored or missed.
If the manager did not influence the work process and did not solve the problem, the system will notify the CEO.
This notification is implemented as a separate module that is connected to the main process and controls the scheduled deadlines for the execution of the business process at each stage of the main process.
TRAINING EMPLOYEES IN THE NEW WORK PROCESS
To involve employees, we used a non-standard TOR, where a boring text is written and an inexperienced user needs to delve into the details himself.
Instead, we have created an interactive flowchart that shows the entire process map.
We recorded a video showing the whole process step by step. We went through each stage together with the Head of the Sales Department.
Separately, we recorded training videos for each department of the company, in which they explained what and how it works.
WORKING WITH THE SOLUTION. RESULTS ACHIEVED
Automation was done using standard Bitrix24 processes (business processes and smart processes).
The whole company - Management, Administrators, Accounting, Sales Department, Human Resources Department, Production (Designers, Procurement) now work in a single system.
The Bitrix24 portal has become a kind of electronic assistant that sets the right task for the right person at the right time and controls the deadlines. At the same time, the employee responds to this task by uploading the necessary data, documents, files and does not keep in mind what needs to be done next. Bitrix24 helps employees in their work and controls its implementation.
The manager, working with the client, captures all the information that is aggregated in the transaction.
And the transaction itself performs several functions:
- Reference information - checking the stage, documents and other data that are replenished in the process of work. All documents are also stored on Bitrix24.Disk.
- Scheduler - set a reminder of a call with a client, make changes to documents, etc.
- Setting tasks for employees - any employee always knows what task needs to be completed, deadlines and details.
ADVANTAGES FROM IMPLEMENTATION
- The security issue has been resolved. Previously, work was carried out in an Excel file, access to which had to be shared only with those employees who directly work with this order. This took time and required additional control. Now the system does it all.
- You no longer need to waste time on correspondence, transferring work, files, explanations. All this is done by an electronic assistant, and employees are completely focused on doing their job.
The company works more transparently, you can track all processes and not lose customers.
Managers control all stages, and in case of delay in the execution of the order, they immediately receive a notification and can quickly resolve the issue.
All employees reacted very positively to the transition to work in Bitrix24.
They were interested in learning how to work in the new system and were actively involved during the implementation.
We were able to test the work with the sales department even before the process was launched on the portal.
The implementation of Bitrix24 took about two months and now the employees are actively conducting new transactions, some of which have already been transferred to production.