CLIENT INFORMATION

The production company "ECOGRAD" offers a wide range of products of its own production for equipping parks and courtyards, sports and outdoor 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.

NEED FOR IMPLEMENTATION. TASKS THE CLIENT CAME WITH

The company has an office where managers work, a sales department and a production department with a design office and engineers, which is located in another area, far from the office.

Before the implementation of Bitrix24, work in the company was carried out in emergency mode. Managers, economists, designers and production worked in Excel, WhatsApp, Telegram, without 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 management of the transaction and greatly complicated the work with engineers and production, effectively making the production process unmanageable.

It was necessary to think through and configure the automation of the entire process of the company’s work, from communication with customers, receiving orders, manufacturing, to production and shipping of the finished product, connecting all departments and communication channels.

IMPLEMENTATION PROCESS, PROJECT FEATURES

We called key employees, putting together all the details and nuances of the work.

We described the structure of the company, which departments need access to documentation, templates, and calculation tables.

We identified external communication channels with clients.

We connected mailboxes: corporate and employee, created standard Bitrix24 forms and posted them on the website (taking into account the agreement for the processing of personal data).

CONDUCTING THE TRANSACTION FROM THE MOMENT OF THE CLIENT’S APPLICATION, PRODUCTION IN PRODUCTION, AND UNTIL THE ORDER IS SHIPPED

Described in this block. Expand to read.

Let's look at the automation process in more detail, since 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 clients, collecting and recording requirements. Next, the manager, together with the design and engineering departments, calculates the commercial proposal, sends it and coordinates it with the client.

In the system, all actions are displayed as separate tasks.

 

The manager prepares a contract and specifications for the order. Hereeconomic department is connected. The documents are first agreed upon 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 this it beginspreparation of implementation documents – technical specifications for designers and process engineers, and himselfthe process moves to another branch, which will now workproduction.

 

The designer receives a task prepare the model, do the detailing and send it for production. It also does its job in Bitrix24 with the click of just a couple of buttons.

 

In production they receive a task, all the necessary documentation and begin production. When readythe product is transferred to the warehouse and handed over to the customer.

 

NOTIFICATION TO THE MANAGER ABOUT AN OVERDATE 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 general director.

This notification is implemented as a separate module, which 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 technical specification, where boring text is written and an inexperienced user needs to delve into the details himself.

Instead, we created an interactive flowchart that shows the entire process map.

We recorded a video that showed the entire work process step by step. We went through each stage together with the Head of the Sales Department.

We separately recorded training videos for each department of the company, in which we explained what works and how.

WORKING WITH THE SOLUTION. RESULTS ACHIEVED

Automation was done using standard Bitrix24 processes (business processes and smart processes).

The entire company - Management, Administrators, Accounting, Sales Department, HR Department, Production (Designers, Supply) now work in a single system.

The Bitrix24 portal has become a kind of electronic assistant that assigns the right task to the right person at the right time and controls 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 with their work and monitors its implementation.

The manager, working with the client, records all the information that is aggregated in the transaction.

And the deal itself performs several functions:

• Reference information – checking the stage, documents and other data that is updated during the work process. All documents are also stored on Bitrix24.Disk.

• Scheduler – set a reminder to call the client, make changes to documents, etc.

• Setting tasks for employees - any employee always knows what task needs to be completed, deadlines and details.

BENEFITS FROM IMPLEMENTATION

1. 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 a given order. This took time and required additional control. Now the system does all this.

2. You no longer need to waste time on correspondence, transferring work, files, explanations. This is all done by the 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 if the order is delayed, they immediately receive a notification and can quickly resolve the issue.

All employees responded very positively to the transition to work at Bitrix24.

They were interested in learning how to work in the new system and were actively involved during implementation.

We were able to test the work with sales department employees even before the process was launched on the portal.

The implementation of Bitrix24 took about two months and now employees are actively working on new transactions, some of which have already been transferred to production.