Tag: ERP

Sell easily with the aid of smart tech
Practical online software can – without a shadow of a doubt – help your business (large enterprise or Start-up) get on top of its operations.

The most common operational tasks most of us use are sales and customer support. Though very important they cannot, however, be used in isolation to other business processes.

There are also other ‘bits’ and ‘bobs’ that can be built-in or integrated to ensure that your business processes are fully automated. And automation saves you time and therefore, money!

Core operations that a good ERP can manage for your business are not limited to the following:
- Sales (the lifeblood of your business)
- Customer Support (now extended to Customer Engagement)
- Accounting and Finance (all your banking, invoicing, payments and taxation)
- Supply chain and logistics management (Cataloguing, Inventory, stock management, warehousing, storage and deliveries)
- Retail (B2B, eCommerce, Point of Sales)
- Human Resources (Staffing, holiday bookings, Salaries and wages, recruitment).
- Marketing (Branding, campaign management, targeted ads etc.)
Can you imagine these have been in use since the industrial revolution and the introduction of chain stores?

Trade with IQOption

ERP is the abbreviation for Enterprise Resource Planning and is basically the software your business uses on PCs/cashier systems, scanners, and all points of sale devices.

One of a kind

We identified and reviewed a specialized ERP called SmartSaleERP. It is an integrated tech platform targeted for retail business owners to help you get in control of your business.

Granted, there are hundreds of ERP solutions out there including those from known brands such as Microsoft Dynamics, Salesforce, Zoho etc.

A distinguishing feature on SmartSaleERP however, is the kind of technology they use over and above the traditional features and user interfaces (UI).

This ‘edge’ comes from the use of biometric and smartcard tech to provide you with a better customer/user experience. The sales experience can be derived from both the customer and the business side.

Read the full feature to find out more about this distinct ERP here.
2 April 2019
Get more organised digitally!

We often hear the phrase “technology is your friend” To what extent this friendliness is, to help you to cope with your daily activities or business plans depends on how you embrace it.

Life can be chaotic. Which so much to do it is easy to frequently miss important appointments. Delays often come from having to wait till you get to a PC to respond or not remembering contact details. The worst is having to ask someone repeatedly for their number or business cards.

If you often experience that, you are getting it all wrong and definitely need this friend!

The need for emails

Emails are on a progressive, disruptive path to eliminate postal services. They even facilitate and encourage the acceptance of digitally signed documents.
Most financial companies and legal institutions in many developed countries already accept digitally signed documents.

Your digital signature confirms that the information originated from you and has not been altered through encryption. This makes it legally binding.

Naturally, you need special software or Adobe Sign, to digitally sign and attach as a PDF to an email.

Thanks to emails, we can now also easily store and get in touch with our contacts. It could be in the office, lounging around a park, watching your children play; even onboard/at the underground train station.

Additional email tools

Calendar and contacts syncing is a simple tool which is not offered entirely by all domain host providers. It works wonders along with your calendar and scheduler.

If you need a simple CRM tool to just help with email contacts and plug into an existing sales app, you can do so with a useful add-on like Outlook Customer Manager.

There are certainly advantages of decluttering your emails. This helps to alleviate the frustration of unimportant mails getting in the way of the ones you need to access frequently. For that, there is a clutter service offered by Office 365.

Additionally, to avoid retaining important attachments, and clogging up space on your mailbox, you can with a click, save large file attachments directly to your cloud storage.

With all that relevance of emails, it is critical that you source the best one – even if it costs a bit more than the (free) webmail services provided by Outlook (Hotmail), Gmail and Yahoo.

Naturally, with a paid service, you will almost be freed from the scourge of spam and malicious items embedded in documents. In some cases, they are screened even before landing in your mailbox.

More advanced features

Other perks like a ‘catch-all service’, data loss prevention, in place-hold (compliance features), and advanced threat protection. You can add them as essential services to give you an even more peaceful emailing experience.

You can, for instance, use In-Place Hold (Litigation Hold) to place user mailboxes ‘on hold’ and preserve mailbox items permanently.

This feature is especially crucial for those in the financial and legal sectors – requiring emails and its contents to be preserved for a minimum of seven years typically. Security is the central factor that has kept the postal service in business – well at least for now.

Your checklist when shopping for a good email solution:

• A decent-sized mailbox – with archiving ability – 50GB is the new standard size (don’t get short-changed!).

• Should allow you to sync emails, calendars, and contacts onto multiple devices – and it must always work!

• SMTP is now the standard and preferred Email protocol. If you are still on POP3 or even IMAP – run away!

• Customizable domain (a .com or .net or any other you have bought), with the option to add more domains and email aliases. (info@ …sales@ etc).

• Sync to an active directory – to keep your user-profile and allow for ease of single sign-on or extra security features like two-factor authentication. (Prevents unauthorized people from accessing your emails by pairing to your phone via an SMS code).

• Your mailbox (since you are storing contact details or using it along with a CRM or ERP solution) must be GDPR-compatible.

Final thoughts

Finally, a good email hosting service should provide the ability to add innovative features in the future. These include extra archiving space, advanced threat protection, and enterprise voicemail. These are characteristics of a good email solution.

Preparing to use an email solution can be effortless if you have the time. Most software suppliers like Microsoft (Office 365), have support sites with primary training material and “how-tos”.

Check out Microsoft’s Support page to upskill your Office, email, and overall cloud-software aptitude.

24 October 2018
The Impact of AI, Machine Learning & Automation on Businesses
We are living in exciting and innovative times with futuristic technology literally at our fingertips. But for the longest time, small to medium-sized businesses were not serviced by the latest tech trends enterprises have been able to benefit from. That is, until now. This piece explores these technology trends and how they will impact business in 2018 and beyond.

So, what kind of things can this ‘smart’ tech do? Just 4 months ago, an AI machine managed to complete a University level math exam 12 times faster than it normally takes the average human. How? Through the art of machine learning; where computers learn and adapt through the experience without explicitly being programmed.

Furthermore, Facebook made headlines earlier this year when their chatbots created their own language. Some Fake News stories claim that the engineer’s pulled the plugin a panic as they were getting too smart. However, the truth is that for Facebook’s purposes the chatbots needed to stick to English rather than developing their own shorthand. Their machine learning chatbots did nevertheless, create their own language outside their explicit programming.

This evolving area of computer science is the future for service businesses, and it’s already affecting the way we live and work today. In fact, research firm Markets and Markets estimates that the machine learning market will grow from $1.41 billion in 2017 to $8.81 billion by 2022!

So buckle up because these technology trends will affect every part of your business, from marketing to operations all the way through to payroll and here’s how.

Marketing Gets Smarter with AI and Machine Learning

AI and Social Media Marketing

In April 2017, CRM software provider, Salesforce conducted a study of marketing leaders worldwide, and the results were mind-blowing. Respondents said they expect to see improvements in efficiency and advancements in personalization over the next five years. More than 60 percent of marketers also envision leveraging AI to create dynamic landing pages, websites, programmatic advertising and media buying.

The main way AI will affect marketing is through nurturing leads through social media. But how? Through personalized, real-time content targeting that produces 20 percent more sales opportunities. With behavioural targeting methods, AI will be able to locate and start the nurture process, for example, a marketing stack that employs AI algorithms might learn that a specific buyer who checks into LinkedIn on Monday mornings has recently started looking for a new CRM tool. The software can then suggest (or even create) targeted posts to be published on the days and times that they’ll see them: one that asks their requirements of the software and another follow up piece with a comparison of the CRM ecosystem.

Currently, savvy marketers that are using social listening as way to nurture leads don’t have the necessary enhancement of AI and is, therefore, time-consuming, manual and not in real-time. So how do you start to get ready for this type of future content marketing distribution?

Firstly, you will need to have your buyer personas (using the consumer black box theory ) well defined. Taking a solid look at your CRM will give you tons of hints for content that will get qualified leads to respond. By taking a step back and analyzing your channel’s content (like emails, phone calls and social media messages) you will start to get the right kind of insights that will prompt a lead to take the next step into the second phase of your sales funnel. For instance, a C-Suite executive might respond best to data-driven whitepapers and infographics to peak their interests, whereas a fellow marketer might be more suited for an interactive case-study or video.

The only way to get these kinds of insights is to do a deep dive into your CRM platform and conduct a thorough review of customer details – using semantic analysis to understand the level of buying intent behind the words your qualified prospects use.

Hot tip: Starting to run your analysis now and developing strong personas will be key to implementing AI algorithms to your social media in 2018 and beyond.

Marketing and Machine Learning

Put simply, machine learning is about understanding data and statistics. It’s a technical process where computer algorithms find patterns in data, then predict probable outcomes – like when your email determines whether a particular message is spam or not depending on words in the subject line, links included in the message, or patterns identified in a list of recipients. This is a perfect example of how machine learning can be applied in marketing to optimize for successful campaigns.

Businesses can also use machine learning to up-sell the right product, to the right customer, at the right time. In 2018, marketers will continue to rely on machine learning to understand open rates when it comes to email – so you know exactly when to send your next campaign to increase click-through rates and ROI. The next big thing? It might sound small but ticket tagging and re-routing can be a massive expense for small businesses – costs that can be saved with machine learning.

Having a sales inquiry automatically end up with the sales team, or a complaint end up instantly in the customer service department’s queue, is going to save companies a lot of time and money, and this is all being made possible with modern technology.

And while solving issues in record time and delivering successful email campaigns is great, this is just the beginning.

Here’s what else to expect in 2018:

E-Commerce Reaches New Heights

You’ve been shopping for a new pair sunglasses on Amazon, then before you know it, your Facebook feed is filled with multiple eyewear ads and related trends for summer: this is machine learning. In fact, this example of analyzing data based on a user’s purchase history or online shopping behaviour is the future for e-commerce.

Retail companies are also tracking what ads or images you’re most likely to stop scrolling on, in order to target you with specific content. For example, if you always click on ads that contain happy women and some text, then a machine will log this as preferred content so that you are only targeted with ads that fit this description. Machines can also track what time of day you are most active on Facebook, Instagram, Twitter and/or Pinterest, in order to present these ads to you at an optimal buying time.

Then when it’s time to purchase, machine learning is applied to reduce the risk of credit fraud in small businesses. How? Machines learn from historical datasets that contain fraudulent transactions and can identify patterns that represent a typical fraudulent transaction – similar to the way spam emails are detected and deterred. Machine learning will start to affect other parts of your business funnel as well, just take a look at the rise of Chatbots.

Integrating Chatbots

There was a time in which chatbots were only thought of as manmade pests on the Internet, but through machine learning, they are getting smarter and businesses are embracing them en mass.

In 2018 and beyond, chatbots will play a key role in the future of customer service. Why? Chatbots can help achieve a faster customer service resolution, as well as provide quick histories of each customer for impeccable customer service. There are some key benefits that chatbots have over solely human interactions:
- Giving 24/7 customer service: The great things about machines? They don’t sleep! Coupled with the fact that chatbots are getting sophisticated enough to recognize human emotions such as anger, confusion, fear and joy. So should a chatbot encounter negative sentiments from the customer, they can seamlessly transfer to a human to take over and finish assisting the customer.
- The era of being ‘on hold’ is gone: A huge barrier to providing excellence in customer service is long wait times. How many times have you tried to get customer service from Comcast (or any TV/Internet provider) and you are getting progressively more frustrated with the wait times? This can all be eliminated with chatbots!
- Quick access to customer data makes service more personal: One thing that humans will never be better at than chatbots is quickly digesting customer data and history to provide context to customer questions. Chatbots excel at collecting customer data from support interactions. They can serve as virtual assistants that can feed customer data to your customer service officers so they have a full history of each account quickly.
This emerging tool for businesses already has significant buy-in from thought leaders around the globe. In fact, Larry Kim, Founder of Wordstream, is all in on chatbots as he has started his own company where his bots are currently in beta. With this move, it will be interesting to see how businesses will leverage robots throughout other aspects of their business. The final trend we’ll explore is Automation and how it affects businesses today.

Automation now and beyond 2018

Though Machine Learning and AI are hot topics in the tech world, it is not to a point that small to medium size businesses can leverage it in the immediate future. But there is still hope for them with automation. Powered by the Cloud, this type of technology has already revolutionized Marketing and Sales workflows and interactions but it is also starting to touch the various other parts of a business. For example:

Operations Automation

Once you win an important sale, you’ve got to deliver the product or service you’ve promised to the client. What does that process look like for most businesses now? You all will have a kick-off meeting and hope to cover all the promises that marketing and sales have given to your client.

However, with the use of operations automation and a powerful CRM, you will be able to read the interactions and see all the various touch points a client had with your company before that kick off call even happens. This will give all service businesses a head start in providing great client relations and managing expectations. This category of SaaS products is called Service Operations Automation, or ServOps for short.

Accounting Automation

If there is one data-entry heavy department it would be Accounting. The problem is that as humans, we are fallible and much slower at data entry than a machine. Innovations with bank feeds, rules-based categorization and integrated payments have dramatically reduced the workload of clerical and bookkeeping staff and given business owners more timely access to accurate financial information for their businesses.

Research, done by Xero, (a popular financial software provider) suggests that by 2020, automation will be commonplace in accounting, and a significant number of finance professionals will be using the next level of analytical tools to help them add value to business models across the globe.

Payroll/HR Automation

Finally, the Cloud and Automation have come to the Payroll and Human Resources sector. These important areas of a business too often suffer because small businesses aren’t big enough to afford a full-time HR department. What’s the alternative? Having only part-time efforts of founders and principals which can often lead to serious risk to the business.

For instance, Zenefits will automatically submit forms to the national tax authorities on the behalf of companies. With new automation technology, compliance is automated by platforms and the effort of keeping time-off approvals in sync with PTO balances and payslips becomes a thing of the past.

In the near future, we will see the rise of great technology, powered by the Cloud, Automation, AI and Machine Learning. This truly is the start of the Golden Age of Information Technology and it is time for businesses to take a hard look at their organizations and find ways to start integrating these tech trends.

This is a slightly shortened re-blog from a marketing post on Tenfold.com *

*This post was guest-authored by Tara Callinan and Jenneva Vargas from Accelo
23 July 2018
Impact of Automation on Business
We are living in exciting and innovative times with futuristic technology literally at our fingertips. But for the longest time, small to medium-sized businesses were not serviced by the latest tech trends enterprises have been able to benefit from.

That is, until now. This piece explores these technology trends and how they will impact business in 2018 and beyond.

So, what kind of things can this ‘smart’ tech do? Just 4 months ago, an AI machine managed to complete a University level math exam 12 times faster than it normally takes the average human.

How? Through the art of machine learning; where computers learn and adapt through the experience without explicitly being programmed.
Furthermore, Facebook made headlines earlier this year when their chatbots created their own language. Some ‘fake news’ stories claim that the engineer’s pulled the plugin a panic as they were getting too smart.

However, the truth is that for Facebook’s purposes the chatbots needed to stick to English rather than developing their own shorthand. Their machine learning chatbots did nevertheless, create their own language outside their explicit programming.

This evolving area of computer science is the future for service businesses, and it’s already affecting the way we live and work today. In fact, research firm

Markets and Markets estimate that the machine learning market will grow from $1.41 billion in 2017 to $8.81 billion by 2022!

So buckle up because these technology trends will affect every part of your business, from marketing to operations all the way through to payroll, and here’s how.

AI and Social Media Marketing

In April 2017, CRM software provider, Salesforce conducted a study of marketing leaders worldwide, and the results were mind-blowing. Respondents said they expect to see improvements in efficiency and advancements in personalization over the next five years.
More than 60 percent of marketers envision leveraging AI to create dynamic landing pages, websites, programmatic advertising and media buying.

AI will affect marketing by nurturing leads through social media. But how? Through personalized, real-time content targeting that produces 20 percent more sales opportunities.

With behavioural targeting methods, AI will be able to locate and start the nurturing process. For example, a marketing stack that employs AI algorithms might learn that a specific buyer who checks into LinkedIn on Monday mornings has recently started looking for a new CRM tool.

The software can then suggest (or even create) targeted posts to be published on the days and times that they’ll see them.

Currently, savvy marketers that are using social listening as a way to nurture leads don’t have the necessary enhancement of AI. This is, however, time-consuming, manual, and not in real-time.
So how do you start to get ready for this type of future content marketing distribution?

Firstly, you will need to have your buyer personas (using the consumer black box theory ) well defined. Taking a solid look at your CRM will give you tons of hints for content that will get qualified leads to respond.

By taking a step back and analyzing your channel’s content (like emails, phone calls, and social media messages) you will start to get the right kind of insights. The ones that will prompt a lead to take the next step into the second phase of your sales funnel.

For instance, a C-Suite executive might respond best to data-driven whitepapers and infographics to peak their interests, whereas a fellow marketer might be more suited for an interactive case-study or video.
The only way to get these kinds of insights is to do a deep dive into your CRM platform and conduct a thorough review of customer details – using semantic analysis to understand the level of buying intent behind the words your qualified prospects use.

Hot tip: Starting to run your analysis now and developing strong personas will be key to implementing AI algorithms to your social media in 2018 and beyond.

Marketing and Machine Learning

Put simply, machine learning is about understanding data and statistics. It’s a technical process where computer algorithms find patterns in data, then predict probable outcomes. An example is when your email determines whether a particular message is spam or not depending on words in the subject line, links included in the message, or patterns identified in a list of recipients.

It’s the perfect example of how machine learning can be applied in marketing to optimize for successful campaigns.

Businesses can also use machine learning to up-sell the right product, to the right customer, at the right time. In 2018, marketers will continue to rely on machine learning to understand open rates when it comes to email. This way, you know exactly when to send your next campaign to increase click-through rates and ROI.

The next big thing? It might sound small but ticket tagging and re-routing can be a massive expense for small businesses – costs that can be saved with machine learning.

Having a sales inquiry automatically end up with the sales team, or a complaint end up instantly in the customer service department’s queue, is going to save companies a lot of time and money, and this is all being made possible with modern technology.

Here’s what else to expect in 2018:

E-Commerce Reaches New Heights

You’ve been shopping for a new pair sunglasses on Amazon, then before you know it, your Facebook feed is filled with multiple eyewear ads and related trends for summer.
This is machine learning.
In fact, this example of analyzing data based on a user’s purchase history or online shopping behaviour is the future for e-commerce.

Retail companies are also tracking what ads or images you’re most likely to stop scrolling on, in order to target you with specific content. For example, if you always click on ads that contain happy women and some text, then a machine will log this as preferred content so that you are only targeted with ads that fit this description.

Machines can also track what time of day you are most active on Facebook, Instagram, Twitter, and/or Pinterest, in order to present these ads to you at an optimal buying time.

Then when it’s time to purchase, machine learning is applied to reduce the risk of credit fraud in small businesses.

How? Machines learn from historical datasets that contain fraudulent transactions and can identify patterns that represent a typical fraudulent transaction.
Similar to the way spam emails are detected and deterred. Machine learning will start to affect other parts of your business funnel as well, just take a look at the rise of Chatbots.

Integrating Chatbots

There was a time in which chatbots were only thought of as manmade pests on the Internet. Through machine learning, they are getting smarter and businesses are embracing them en mass.
In 2018 and beyond, chatbots will play a key role in the future of customer service. Why? Chatbots can help achieve a faster customer service resolution, as well as provide quick histories of each customer for impeccable customer service.

There are some key benefits that chatbots have over solely human interactions:
- Giving 24/7 customer service: The great things about machines? They don’t sleep! Coupled with the fact that chatbots are getting sophisticated enough to recognize human emotions such as anger, confusion, fear and joy. So should a chatbot encounter negative sentiments from the customer, they can seamlessly transfer to a human to take over and finish assisting the customer.
- The era of being ‘on hold’ is gone: A huge barrier to providing excellence in customer service is long wait times. How many times have you tried to get customer service from Comcast (or any TV/Internet provider) and you are getting progressively more frustrated with the wait times? This can all be eliminated with chatbots!
- Quick access to customer data makes service more personal: One thing that humans will never be better at than chatbots is quickly digesting customer data and history to provide context to customer questions.
- Chatbots excel at collecting customer data from support interactions. They can serve as virtual assistants that can feed customer data to your customer service officers so they have a full history of each account quickly.
The final trend we’ll explore is Automation and how it affects businesses today.

Automation now and beyond 2018

Though Machine Learning and AI are hot topics in the tech world, it is not to a point that small to medium-sized businesses can leverage them in the immediate future. But there is still hope for them with automation.
Powered by the Cloud, this type of technology has already revolutionized Marketing and Sales workflows and interactions but it is also starting to touch the various other parts of a business. For example:

Operations Automation

Once you win an important sale, you’ve got to deliver the product or service you’ve promised to the client. What does that process look like for most businesses now? You all will have a kick-off meeting and hope to cover all the promises that marketing and sales have given to your client.

However, with the use of operations automation and a powerful CRM, you will be able to read the interactions and see all the various touch points a client had with your company before that kick off call even happens.

This will give your service businesses a head start in providing great client relations and managing expectations. This category of SaaS products is called Service Operations Automation, or ServOps for short.

Accounting Automation

If there is one data-entry heavy department it would be Accounting. The problem is that as humans, we are fallible and much slower at data entry than a machine. Innovations with bank feeds, rules-based categorization and integrated payments have dramatically reduced the workload of clerical and bookkeeping staff.

This gives business owners more timely access to accurate financial information for their businesses.

Research, done by Xero, (a popular financial software provider) suggests that by 2020, automation will be commonplace in accounting. A significant number of finance professionals will be using the next level of analytical tools to help them add value to business models across the globe.

Payroll/HR Automation

Finally, the Cloud and Automation have come to the Payroll and Human Resources sector. These important areas of a business too often suffer because small businesses aren’t big enough to afford a full-time HR department.

What’s the alternative? Having only part-time efforts of founders and principals which can often lead to serious risk to the business.

With new automation technology, compliance is automated by platforms. The effort of keeping time-off approvals in sync with PTO balances and payslips becomes a thing of the past.

In the near future, we will see the rise of great technology, powered by the Cloud, Automation, AI, and Machine Learning.

This truly is the start of the Golden Age of Information Technology and it is time for businesses to take a hard look at their organizations and find ways to start integrating these tech trends.

This is a slightly shortened re-blog from a marketing post on Tenfold.com *

*This post was guest-authored by Tara Callinan and Jenneva Vargas from Accelo
23 July 2018
Great PC Phone Plug-ins for your CRM & ERP tools

Before deciding to purchase a top CRM solution like that of Microsoft Dynamics, many companies are left to question the said CRM’s integration capabilities — specifically, whether the Microsoft Dynamics Computer Telephony Integration (CTI) integration is user-friendly.

Find out the benefits, how to do PC (VOIP) phone integrations and what is on offer by a top supplier here: Practical CRM & ERP integration tools

27 June 2018
Already GDPR-ed Out?

Well, it didn’t take long. Less than a full week in fact, for the first GDPR-related court cases to surface against social tech giants Facebook and Google.

It was as if lawyers were just waiting to pounce on them for their apparent failure to protect our rights as online users. This pertains specifically to issues relating to data privacy and the sharing of private details mainly with third-party marketers.

How Facebook stores and shares your data has been clarified by several intense inquiries in the US and recently in Europe. This is where the law is set to benefit users of the social media platform in that geospatial area of the world.

The said lawsuit, however, focuses on the opt-out clause that forces you to make a choice to comply or leave. The claimant is a privacy campaigner. He has made the Billion-Euro complaint on behalf of several users; seemingly a challenge to Facebook.

Additionally, he has launched a separate suit against Google, accusing them of “pressurizing” users into accepting their data collection policies.
This ‘comply and accept or get thrown out’ clause could leave you without your routine dose of social media consumption. Such a clause is thus deemed unfair.

It could cost Facebook a lot if they get their way based on the terms stipulated in the new law. The social media giant could be fined up to a few billion or a sizeable fraction of their earnings in punitive damages.

The aim of the new law

The passing of the new regulation on May 25^th, 2018, better known as the General Data Protection Regulation {GDPR} has been a long time coming.

Despite the warnings of the “kick-in” of the regulation, many are unprepared for it. Some of the reactions to the law include confusion, anxiety by both large and small firms alike, and plain comical hysteria!

Non-compliance now carries heavy fines and penalties, up to 20 million euros for anyone operating within the EU borders.

So, what then, is the big fuss about GDPR?

Well, it boils down to a right that has since the launch of the Internet to the mainstream, been waivered and overlooked. Gaining CONSENT to use your data for anything other than the reason you went public on the Internet is very crucial.

This has become a contentious issue as many companies have over the years, unscrupulously benefited from data acquired (mined) – without your consent. Facebook only brought this into the spotlight recently.

You can read more about data mining here

Ad: Web, Network & App Scanner

Who needs compliance?

If you hold a folder, database of clients whether online or on your internal server, you would have to comply with the rules which stipulate full disclosure. This includes who you share your details with, and how the information is tracked, shared, and kept secure.

Furthermore, research in March this year showed that only 39% of the Fortune 500 companies in the UK and 47% had GDPR compliance taskforces.

Another UK firm commissioned study found that our buying behaviours are heavily influenced by we perceive our data is being handled by companies.

The consent given to use your basic information cannot be taken for granted – even in the medical environment.

German doctors’ practices, in the wake of GDPR, are manually making you sign consent forms. Doctors are now required to fully disclose who they share your contact information with.

How to be compliant

There are simple ways you can stay GDPR compliant. One method is to adopt an attitude of embracing it rather than just complying with it. You can be transparent with your customers by doing the following:

Add a cookie bar to your website. You can also add a clause/paragraph to that effect (website disclaimer) in your ‘About Us’ section.

Similarly, you must state clearly on any opt-in forms. Newsletters and any forms where their data is collected, used, and passed onto other third-parties must be announced. State clearly who they are and which data they have access to.

You then need to give your customer the option to select what they want to share. Even if such data may not be necessary for them to receive services from you.

Constantly review your relationships with third-party affiliates and partners to ensure that they are also complying with the law.
They could be jeopardizing your data compliance efforts – as Cambridge Analytica did with Facebook.

The last and most challenging step requires the action of what is promised above. This means an upgrade of your internal software to include security/encryption.

GDPR compliant software

You can obtain full compliance by using a GDPR-compliant package like Office 365 Enterprise E3. This package has email software specially designed for those of you dealing with sensitive client’s data that need to be kept for long periods. Litigation hold, heavy archiving features; as well as basic email encryption are all included.

You can add supplementary encryption software such as Azure Information Protection as an extra layer of security. This helps you to safeguard emails and stored data from being lost, compromised, or accidentally shared.

All said and done it is likely that if you are a bigger firm, you would either need to create the position of a data security officer internally. If your lawyers are not up to date with digital laws, however, you can simply outsource the service.

This should help make you become fully compliant thereby having to avoid issues with the data compliance authority altogether.

1 June 2018
Life hacks using tech

We often do things out of routine without considering if there is an easier way to achieve the same result quicker and even more effectively. In a larger company or organization, this is the job of the business analyst.

What if we applied this to other daily activities and tasks that shape the way we live?

This would give us more time to partake in the things we love.
It’s hard enough for most working-class adults to spend most of their days in the week behind a PC. This is usually followed by hours behind the wheel in traffic or commuting via public transportation.
This makes the task of going shopping or even attending a doctor’s check-up after an 8-hour work stint more of a burden or chore. Worse over if you must queue further to get the service.

This very example came to mind when a relative complained about having to go from one doctor to another. When referred to a specialist they had to then book another appointment by calling that specialist’s practice.

Now granted, this is basically a ´first world problem’. Because having a specialist attend to a back problem after your doctor recommends it during an initial check-up is a luxury. One that third world citizens could only dream of having in the first place!

Problem-solving scenario

So, in the case of the referral to a specialist, a simple unified medical system can resolve this. A CRM database linking all the medical practitioners including their schedules can save you the time taken to arrange the new appointment.
This system would also have a secure high-tech scanning and attachment add-on so that X-rays, scans, diagnoses and the attending doctor’s notes can be attached. All for the attention of the specialist.
The times for the new appointment can be chosen quickly while the patient is at the doctor’s practice. When convenient, you could then go to the specialist directly.

The concept explained

This is one very basic and rudimentary example of how an automated, centralized software solution can help schedule appointments.
To achieve maximum optimization the system would clearly require several tests before implementation.

Too often systems analysts and developers do not consider the end users. The user experience (UX) is the most crucial aspect of software development and should be the first step in building an automated system or it will never achieve its purpose.

It doesn’t have to be used as a national health solution. This is because centrally planned systems, as mentioned in a previous blog, can lead to inefficiencies.
It would need to be localized in order to make the system easier to maintain and be updated with contact details. This especially when information can change on a weekly or monthly basis.

Naturally, and for decades, health insurance companies have utilized card systems to document patient visits to practitioners. This also helps you and practice to easily claim back medical costs.

But this only serves a singular function and is laborious to run. What is being proposed in this blog post is something to resolve this in a more secure and decentralized manner.

Application and security

Cloud security has become a huge requirement and will be a necessity for all businesses and services in the very near future. Europe, for instance, is implementing compliance laws for storage of data under its new GDPR regulation.

Countries like Sweden also have similar compliance laws to handle financial (with a lot of banking going mobile) and medical data stored in the cloud.

So, security would become less of a concern for businesses when it comes to data storage and automated CRM systems in the future.

Shopping and housing convenience

The burden of shopping can also be alleviated with initiatives such as cashless processes. We first saw this introduced in Asia (China) and now adopted in the West through Amazon’s new cashless´ and cashier-less grocery stores.

While shoplifters might not see the innovation in this ‘new method’ of shopping; it saves you time spent queueing to pay and will invariably help resolve the scourge of shoplifting.

It will, however, require more reliance on technology for surveillance, to monitor and track the scanning of the goods and keep a database of records on a server.

This helps you with the inventory management and other back-office processes and is managed by an automated ERP solution (and not a person).
We are still waiting for massive roll-outs of the so-called smart houses equipped with smart chips that help regulate temperature, turn off energy-consuming devices when not in use.

Some are even equipped with fridges that remind you when food is expiring or simply needs to be replaced.

Designing such systems would naturally require careful observation into the various steps needed to reach the desired result. Details in every step from how you go from point A (selecting a product); to point Z.

Point Z being you walking out of the shop with a fully paid item. All without using cash or the need for a cashier.

Tweaking the solution

The system analyst’s job would be to engage or even simulate the processes using different test subjects and not just the best practice.
There is the possibility that you might forget to pay for the milk after checking out of a security area. That could result in an embarrassing scenario for all.

These are just two examples of countless scenarios that can help us benefit from the use of automation and AI.
There are many other subtle examples such as in the motor industry. This includes the use of computers to diagnose a ‘sick car’.

There can be a solution for every bottlenecking problem. Addressing this is now has become a new field of study. Computerization and the use of robotics to handle manual labour and repetitive blue-collar jobs will be new highly lucrative career paths.

Many new start-ups already exist purely to develop system automation.

Welcome to the future!

9 February 2018
Stop, collaborate and listen!

Working in a service industry environment can come with its operational challenges. When you are dealing with customers, it is easy to get overwhelmed with contacts, referrals, emails, and appointments.

There are, however, solutions designed for small to medium-sized businesses, that will help you keep track of processes through well-coordinated business automation.

Traditionally, business (process) automation is the task of an individual or team overseeing the digital transformation of your company. This role has been refined into what is now formally recognized as a business analyst. It involves a highly detailed audit of your business’s processes and workflows.

This is priced as an input (operational) cost or some form of revenue. The business analyst is a role like that of a quantity surveyor – but essentially with operational software.

The aim is to minimize your operational costs while expanding revenue via the tools and processes used to run your business.

The online tools

A collaboration tool like Skype for Business can help you avoid unnecessary inter-departmental meetings. This would save you loads in travel, hotel, food, and other expenses.

A quick assessment or analysis can help you shift the focus and costs away from a non-responsive product to one that will drive profits.

If a potential product required more attention from a quality or marketing point of view, you can pick up trends using a good business intelligence (BI) tool.

The application would pool all your numbers (prices, product-related interactions) usually stored in your Excel sheets. You could then present in real-time to reflect sales, revenues, staff retention, product demand, elasticity, and return on investment.

These useful actions and reports can be performed with a few clicks of the mouse using the right BI software. Again. this saves you time in meetings and limits the unnecessary requests for data from your colleagues.

File-sharing made easy

That brings us to the next tool that helps you to collate data into central repositories for quick access. File-servers have existed for several decades but are outdated as they can crash. They can also slow down when overloaded or just not hold compatible data.

Secure online file-sharing solutions can help you resolve this. By “online”, we mean the data can be accessed remotely from anywhere in the world on any device with a broadband connection.

But what is the point of having data centrally stored when you cannot access it once you leave a certain parameter/network?

When it comes to security concerns (people outside the organization or worse yet – a competitor, accessing your data), you can rest assured!

File-sharing providers have long thought about it. After all, none of them want to get sued for losing your data!

Today several banks and even public institutions consume utilize cloud services for this very reason. Companies like Microsoft, IBM, and Google are making their services more secure as well as compliant to data storage regulations nationally or globally.

They are, however, forced to charge you a small fortune for that added service!

There several examples of how automation helps you streamline or improve operations. For more practical examples and a cost-effective and easy-to-use online tool that you can use, check out Messegely.

Consider social media integration (to where most of your targetable markets are). “Social engagement” is progressively becoming a buzzword.

Having applications that link to your Facebook, Twitter, LinkedIn and Instagram used to be ‘nice-to-haves’. They are now a necessity if you want to stay in touch with your audience or market.

Recognize the need & act!

The onus is on your business analyst to source the right (most effective) SaaS tools to help channel the digitalization of your company’s social and business operations.

Not doing this may leave you at the mercy of creative destruction. Consider companies like Yahoo, Nokia, and Blackberry.

Failing to adapt to a changing landscape or being rigid with the innovation. Nokia and Blackberry allowed Apple and Samsung to snatch their market share with touchscreen tech.

Failing to streamline how you operate can cloud your judgment. This will lead to you failing to even grasp what the customer needed in the first place!

Automation can help you pay more attention to the client’s needs because you spend less time taking notes. Instead, you will be able to perform the most important task when dealing with customers – listen!

Visit the resources page for an array of top-ranked automation tools you can use. These tools will ensure that you are being as productive as you can – saving you time and of course money in the long run.

16 January 2018
Rise of the machines

As a young man born in and living in Pretoria South Africa, multi-billionaire Elon Musk – better known for pioneering the Tesla battery-operated motor concept – was shunned by the Industrial Development Corporation several times.

His innovative ideas were denied financial backing so he moved to the USA for better support. The rest as we all know is history.

The futuristic thinker, however, took a rather skeptical and worrisome handbrake-turn when it came to the topic of artificial intelligence (AI) and its benefits to society.

When a man like that with so much insight into technology warns of its potentially harming effects, it warrants notice. Musk warned that its use could foster ‘the coming of third world war’. We have to for such reasons, delve a little deeper into the topic.

We have rapidly progressed from longer periods of stone, iron, industrial, to that of space, technological/information ages. The world is now apparently fused between the latter three.

Despite skipping a few ‘crucial’ stages, we have now surged into the age of digital automation. This is while sadly still dealing with the ravages of poverty, disease, and irreversible damage to our environment.

Automation & AI usage

Automation is helping business through software like ERPs that take over traditional back-office finance and operations.

In the IT industry, the Internet of things (IoT), cloud services, and general Software as a Service (SaaS) have simplified things for IT managers. You can now just monitor and attend to more pertinent issues and tasks (hopefully not just stream movies and play games on duty).

While seated comfortably, you will be able to now perform tasks such as deploying new software, installing/removing updates on multiple machines/devices simultaneously. All with a push of a few buttons.

Trading bots

In the high-risk investment scene, automation has given traders more room for better research and analysis Thus relieving you from the known stresses and mundane tasks associated with trading.

For many trading houses and brokers, AI has even completely taken over the mundane task of making and executing trades.

Advert

If you haven’t already, read this great book entitled: The Fear Index (thriller by Robert Harris). Though fiction, it illustrates the use of a machine learning tool using algorithms to help a hedge fund company generate billions for its investors.

The use of AI is not without fault. It can also lead to costly system-generated errors like the trading error a few years at Goldman Sachs cost the firm $100 million and other cases.

Other use cases

It can still, on a ‘micro’ level, help free human capital (individuals) from PC-related issues. So things like having stress, headaches, backaches, and lack of time spent with family and friends can be a thing of the past.

In the industrial and manufacturing sectors, the advent of AI creates even more of a fear and a concern. The number (staffing) of redundancies, may increase when it is introduced.

This would require careful planning to ensure the blue-collars that are ‘replaced’, are compensated. More so, they would need to be incorporated into different areas of businesses.

Limits of robotics

Obviously, not every task need to be automated or performed by robots. We (as humans) are still required to check-up, inspect, and perform quality checks for instance.
We can, as a result, deal with inter-personal jobs that require more empathy like in customer and social service.

Human resources or getting into corporate social responsibility (CSI) projects that reach out to communities.

Embracing it

More importantly, policies by governments will need to focus ever so more on job-creation. Governments must now adopt innovative means of creating jobs or foster and supporting entrepreneurship. Projects like those of Mr. Tesla/Mr. PayPal/Mr. SpaceX has created thousands of new jobs.

As for the use of AI in weaponry and military defense systems, the less said the better. When it comes to privacy and security concerns we can only hope that rogue politicians don’t get unregulated access to such technology. In such a case we would only be able to protest and hope not to feature in a real-life James Cameron sequel to Judgment Day.

3 December 2017
One tool to serve them all

When working in retail, finance, and manufacturing (sales) industry, you often come across one unavoidable piece of software.

A Customer Relationship Management software or what is abbreviated to CRM.

Now what really is really astonishing is when people ask how a CRM can actually help their business. Often one gets asked what CRM stands for or even means!
Now granted, it is a technical and industry-specific jargon depicting an online tool. More specifically, it is software used on hardware like PCs, tablets, scanners, point-of-sale devices, and modern cash registers).
What it does, however, is something many businesses both small and large take for granted – and mostly to their detriment.

The purpose

We use CRM solutions a lot more than we think. Take our Smartphones for instance: they are basically miniature customer (data or content) managing tools and though personalized, they serve the same function.
Now to put this into perspective very quickly and simply: our phones store and manage all our contacts. Our friends, family, businesses, and clients are kept in records primarily to help us access and communicate with them quickly.
Mobile phones, have also evolved to now enable you to not only manage your contacts to just make calls or send SMS. You can now share all sorts of content with via the various social media platforms.
Each of these platforms naturally has its own purpose and account. Android phones, for instance, come with (need to be activated by) a Google account.
You can then subsequently use it to access many applications (via an app store) and not just your email.
CRMs manage a company’s accounts in a similar way. They enable you to quickly get a hold of people to either sell directly to, create or follow-up on a sales lead, or nurture the lead until it becomes a sale.
This is carried out by software that sits on the front-end of a database stored on a local server or on the cloud. The software is normally user-friendly for it to be adopted and used frequently by end users.
This enhances your productivity and therefore increases revenue for your business.

Practical uses of CRM

They are used more by salespeople and staff of companies that offer a service via their customer support services or front-end teams.
So, when you call your local phone company because you are behind on a payment or would like to hand in a product for repairs, it is a CRM system that is used to log, track and manage the case till is solved.
The transcript, along with the call logs and resolutions are kept for a later date or time for if you make a follow-up call, request a new service. These records are stored in a database or what is called an instance.
Depending on what your company does, it will have several (national or regional) instances to help access data even faster.
A CRM can help you manage a healthy relationship with your clients to ensure that you are not calling them several times a day to put them off.
It will stop you from forgetting to follow-up on scheduled calls or emails or worse yet, sending them the wrong product or information about your offerings.

Salient features

A good CRM package also comes equipped with a means for you to create and store brochures, create effective and targeted marketing campaigns, generate quotes and invoices (PDFs). It will also come with a solid built-in knowledgebase.
This is a stored pool of resources containing processes and scenarios to help you quickly resolve a problem, prescribe a product or log a case.
And nowadays, like a mobile phone, a good CRM software can seamlessly help you integrate with social media platforms to follow, service or attract customers from those digital marketplaces.

Several CRM tools out there that offer different functionalities and depending on the size of your business, you can get a basic one that just manages your contacts and interactions.
Then you have ones that handle full-scale operations (back-office processes like warehousing, inventory, accounting, finance, payroll, and HR).
Those fall under another high-level category of CRMs known as Enterprise Resource Planning tools or ERPs. A topic for another blog perhaps as they are a totally different animal altogether.
CRMs are however, an component of ERPs and bigger companies would need both to handle large scale operations.
So you see how useful a CRM is in helping to run your company. They are now being even more automated with the help of Business Intelligence and AI.
That makes it even easier for you to use them to grow your business to levels where ERPs you would eventually need an ERP.

Many CRM suppliers offer free trials and even free online software, so take a shop around to see which one fits your needs.

The current industry leaders in CRM solutions are Dynamics (Microsoft), Salesforce, Oracle, SAP CRM and Zoho.

30 November 2017

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