21 Aug 2019

Managing Lists in SuperOffice Admin

SuperOffice has a wide variety of features available, one of these being lists. As a SuperOffice user, you can create custom lists for your database in order to meet your business needs.

However, if you are a first-time user of SuperOffice Admin, then we have a quick and easy 10-minute guide to show you:

  • How to add new lists
  • How to customise lists to change the visibility for different user groups
  • How to add headings
  • How customisation of lists will affect the view from both business interest and business type in SuperOffice CRM.

Our SuperOffice superhero, Tony Poole, will go through with you the best way to manage lists in SuperOffice Admin to ensure the best performance and easy readability.

If you want to get started with SuperOffice CRM, then please get in touch with Synergy Technology on 0345 456 0050 or send us your enquiry through out website: https://www.synergytechnology.co.uk/contact/enquiries/

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21 Aug 2019

9 Prospecting Tips all Sales Professionals Need to Know

The art of perfecting prospecting in the sales industry can be an incredible difficulty, even for the pros! Prospecting is one of the key stages of the sales process…

  1. Prospecting
  2. Preparation
  3. Approach
  4. Presentation
  5. Handling Objections
  6. Closing and Follow-up

…then repeat! Through prospecting, your sales reps are potentially creating a pipeline of potential customers, as each prospect equals an opportunity. Yet, statistics show that 42% of sales reps named prospecting as the most challenging stage of the sale process.

But why is it so difficult?

Prospecting Issues in 2019

Prospecting has become increasingly difficult for sales professionals for numerous reasons. Some problems occur when many prospects intentionally create barriers to make it more difficult for sales reps to get in touch. Also, many sales reps shoot themselves in the foot when they only use one avenue of approach, which could be solely focusing on cold calling, or cold emailing or other alternative routes.

The problem which is consistent for most sales professionals though is that prospects in 2019 are overloaded with sales and marketing pitches from outsider companies that it becomes difficult for your company to be recognised.

9 Tips for Sales Prospecting in 2019

However, when done correctly, prospecting can work a charm, in polishing your sales skills and for allowing you to find the goldmine of potential customers who are the perfect fit for your company.

  1. Creating an ideal prospect profile

An important thing to remember is that just because a company is in your database, it doesn’t necessarily fit your ideal customer base. Recent studies show that 50% of your current prospects are NOT a good fit for what you want to sell. Therefore, take some time to get to know the different types of customers for your company.

Who are your top five best customers? Who are your top five worst customers? Who are your most profitable customers? Which customers are your least profitable?

From this, you can create an ideal prospect profile for each of these groups. Once you have a full profile list of customer groups and your existing company list, then you can find more potential customers who match your criteria, as you will have a focus on the bigger fish in the sea, rather than chasing after the little fishes and wasting your time!

  1. Identify ways to meet your ideal prospects & use a portfolio of contact methods

Identifying prospects can be a simple task once you understand the way you found your “best” customers. This could have been through a trade show, or via referral or through social media. Once you discover this, you can then pull your resources into focusing on the best way to reach prospects for your company.

For each prospect, you can then identify which social events they will be gathered at, which social media channel they are most active on or which person will be the best point of contact for a cold call.

Furthermore, each prospect you identify has their own personality and preference in the way of which they want to be contacted. Some prospects will take cold calls, some won’t. Some will read cold emails, some won’t. Some will read snail mail, some won’t. Some will read blogs, some won’t.

It is important to put in the time and effort to reach each prospect in their preferred way, not in the manner which is easiest for your company.

  1. Actively work on your call lists

It is important to set some time aside each day to focus on your cold call lists. Research shows that 69% of buyers accepted a call from new salespeople in the past 12 months and that sales professionals find this effective nearly 30% of the time.

For each cold call, it is important that you are prepared with questions which you think your prospect would be interested in. You may want to create a general list of questions or make sure that it is specific for each prospect, as you should make your prospect feel like they are wanted by your business, rather than just being a part of a long list of prospects.

By having a dialogue prepared, then you can ensure to maintain an interesting conversation with your prospects, which can aid in securing a sale.

It is important to keep in touch with your prospects, whether this is every 6 weeks or 6 months. By working consistently on your cold call list, you will be able to turn potential prospects into interested prospects into permanent prospects.

  1. Send personalised emails

There are two important factors to remember:

  • Each email should be personal to the prospect
  • NEVER forward the same email twice

With the number of sales and marketing emails that your prospects are being bombarded with, it is important that you stand out from the crowd. With most prospects preferring to be contacted by email, it is shown that there is a 26% higher open rate for personalised emails over mass emails, therefore it is vital to make the time for each prospect.

Ensure that the content is different and identifies the needs related to each prospect, as well as ensure that the email is correctly optimised for both desktop and mobile devices (not all prospects will use the same device)!

  1. Ask for referrals

It is common knowledge that happy customers help to spread the word of your company. Statistics show that 91% of B2B customers are influenced by word-of-mouth when making their decisions, with the referral-based sale closing ratio is between 50% to 70%.

A vital, free of charge service which each sales rep should be focusing on are asking your customers for referrals. By keeping in touch with your existing customers, this should be an easy enough task. Asking your happy customer for a referral immediately after a sale is the key point as the sale will be fresh in your customer’s mind.

For a positive experience, research shows that 83% of happy customers would be more than likely to provide a referral. So, chase up your new customers for a referral, because it could lead to a whole new list of potential prospects.

  1. Become a know-it-all

By becoming a know-it-all of your own company and what you offer, you can help to keep those referrals coming in.

Becoming an expert in your field will help to create this image for each prospect that you are interested in benefiting the prospect’s business, rather than a salesperson who is trying to make their own company more money.

By creating a personalised experience for each prospect, you are providing them with attention and are taking their business seriously, as you know their needs, their concerns, but also their victories and achievements. Using all that knowledge, you can help to add value to your proposition.

Finally, you know what your company is offering inside and out. Did you know that 54% of prospects want to find out how the product works on the first interaction? Hence, you need to be prepared and ready to speak in detail about what you offer, to discuss the key functions, to be able to answer any questions and to give examples of how it will benefit each prospect.

  1. Build your social media presence

Social media is a continuously growing giant which is taking over sales and marketing efforts, and it is here to stay!

Prospects can visit various platforms to try and find information on what they are buying or signing up to, such as Twitter, Facebook LinkedIn and YouTube. If your company is relatively new to social media, then simply start by creating a social media profile on a social media channel which you think will be most beneficial for your company. For B2B companies, LinkedIn is the most important platform for you. Then you need to start gaining followers from your employees and existing customers, gain reviews and implement a social media campaign to regularly post to your profile.

Statistics show that 84% of senior executives use social media to support their purchasing decisions, therefore you need to make sure you have a social media presence to increase the chances of securing your prospects in the future.

  1. Demonstrate your sales skills in video format

Something which is relatively new to the sales prospecting process is using video as an outreach tool!

This can be both corporate demo videos or a simple amateur video to introduce yourself (the sales rep) to your prospect. This helps to give your prospect a look into what the real you looks like, rather than just speaking through emails or over a telephone, or briefly speaking at a trade show. Using videos, you can help to add that personal touch to your sales pitch to your prospects which you have been missing. After all, 7 in 10 B2B buyers admit to watching a video at some point during their buying process.

So, why not take advantage of your trend? It may be something completely new to your business, but it may be the key that you are missing with your prospecting.

  1. Follow up, follow up, follow up

Finally, following up on your first initial point of contact with each prospect is vital! This means making multiple phone calls, emails, sending additional information and other follow-up activities.

Following up helps to build relationships and demonstrate the ethos of your company, showing determinations and trustworthiness. Each follow-up will be different depending on which point your prospects are up to. A follow up could simply be sending a “just checking in” or a “thank you” note can go a long way or sending a draft proposal or further information about what your company can offer.

Research shows that if you haven’t heard back from a prospect within 24 hours, then it is vital to follow up as you have a 21% chance of getting a reply with your second form of contact.

With a CRM system, you can easily keep track of when you need to follow up with prospects. SuperOffice CRM is a great way to ensure that you optimise your sales prospecting to the best of your company’s ability.

 

If you would like to get started with SuperOffice CRM today to aid your sales prospecting, then get in touch with Synergy Technology on 0345 456 0050 or send us your enquiry and we will respond promptly! https://www.synergytechnology.co.uk/contact/enquiries/

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13 Jun 2019

How to Fix Mail Link Issue between Outlook & SuperOffice

Over the last couple of months, we have been made aware of the same issue arising between Outlook and SuperOffice for our customers. The issue at hand is the ability to archive emails from Outlook to SuperOffice persistently disables on Outlook, therefore making users unable to archive emails.

Luckily, there is a simple fix to this issue which everyone can do! Here is our quick and handy guide to fixing the mail link issue between your Outlook and SuperOffice.

Step One: Check for Installation of Add-in

To simply check for the ‘SuperOffice Ribbon’ in your Outlook, go to Outlook, File, Options and then Add-ins.

Can you not see a ‘SuperOffice Ribbon’ amongst your add-ins as shown in the screenshot below? This may mean that you need to install the add-in.

Installation of SuperOffice add-in to Outlook.

 

Need to know how to install the SuperOffice Ribbon?

Simply follow these steps:

  1. Go to your Control Panel.
  2. Look for either SuperOffice Mail Link or something that could be that, for example, ‘SO Mail’
  3. Uninstall the application if it is older than v11.2.6985
  4. Go to the following URL and download the latest SuperOffice Mail Link: https://www3.superoffice.com/DownloadService/
  5. Follow the instructions for installing the application, allowing the application permission to your computer.
  6. Once done, you may be asked for your username and password to be entered. If so, enter your details. If you do not get asked, then go to the add-ins menu in Outlook and enable it*. It should then appear in Outlook.

*Follow to step three to learn how to enable the add-in.

Step Two: Check for Inactive Add-in

Another reason for the add-in not working is if it is an inactive application. To find out if that is so, go to Outlook File, Options and then Add-ins. 

You will see at the bottom of the pop-up Outlook box, there is a ‘Manage’ section with a dropdown menu. Click on the dropdown menu for ‘COM Add-ins’. Then click ‘Go…’

Inactive SuperOffice add-in with Outlook.

Once you have completed this step, another pop-up Outlook window will appear, in which you then click on the ‘SuperOffice Ribbon’ add-in option. Click ‘Ok’ once finished.

Activating SuperOffice add-in for Outlook.

 

Finally, close and re-open your Outlook to find that the SuperOffice Ribbon add-in now appears.

Step Three: Check for Disabled Add-in

One last check you can conduct is to see if the SuperOffice Ribbon add-in is disabled. To see if it is disabled, you must open the Outlook options box once more via Outlook, File, Options and then Add-ins.

You will see at the bottom of the pop-up Outlook box, there is a ‘Manage’ section with a dropdown menu. Click on the dropdown menu for ‘Disabled Items. Then click ‘Go…’

Disabled SuperOffice add-in with Outlook.

If your SuperOffice Ribbon add-in is disabled, then you will see the add-in amongst the disabled items pop-up Outlook box. Click on the SuperOffice Ribbon add-in to highlight it, then click the ‘Enable’ button.

Enabling SuperOffice add-in for Outlook.

Finally, close and re-open your Outlook to enable the add-in.

Are you still experiencing issues with your Outlook?

If you find that you are still having issues with your Outlook and SuperOffice add-in not working correctly, please get in touch with Synergy Technology on 0345 456 0050 and we will assist you to the best of our ability.

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11 Jun 2019

New Holiday Planner Integration for SuperOffice

At Synergy Technology, we understand the pressures that are faced by SMEs for keeping track of holiday requests and other staff absences.

Hence, we have developed a Holiday Planner plugin which can be integrated into your SuperOffice CRM system to help you to take control with a complete holiday planning solution. Learn how you can take out the frustration of holiday management with Synergy Technology below.

Key Features of our Holiday Planner

  1. Calendar organisation
  2. Review holiday requests
  3. Employee-specific holiday allocation
  4. A centralised hub
  5. Clarity for your employees
  6. Easy to use

Read more about the key features of our holiday planner here: Holiday Planner from Synergy Technology

How will my company benefit?

Your company can benefit from using our Holiday Planner by creating a more effective line of communication between yourselves and your employees. The holiday planner can help to speed up any holiday requests and the approval process, therefore become an effective time-saving solution.

Moreover, it will allow for you to have more control to effectively manage holidays and holiday requests, therefore you can avoid any staff shortages at key times throughout the year as well as minimising any holiday clashes.

Effective holiday management can help to raise employee morale, in which Synergy Technology can help to offer you this with our Holiday Planner.

Would you like to find out more about the Holiday Planner plugin for SuperOffice from Synergy Technology? Get in touch on 0345 456 0050 today for details.

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10 May 2019

How to Generate Personal Data Reports in SuperOffice

It’s super easy to generate your personal data report in SuperOffice! If one of your contacts requests to see any personal data registered to their profile, simply use the integrated report export tool to get the information as quickly as possible.

Your new report will contain all the data registered to that specific contact. This includes:

  • Contact information
  • Interests
  • Subscriptions
  • Consent information
  • Registered activities
  • Communications

The “communications” section of the report will also include any information on follow-ups, document, requests and mailings.

Generating Personal Data Reports

Creating personal data reports in SuperOffice couldn’t be easier.

To generate a new personal data report, follow these instructions:

  1. Log in to your SuperOffice system.
  2. Navigate to the required contact in the Contact
  3. In Windows: Click Contact on the file menu, then select Generate Personal Data Report.
  4. On Web: Click Task then Generate Personal Data Report.
  5. In the Privacy Report dialog, you may view the information registered to that contact.
  6. Send the report either as an email attachment or save the report as a PDF.

Any reports you generate are automatically archived in the Activities area.

With SuperOffice, it’s simple to manage your contacts’ data and information. For more information on handling personal data within your systems, please contact Synergy Technology. Call us on 0345 456 0050 or email us at sales@synergytechnology.co.uk today!

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03 Jul 2018

Improving your SuperOffice CRM system with bespoke development

SuperOffice is a powerful scalable CRM database system designed for organisations that operate in the business to business market sectors. Our professional development team at Synergy Technology provides additional bespoke development work to ensure that SuperOffice users maximise the functionality and effectiveness of their CRM system. Trevor and Richard two of our talented team of developers, outline the features and benefits of bespoke development.

What is the reason for requiring bespoke development?

“Bespoke development for SuperOffice can cover almost any operational enhancement that a business requires to really make the most of their customer relationship management system. We help our clients extend and customise SuperOffice so that they can achieve the maximum efficiency from the system in their daily routine, which then becomes richer with information and delivers better results.

“We can practically program anything necessary into SuperOffice to enhance the sales, marketing and customer service functionalities of a business.”
Trevor, Head of Development, Synergy Technology.

Every industry, every business and every process has different and sometimes very specific requirements. SuperOffice out of the box can not to meet all these complex requirements. If it did, it would be very expensive, difficult to update and deliver across a wide range of platforms, and would end up including modules and functionality that would not be utilised by the majority of SuperOffice users.

SuperOffice consolidates the key contact functionality of a business based on its Sales, Service Delivery, Marketing and Customer Processes. Bespoke development is designed to make SuperOffice a perfect 100% fit to each and every client’s specific needs.

It has been designed to support client specific business functions and can be tailored by developers to suit a wide range of requirements. Development work can cover anything from integration between CRM operations and third party add-ons or modules, as well as developing sophisticated reporting systems that combines data from several systems linked to SuperOffice.”

What sort of development work do you do?

We can create a wide range of processes and functions that enhances the effectiveness of SuperOffice and its application, this includes:

  • Create web pages that can carry out functions connected to SuperOffice.
  • Converting documents within SuperOffice to PDF.
  • Additional telesales processes.
  • Creating sophisticated sales operations.
  • Call scripts, call logging and related reporting.
  • Additional marketing activities.
  • Automating repetitive tasks, consolidating information.
  • Integrating systems or data from other systems to streamline internal processes.
  • Full end to end marketing integration.

 

Synergy Technology can devise a bespoke solution for almost any requirement for additional functionality in SuperOffice.

Development work can eliminate repetitive time consuming manual data processes with automated functions that equally reduces the risk of duplication of data and improves data accuracy. Richard, SuperOffice Developer, Synergy Technology

Examples of SuperOffice development that Synergy Technology has produced for clients include:

  • Package integration with financial packages including SAGE50, Pegasus Opera, Dynamics NAV, Access Dimensions, SAP integration and Xero.
  • Integration with email marketing systems including eMarketeer and CommuniGator.
  • Integration with systems such as INKWRX to convert existing business forms and documents allowing paperwork to be completed using a mobile phone, tablet or digital pen.
  • Tailoring functionality.
  • Developing modules to quickly lookup postcodes and business information online.
  • Tailoring reports and documentation to reflect the company standards.
  • Even something as specific as adopting the system to work with deep sea exploration and offshore windfarms for monitoring profit cost control and access control.

 

What are the real benefits of bespoke work for SuperOffice users?

Basically bespoke development within SuperOffice ensures that it works seamlessly and effectively across financial, sales, marketing and customer service activities and consolidates any system functions that share the same data or reporting.

Other bespoke work is adding functionality to the existing system, or maximising the value of the data within in the system by creating informative, up-to-date reporting. Developing bespoke work usually involves incorporating SuperOffice into existing third party systems or with a new system that the client wants to start using. The key is understanding what the client is looking to achieve from their CRM system.

“Listening to our clients, understanding their needs, and determining the best most cost effective solution is our priority. To find the best solution we always seek to offer the most effective and perfect fit.

We also aim to find the best solution for the client, and focus on ensuring that the development work can also be adapted for future requirements. By considering the client’s long term plans for their CRM system we can make sure that any bespoke work is not isolated but forms part of their future needs.

Often development work it is not always as complicated as a client may first think. Often we can resolve a requirement for the client by identifying functionality that already exists within SuperOffice that is not being utilised by their team. Training and technical support may be all that is required to improve the system. Additionally, development work to improve a client’s system to meet their requirements can be resolved by integrating third party add-ons that already exist such as eMarketeer or Business Analyze with SuperOffice.

It is also becoming increasingly popular is to develop functionality using web pages (also called web panels). Basically we create a page you can access using a browser like Internet Explorer or Chrome. The web page is developed and designed completely by us but the functionality is dictated by the client and we also try to keep the look and feel consistent with the look and feel of SuperOffice for ease of use”.

Reducing the work to create a monthly management report down to just 0.12% of the original time!

“A specific example of bespoke work for SuperOffice for a client was some very simple development work to automate a rather time consuming Management Reports that required updating and printing every month.

The original process adopted by our client was a laborious task to prepare the report by reviewing statistics, sales figures and other information from SuperOffice and subsequently updating data within an external report. Our development work took two days to complete using (something about in Sequel etc.) and turned the onerous task into a “click refresh report” button reducing this process to well under a minute, a tiny fraction of the original effort. The invested development time was making a saving for the business within its second month of implementation.

Improving internal telesales procedures and increasing sales, customer and team satisfaction and profit.

“Over our 20 year history we have been approached with many special requirements and market specific requirements. In 2015 we were engaged by a dynamic organisation with a team of 40 internal telesales people making high volume call outs to businesses in the UK.

They were experiencing poor data management, lack of data sharing, the need to remove duplicate tasks and no clear method for follow up, to name but a few of their problems. Our brief was to create a process within SuperOffice to bring together the data management whilst also providing an easy to use telesales tool to allow the business to increase customer touch, manage information via a single data source, clean and manage the data for the business and remove work duplication.

As a result of the bespoke development, the organisation saw an improved performance within the telesales team, an increase in appointments and in turn an increase in business and sales. The SuperOffice functionality that we developed is a module called eTelesales and is now available as a commercial add on for SuperOffice.”

Improve the efficiency and sales and marketing processes in your business

The main benefit of bespoke development work is to streamline processes within the client’s business that also results in increased productivity and offering major time saving benefits. Here are some of the key benefits:

  • Save time – bespoke development creates time saving benefits to the users.
  • Better control of information – by using the same data sources across your business systems.
  • Reduce errors – by automating repetitive processes.
  • Simplify processes – saving time and releasing employees to focus on other tasks.
  • Better monitoring of sales performance – ensuring your team have real time results.
  • More unified sales and marketing processes – immediate alerts to sales leads via campaigns.
  • Improved customer services – providing a consistent, proactive and monitored service.

 

Synergy Technology has the technical resources to develop your SuperOffice system

Synergy Technology is a highly skilled accredited partner of SuperOffice. We have a dedicated technical team with extensive working knowledge of the software who are able to apply practical and customisable business solutions using the application.

Synergy Technology also provides a range of existing development work available to all SuperOffice users. Our eSuite modules including eTelesales, ePostcode, ePDF are designed and developed by technical experts in business programming and are designed to complement SuperOffice functionality. eSuite modules are created using a unique process of analysis and then applying a design and development solution to deliver a timely, cost effective solution that meets the needs of the small to medium business.

Our technical team can also offer your business ongoing guidance, advice and support to ensure SuperOffice is scaleable and adaptable to the changing needs of your business, including the implementation of additional applications such as digital marketing, mobile applications, advanced reporting and quote management. To discuss your development needs for SuperOffice, please contact Synergy Technology on 0345 456 0050 or send us an email today.

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