Case Study #2

Our client is a consulting and advisory firm that provides services to businesses, organizations, and governments in areas such as strategic planning, leadership development, and conflict resolution. With a team of experienced consultants, they work closely with clients to provide customized solutions for a more efficient way of working together, through getting a deeper understanding of team synergy and empowering leadership teams. 

As their operations critically require good relationship management and communication with large amounts of different types and sizes of organizations, contact database management had a vital role in the success of the firm. With a large contact database of clients and investors and managing multiple projects, the company needed a tool to track pipelines, sales cycles, client relationships, contacts, and invoicing. Additionally, they had multiple resources with different formats and lacked cohesive and organized data, which made it challenging to utilize the database for marketing and sales purposes.

To address these challenges, our team of consultants worked closely with the client to develop a solution tailored to their needs. Our team began by conducting a screening and carried out initial meetings to understand the current situation and come up with a project plan. After the initial review, our teams pulled together data across different platforms such as Survey platforms, RSM, Airtable and Outlook at a single source to carry out the data formatting. The teams ended up gathering more than a hundred upfront clients to ensure their contacts are in the database, and put over a thousand contacts in progress. 

Along with the data gathering, data validation was a critical aspect of the project as it ensured that the data was accurate, complete, and consistent for further operations. As the next step, our team of experts utilized various methods to ensure the accuracy of the data. First, the teams conducted a data audit to identify data inconsistencies and errors, including duplicate contacts, identify incomplete information, and outdated contact details. Then used multiple resources to fill out missing data, ensuring that the our client had a complete and accurate record of their contacts.

The team also cross-checked the information with different resources to ensure that the data was correct by verifying the company, position, email addresses, mobile phones and other contact details to ensure that the information was up-to-date. This process involved checking information from the company website, LinkedIn, and other social media platforms.

In addition, our teams have collaborated with our client to validate their data by contacting their clients and investors. For all manual data entry processes, our Executive Admin team and RS team worked fast and efficiently. 

Once the data was validated, we moved onto tagging all contacts based on their relationship with our client, enabling easier navigation and customized fields, such as their prospect projects and associated funds. Our teams have tagged the contacts based on their organization type, including investors, clients, and partners, also used relationship types and date as a source of tagging. This enabled our client to easily navigate through their contacts and identify the relationships that they had with each organization.

The tagging process also enabled the client to customize their fields, creating 20 customized fields which the client can filter based on, allowing them to reach out their contacts based on specific projects, associated funds, and other customized fields. This enabled the client to easily identify prospects and clients that were associated with specific projects or funds, allowing them to personalize their communication and marketing efforts accordingly.

After successfully populating and validating the clients’ contact database, our team proceeded to implement a new CRM platform for the company. With the new sales pipelines in place, the client was able to easily track all types of sales and interactions in one central location. Contacts were synced with new deals, providing a recorded history of actions, notes, and associated files uploaded. This made it easier for the client to prioritize leads and opportunities, and to identify areas where they could improve their sales processes. Additionally, the platform allowed them to easily generate reports on their sales performance, providing insights into areas of strength and areas that required further attention.

Results 

As businesses continue to face increased competition and global economic challenges, the need for consulting and advisory services has grown rapidly. The consulting firm's commitment to providing customized solutions for their clients has helped them establish a strong reputation in the market. However, managing a large contact database with multiple resources and formats had been a significant challenge for the company. The data inconsistencies and errors also made it difficult to use the database for marketing and sales purposes.

Our team's solution to this challenge was to conduct a successful database preparation, validation and tagging, which helped to streamline the management and organization. Our team conducted a data audit, cross-checked the data with different resources, and utilized various methods to ensure the data's accuracy, completeness, and consistency. Moreover, implementing Zoho Bigin has enabled the client to track all their pipelines, sales cycles, client relationships, contacts, and invoicing on one platform seamlessly. This has streamlined their sales processes and provided insights into areas of strength and areas that required further attention. The company can now utilize the database for marketing and sales purposes, helping them to expand their client base and increase revenue.