Bitrix24 implementATion guide or how to implement bitrix24 without fatal losses

guide bitrix24

IMPLEMENTING BITRIX24 ACCORDING TO THE LIST OF KEY QUESTIONS

My name is Levon Musoyan and I am pleased to present you a list of important questions that will help you to approach the task of implementing Bitrix24 in the most optimal way, without wasting time and resources.

Before you start implementing Bitrix24, you should take care of describing the goals of implementation in order for this implementation to be effective and work for the company.

Unfortunately, we often encounter a situation where the implementation is understood as the use of Bitrix24 as a set of tools, without first examining and describing the company's processes. In other words, implementation is carried out not as digitization of processes, but as an attempt to use a basic tool.

IN THESE CONDITIONS, USUALLY THE RESULT DOES NOT MEET EXPECTATIONS:

✓ Bitrix24 is implemented formally,
✓ the team does not understand why they should use the system,
✓ components and modules of Bitrix24 are not used as intended,
✓ the system does not help the team in any way,
✓ the manager does not receive data about the work, because the team does not use the system.

This list can be updated with more items, but the general point is that the implementation was done formally, and the money was wasted.
It is much more effective to work through the right questions before you implement Bitrix24, which will either help to do it yourself or find the right integrator.

So, let's move on to the questions

GOALS: WHAT ARE OUR GOALS?

The answers, for example, might be:

give the team clearly described steps that define the actions of employees at each stage of the process of providing value to the end customer, thereby increasing the speed of production and the quality of the product produced,

give the team convenient tools that help them work with less effort - convenient means of communication, document generation, exchanges with other systems, automation of all kinds,

eliminate the use of human resources in processes where robots can do it,

give the manager an understanding in numbers of what work is being done, where the bottlenecks are, so that an opportunity to influence the problem areas can appear.

WHAT IS THE MAIN BUSINESS PROCESS IN THE COMPANY?

The answers, for example, might be:

We sell a product or a service, for that:

Call center forms the product - a meeting with the client, the meeting is the product of the call center,

Sales department holds a meeting in order to build trust and sell a product or service to a potential customer,

Cost estimating department calculates the cost of production of the product / service, forms the technical documentation and a commercial proposal,

Sales department informs the client about the parameters of the deal and makes the sale,

Sales (production) department purchases raw materials, uses resources, produces and ships the product or service,

Closing documents are exchanged,

The client is placed under warranty or subscription service.

As we can see, it is not difficult to decompose any of these processes into statuses, define the roles' actions in the value creation process, and identify sub-products. This is the consolidation of the Company for systemic work within a single tool - Bitrix24.

WHICH PROCESSES CAN BE SUPPORTING?

The answers, for example, might be:

Supporting marketing processes can be implemented to warm up the client before or during the sale, as well as to prepare the client for the purchase of our additional services,

procurement processes can be implemented for prompt interaction with suppliers and counterparties,

supporting processes of recruitment, as well as team motivation, can be implemented to work in the area of HR

support processes can be implemented for warranty and maintenance,

supporting processes can also be implemented in the form of an independent funnel to handle complaints and/or returns, and so on.

As we can see, most of the supporting processes are also subject to description and can be implemented as sub-processes of the main process, with which they can be closely linked.

ROLES: WHICH ROLES ARE INVOLVED IN THE PROCESS?

It is important to identify and write down which roles are involved in the process and what part of the value they create. In other words, what work they do and what is their product.

The answers, for example, might be:

call center employee - negotiating with a potential client to make an appointment,

employee of the sales department - receives the client, conducts negotiations, prepares a request for an estimate department,

estimator calculates and generates project documentation,

employee of the sales department - forms commercial proposals, contracts, invoices,

support manager leads the implementation process,

accountant receives and processes documentation, and so on.

STATUSES: HOW TO CORRECTLY IDENTIFY STATUSES IN PROCESSES?

To give you an example, let's take a look at the Bitrix24 CRM funnel, in which the Call Center works. An employee has to establish contact with a potential customer, present the product/service in a basic way, and justify the benefits of cooperation. In other words - to sell the meeting.

The status model for the funnel could be as follows:

New deal,

Objective: to establish contact with a potential client, to present the product/service in a basic way, to justify the benefits of cooperation,

Requires processing,

Objective: to lead to the goal - a meeting with a member of the sales team,

Waiting,

At this stage, the employee is not working, and the transaction is waiting either for the date of the next contact, or for any incoming message from the Client on any communication channel,

Meeting has been set,

Task: 2 hours before the date and time of the meeting to confirm the meeting with the Client, to move the transaction to the next stage,

Meeting confirmed,

Task: the task of the Call Center employee "to transfer" the Client to the sales department, and the employee of the sales department "to receive" the Client for the meeting,

Success is to pass the customer to the sales department, and move the deal to the Sales Department funnel.

HOW TO GET AWAY FROM HUMAN ERROR?

You should pay attention to problem areas and identify where it is difficult for an employee to produce correct results.
For example:

To get away from the "forgot to schedule" problem, you need to eliminate this phenomenon by asking the employee for the date of the next step,

To get away from the "diversity of outgoing messages" problem, you should prepare basic template responses,

To avoid the problem of "mixed outgoing documents", you should prepare the automatic generation of these documents on the basis of CRM data, and so on.

These are examples for general situations, but for specific situations, ask your integrator to develop a solution that may not be obvious.

In any case, it is worthwhile to make an inventory of the problem areas on your own, or with the help of a consultant. After effective implementation, some of the problems will disappear completely, but there will be new areas that need improvement. Thus, in several iterations, it is possible to greatly improve the main and supporting processes.

HOW TO LOCK THE DESCRIPTIVE PART IN ORDER TO WORK WITH IT LATER?

Our favorite and main tool to prepare for Bitrix24 implementation is a mind-map.
On a mind-map we usually display:

Roles of system participants,

A system of funnels (each with its own subproduct), with statuses, and their interaction among themselves,

Tasks for the roles in each stage, each funnel.

These mind maps can be simple as as well as very complex.

Our blog has a breakdown of such models:

Why does a company that sells through instagram need Bitrix24 CRM?
Let's analyze another implementation model of Bitrix24, by the example of one of the HR tasks

If you are interested in this approach to description, write us a message and we will share our experience in this matter.

what's next?

So you have prepared a description of the main and supporting processes, their role and status models. What's next?

Now you are having a choice:

A. Do the implementation on your own,

B. Make the implementation with the help of a Bitrix24 integrator.

case

BITRIX24

read

What do we offer?

STEP 1. FILL OUT A REQUEST FORM

STEP 2. WE WILL SET UP AN ONLINE MEETING TO TALK ABOUT YOUR REQUEST IN MORE DETAIL

STEP 3. WE WILL OFFER THE MOST EFFECTIVE INSTRUMENTS FOR YOU

STEP 4. WE WILL DRAFT A ROADMAP OF THE UPCOMING CHANGES

STEP 5. WE WILL GET YOU NEW QUALITY OF PROCESSES IN BITRIX24

CRM-форма появится здесь

TALLINN Tornimäe 7-137, 10145

working hours Monday through Friday
from 10 a.m. to 5 p.m. (GMT+3)

CONTACTS info@adpdev.co
+372 698 0336