Created in conjunction with CRM Report

Transcription

1 Created in conjunction with 2014 CRM Report

2 BACKGROUND With our increased sales and marketing activity, finding a better way to track and manage our contacts and sales conversations has risen up the to-do list. We started asking around looking for recommendations, we got some great suggestions, but usually we heard something along the lines of; Yeah, we ve been looking at them too, but there are just so many different systems with too many features out there. Eventually, we just gave up.

3 BACKGROUND So, we undertook a research project. We looked at four systems, Highrise, Insightly, Web Ninja and Capsule. We compared features, prices and we took them for a test drive (if a free plan/trial was available). This is by no means an exhaustive list of CRM packages, these are just four that we think would work well in a small to medium sized business environment.

4 THE CRITERIA In order to make sure we were comparing apples with apples, we decided upon a list of criteria. We ranked the criteria in order of importance: 1. Minimum features - the system must be able to: Function as an address book (names, contact details etc). Add notes to contacts to make a sales/conversation history (eg Spoke to Bob today, he s interested in XYZ etc). Attach relevant s and documents to contacts (eg sales proposals). Act as a to-do list, and have the ability to check items off once completed (preferably with some kind of reminder function). Track the sales pipeline/kpi s/milestones.

5 THE CRITERIA 2. It must be easy to use. If we need to read a 100 page instruction manual before we use it, we re not interested. It must be easy to get information in and out of the system.

6 THE CRITERIA 3. Relatively low cost We want a solution that works, but we don t want to be locked in to a long contract and we definitely don t want a large upfront cost.

7 THE CRITERIA 4. The system must be cloud based There are situations when our sales team will need to be able to use the system off-site, so it should be accessible using an internet browser like Internet Explorer or Firefox.

8 THE CONTENDERS: Highrise We really liked Highrise. It ticks all the boxes without introducing extra features to trip you up. The interface is very clean and the whole thing is just nice to use. Its free plan includes two users and 250 contacts. Unfortunately, there s no storage space on the free plan, so you can t attach files like proposals to your contacts. If you ve never used a CRM system before, Highrise is a good starter option. Its exporting function means you can get your information out without a fuss if you ever need to move to something bigger.

9 THE CONTENDERS: Highrise Pros Meets all criteria. Super simple to use and perfect if you just need a system to track your sales conversations. Has Apps for iphone & Android Cons No document/file storage on the free plan. Doesn t have the advanced features of other systems. Android App isn t free to download. Verdict: Its ease of use makes it a good choice for 1-2 users (especially if you re not super tech savvy), although the inability to store files on the free plan is a shame.

10 THE CONTENDERS: Web Ninja Ordinarily, we would have given Web Ninja a miss due to its lack of a free trial, but we ve included it for two reasons; It was recommended to us by a client, and its add-ons are truly impressive. Web Ninja doesn t have a free plan, its cheapest plan works out to be AUD$75 per month. That gives you 5 users (average AUD$15 per user) and unlimited contacts and storage space. With MYOB and Outlook integration Web Ninja lets you create invoices and them off from within the system. With its Skype integration you can even use Web Ninja as a small scale telemarketing system.

11 THE CONTENDERS: Web Ninja Pros Meets all of our criteria. Huge range of features and add-ons like MYOB, Xero and Ostendo. Comes with its own system you can use to send out e-newsletters. Lets you make phone calls from the CRM via Skype. Cons No free trial, no free plan. The extra functionality could make setup a bit of a hassle. Features could be a bit too much for the average user. Verdict: At AUD$75 per month, it s getting on the expensive side, as 5 users is a bit excessive. If you re wanting a complete CRM solution, this is one to look at.

12 THE CONTENDERS: Capsule Runner Up! Like Insightly, it integrates with Google Apps out of the box, so it will grab all of your contacts and save you a ton of time on the setup. The free plan is adequate, with 2 users 250 contacts and 10Mb of document storage. Its integration with Xero and Mailchimp (available on paid plans only), makes it a very good choice if you already use these cloud-based services.

13 THE CONTENDERS: Capsule Pros Meets the criteria. Integrates with Google Apps and a whole host of other systems. Offers a FREE mobile app for the iphone and Android. Integrates with Mailchimp & Xero (Paid plans only) Cons File storage is on the small side (10Mb) Extra features only available with the paid plans. Verdict: If you (or your team) are often out and about, the mobile app could be a lifesaver. And if you use Mailchimp or Xero, it s well worth upgrading to a paid plan.

14 THE CONTENDERS: Insightly The Winner! Insightly claims to be the most popular CRM on Google Apps. The Google integration saves a lot of time on setup if you run your s through Google like we do. With a free plan that includes 3 users, 2500 contacts and 200Mb of file storage, Insightly is far and away the most generous free plan. In terms of additional features, Insightly also offers a project management system. It s a fairly advanced feature, but it has the potential to be a useful tool if you re coordinating tasks and team members on a daily basis.

15 THE CONTENDERS: Insightly Pros Meets all criteria. Best free plan. Doubles as project management software. Integrates with Google Apps Has a mobile web version for smartphone browsing. Cons The project management feature could be a little overwhelming. Verdict: The winner! It s probably a little overpowered, truth be told, but its free plan is the best, hands down.

16 QUESTIONS / COMMENTS? Do you use a CRM system? We d love to hear your thoughts or recommendations! Get in touch via at admin@compedge.co.nz