In our last article, we discussed some simple, low/no cost tactics for rolling out digital options for day-to-day operations. This time, we are going to look at some much more advanced techniques, some of which might require more significant investments in software/application purchase, hardware procurement, and training. As always, consult with a trusted It professional and perform a cost/benefit analysis of any major operations changes before investing in their implementation.
Before I begin, it is important that I disclaim the following:
- I am reviewing applications that I have used or been referred to through my trust network, and found of value. There are many other choices in the categories of software below. If I left out your favorite software, application, or widget it was not out of spite. Perhaps it was just out of lack of experience with it. I encourage readers to comment on this post with their favorite software suggestions, too.
- I am not receiving any tertiary benefits or compensation from reviewing or mentioning any of the vendors listed below. Do your own due diligence before using any of these products.
Examine Cloud Computing vs. Locally Run Software
Perhaps the biggest debate in software for business now: To Cloud or Not to Cloud, that is the question. The “cloud” is location-independent computing. In many cases, user can access cloud functionality in a platform-independent way, such as through a web browser. Google and Salesforce are two great examples of companies using cloud computing. With the increasing prevalence of smartphones and the iPad for business and not just entertainment operations managers need to examine whether the cloud functionality and ease-of-use are the right choice. In many cases, one must weigh the value of an app with a one-time micropayment with premium monthly payments to unlock additional features vs. a perhaps higher single upfront cost for an X-seat license for locally installed competing software. Think carefully about which option would be better for your organization. A mixture of local and cloud applications might be the solution.
Software and Applications Across All Operations Levels
From initial customer interactions, customer relationship management, site visit, to project management, the following is a quick guide suggesting some useful software and applications to help run every aspect of your business.
Google Apps
Underneath the framework of your company, consider running Google Apps on your domain to manage email, shared calendars, document sharing, contacts, company intranet and more. Administrators can roll out a branded experience for users (logo and colors). This is a great option for small business especially that don’t have the resources to invest in some of the bigger name small business solutions (Mircosoft). Enterprise editions are available including more guaranteed uptime, 24/7 phone support, Blackberry and MS Office interoperability and more.
Customer Prequalification
Consider website-integrated smart forms that engage with a database (which we will discuss later) along with applications like RoofRay and Pictometry. Applications that your prospects can engage with to help self-asses their solar potential and educate them will bring better-informed and qualified prospects to you.
Customer Relationship Management
A glut of CRMs like Sugar, ACT, and Salesforce can help companies manage customers from intake all the way through a project and into referral marketing afterward. Keeping track of each customer’s profile in a single database with notes from interactions, service records, and relationships with other customers highlighted can help you better manage you customer relations, help you learn about patterns in your sales and project cycles, and better inform your marketing efforts. Choosing the right CRM is one of the most important decisions to make as a growing sales-driven business.
Proposals and Contracts
Consider using tools like OnGrid, CleanPowerFinance, or SolarNexus to create attractive proposals, financial analysis, and contracts. For a lower-cost option, set up a Google Form to take in leads and use templates in Google Documents to develop and ultimately deliver your proposals and contracts.
Signing and Payment
Consider digital signing and digital payment options. Can you or would you take a credit card payment for the down payment? Apps are even available now for iPhone, iPad, and Android. Check out Innerfence and Square for simple, low-fee options.
Investigate Online Project Management Software
Products like SolarNexus, specifically created to help manage the operations of solar companies or even more general project management tools like Basecamp can help keep track of milestones, paperwork, and inspections.
Encourage Smartphone Use and Related Apps
We have mentioned some uses of smartphones already from site evaluation to contract signing and credit card processing at the kitchen table. New apps are released every day from business productivity, document management, and even industry-specific apps like the Solmetric SunEye. Even just simpler use of smartphones like on-the-go email, contact management, and social media access can improve the productivity of sales staff, busy executives, and capture real-time PR opportunities.
GPS Navigation
Might seem odd amongst the glut of software recommendations, but it’s often a time saver to equip crews and sales staff with GPS navigation (as well as paper saver!) Garmin led the way though now there are dozens of others, including apps for iPhone, iPad, and most other smartphones.
Most important, and I must reiterate, have a solid plan in place and a budget in mind before implementing any new software or changing any company operations practices. Communicate clearly with employees to ensure that they understand the effects that these changes will have on their jobs. Track the results of using these new software methods. While you might not see results immediately as everyone is retraining, continue to measure and analyze data to ensure your new solutions are providing you the results you had forecasted. If not, find out why. Training problems? Software too cumbersome? Bad implementation? Test. Measure. Adjust. Repeat.