Automated sales for manufacturing

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hi everybody welcome to the achievers club and today we have ankit sarawaki as achiever in our master of business prohibition program uh ankit is dealing in stationary products he is manufacturing the products and he is exporting it to multiple countries in the world so welcome ankit thank you kevin thank you so much for having me here yeah and congratulations on you know being uh selected for the achievers club please uh you know introduce yourself on uh what do you do what is your business okay when i'm uh into manufacturing of stationary products we have uh a brand called saya in domestic market we are also exporting to various countries in uh europe and uh uk and u.s as well and we for the domestic market we have a lot of products which we are importing this okay great so uh how many years it has been for you to be in this business so we started in about 2009 or 2010 and it's been about 10 12 years journey in this business okay so you alone you started right yes great so congratulations that you are able to you know increase your business to the level that you are exporting it to uh multiple countries thank you so much great but why did you you had the need why did you wanted to join our master of business automation program okay so cable actually i was always wanting my business to be very organized but uh since i came uh into my business on my own i had no set uh system in place so i wanted to put up a system where uh everything could be managed properly me being the uh only son i had a lot of social and personal responsibilities as well so i wanted to be mentally free as well so that i can manage everything my social life my personal life and my business as well great we'll discuss on this on what all have you be able to achieve and how do you do that so you know when it comes to business if business owner is not organized with that you are not then you know business if owner is not organizing business will also not be organized neither business nor the employees right so i would like to know like you know you might have a lot of challenges in managing your business what was the biggest number one challenge that you had in your business so the biggest challenge that i faced was manage managing the team so since i have a lot of verticals we are into imports we are into manufacturing we are into trading and we are into uh exports as well so too many verticals i can't manage everything so a lot of everything used to move through me earlier and uh if i am stuck somewhere because of some personal commitments or some uh other reason then the whole work uh used to get stuck so i uh was a little uh mentally uh occupied all the time throughout my day answering calls and answering my team's queries 90 of the time i was managing my team only wow 90 percent was just going on managing the team and what is the situation now so the situation has improved a lot i would say uh from 90 percent have come down to about five or ten percent wow congrats congratulations for that so would you like to show us something on what have you created because of which you got this freedom so yeah once again i'll just share my screen now sure yeah so this is uh where i get every morning uh i have a look at this what is the status of the team's task the overall status report for the task delegation tool uh that program yeah so this is the report which i get from the task delegation tool so there's this task delegation tool where i can delegate tasks to each and every employee so i have over here about uh 16 uh different team members which i managed from this one tool great great great awesome uh all the tasks so are coming over here the status if it is delayed or completed and uh any uh kras that we assign are coming over here as well so everything in one place all the tasks all the status when it was assigned and what is the due date for the task great so now uh how does your team feel when they are not getting the work assigned directly but they're getting the assigned work by system yeah it gives them more responsibility and first of all they get an automatic alert through the system so they in the beginning of the day they know what tasks are pending for the day they try to complete it and by the evening most of them i would say 99 percent of them are completed because they are able to focus on those particular tasks and they know that these tasks have been assigned to them and must be completed today do you need to remind them every day that these are tasks or i don't remind them at all no i don't remember earlier i used to remind them a lot but now i don't remind them at all so now now what has been the how has is the relationship between you and your employees improved now improved a lot so earlier uh if i used to call up too much then the employees also get uh used to a little uh irritated as well uh if i tell them uh and if i call them twice or thrice even i get you i used to get irritated i could have shouted at them saying that you still haven't completed the task there's no response from you why i'm not getting the response from you and i mean all the time we were fighting uh with each other right and employer might be thinking that should i complete the work or should i not put my time on actually responding because now what's also involves time because you are also busy right and then since they have the task for the day they can manage their time ingly so they can choose the priorities even the priorities are given by me on the trust management tool uh where they can see which are the high priority ones and which are the low priority ones they can plan their day and complete the important ones first and then the other ones and if what about their reading tasks they can just find time in between and just complete them as well awesome so is it just is this is the tool or uh i have has it actually improved their productivity yes of course uh their productivity has in productivity has increased i can manage and look at the productivity as well through the report that is generated i can see what is the status of each one's task how many are delayed how many are completed on time and everything so uh this has definitely improved their productivity and i can very easily say which one which task has been completed on time and who are the best performing employees of my company awesome awesome great so a congratulation that you know one of the biggest headache which sme business owners have you have got freedom from that which is managing the need for that now tell me what was the second biggest headache what was the second biggest uh you know challenge that you have if you just stop sharing the screen and would like to share on the second biggest challenge that you are facing in your business okay so uh talking about the second challenge i would say was uh probably managing the entire uh business in a way so everything used to move through me i uh would give them all the uh certificates if they required i would give them all the designs or any kind of uh pixel sheets or any kind of forms that we created before everything was hey where something was saved on the server something was saved on their emails something was in their own drives so nothing was managed i could not find a lot of important files uh we could uh we were working on multiple files at a time so with all the google sheets in place and with all the the internet that we introduced things changed completely so okay so before you know using the internet uh your employees used to ask you for every document correct and you're saying that they were dependent on you yeah so they used to ask me for the documents they could they were probably using wrong documents as well in some places they were using old certificates so even in terms of files or excel files or google sheets they were uh confused on which one was the final file and which one was the latest one and which sheet to work on which should not work right and imagine if you are not in the office for two or three days what used to happen if i was not in the office for two three days uh they would make a lot of mistakes either or uh they would not let me holiday at all so great so what is the situation now what was the solution what did you what did you do yeah now i go to holidays and i stay relaxed my wife is also happy awesome so automation can help your wife also make happy and yes awesome so earlier my used wife used to say even if you're in holiday you are already smoking so uh and that too from nine to nine now at least uh when i'm on holiday my team knows how to manage things and how to do work and they can find their way around a company and they can do whatever they want just so this is the internet which you are right now sharing right yeah so the screen that you are seeing is the internet you have and the best part was i was able to develop it on myself by myself and one of my team members that's it so it is very easy uh after you taught us how to do it uh the videos really helped so we were able to so we have a home page over here where we have put up the team calendar how the team is able to see all the tasks over here and then uh in the team side we are also able to put different kind of announcements or task management everything is over here in the team site okay okay can you show us other tabs like hr and tasks and accounts and just what all things have yeah production and maintenance purchase quality yeah okay so these are this is the internet and uh we have this home page over here we have team calendar then there is any kind of announcements for the month employee of the month for example we just put it together then we have task management uh where i delegate the task the report is over here and then the form where i can easily just mention the task and delegate to the person that's it so it's all from here i don't have to move around uh in my drive and find the form it's available over here then we have a lot of other google forms all the forms are here we have about it shows what all forms you know because the audience will yeah so we are using uh there is a vendor customer stock asset uh then new parts then leave application okay so if you've got multiple forms including design requires debit notes just so we just move it down engineering change we have forms for everything so that it is uh easy to manage and we can get the record as well of what was requested and what is required and then there is a kind of responsibility uh that comes with this form that whoever is the recipient of the notification he has to act on it so uh it becomes more easier to manage everything all right here you have categorized it in a way that which form is coming in which department exactly so we have you've capitalized everything what is uh the responsible person what is the automation that has been used on it and everything really really proud of you you have actually taken the best of the best from the program and implemented thank you so much thank you so uh moving forward we have response sheets all over here so that i don't have to find the excel sheets which comes with the form so all the response sheets are coming over here as well then we have made some tabs dependent on the departments for example accounts departments have this checklist over here you get the checklist as well awesome yeah so we have the fixed assets list audit checklist accounts works list everything great great great and yeah awesome also i see that similar will be for hr another uh exactly so uh like you can stop sharing on the screen yeah so how like well before you know implementing the crm and after implementing the crm tell me you know all the changes that you had in your life in your business with your employees and everything uh in terms of crm in terms of know in terms of intranet after implementing now how has been the life after getting all this the life is much easier i don't have to tell my team where uh to find what even if uh probably they miss out on one or two things they can probably tell the first place they will find a document or a form is overhead on the internet they won't even call me for asking so everything is much easier and everything is managed as well so great great so a life seems to be wonderful now much wonderful and how has it improved your health as well yeah i can find time by yourself and i can uh think about my uh physical uh well-being as well so yeah definitely it helps in all aspects of your life so automation is not only for business it's for life right yes it is i i can probably show my uh friends as well that this is what i'm doing and they really uh feel uh they are missing out on something so sometimes uh when my close friends sit down with me and they see me doing all this they uh they're amazed and uh they are really uh surprised that something like this is uh being done awesome has couple of your friends you you told them what the program is yeah i've told them about the program and they wish to join as well very soon great awesome awesome so we talked about uh two problems first was on managing the team you used to spend more than 90 percent of time just managing and now just five to ten percent of your days time uh you are just delegating and then team is completing the same so if we talk about putting it in numbers now when it comes to managing the business using the internet and using the like translation how much uh maximum time do you take on just you know doing some routine work and you're free uh honestly uh it is about twice or thrice a week that's it manage the internet because everything if it isn't uh if it has been done on the internet it stays over there and the files are auto updated so even the reports are auto updated the way the tools have been provided and the way the reports are auto populated uh it becomes no challenge at all to manage anything at all great so when i when i took an interview of another student shankar he said on an average i used to spend eight to nine hours to manage the team to manage stores now i invest a hardly five to seven minutes a day and things are done so if you like to put in numbers that for me it is about 10 minutes a day on an average so that's it uh not more than 10 minutes at all not more than 10 minutes and you're able to manage a team you're able to manage uh your day-to-day managerial activities yeah so what i do is on saturdays uh i put up a lot of weekly tasks on a uh on a tool that you have provided and then i delegated so most of the tasks are delegated on the same day i only spent about half an hour on saturday and just delegate all the tasks for the week then over the week i don't usually have to do that because i've thought about the week and i've planned my week ingly but uh just in case there is a task which comes in between or i think it is necessary to be done i just put it on the task management sheet it takes me about 30 seconds on a day for one task and not more than uh [Music] five minutes on a complete basis on a in a day so that's it so great so like what about other departments like sales were you facing any challenges in sales in marketing yeah so the the main challenge that we faced in sales was uh leeds uh pilferage so the leads were not able uh if you were not managing the leads we were exhibiting the exhibitions we were going everywhere but then the leads that we used to get we were not able to manage them properly we we would have cards or we would have data on excel but everything was everywhere so now uh after the tool that you've provided us we are able to manage it much better and i'll show you what we are doing in the tool sure in sales and marketing we can show what are you doing and how like is helping you and your team on increasing the sale and how is it helping you to save the time so this is where uh all the leads come in uh after we put in uh the entries in the form uh i think your screen is not shared okay can you see it now yeah okay so this is the crm tool that uh obviously you know about it you give it to us but uh yeah so we are able to put everything over here uh all the leads that we get either from the exhibition or from general inquiry or even if somebody uh visits our website he just has to fill up a small form something like this where uh the leads can be assigned uh to the tool sure if there is any inquiry if we just fill up this form this is a small form where basic details are required and then all the entries come in over here so now we have all the leads the status is automatically updated because there are sheets for each employee so for example we have five different sales departments over here so we've made a sheet for every department okay every user and then they work on their own sheets the data is also safe uh from one employee to another it is not everybody can only see their own leads and they can work on it i'll just open one of the employee sheets so here is the employee sheet where uh the leads assigned to this particular sales person are showing sure so now using this tool you are able to delegate even the leads as well and they are able to categorize which lead is in which stage and uh how about follow-ups yes so uh before uh we were not able to delegate the leads properly and uh since having too many leads uh was uh again everything was being worked on either excel or on a verbal basis and i've spoken to this person he's saying that he's saying that so now we know with this tool uh what is the status of each lead sure you i'll show you how we are managing it over here so this is these are all the qualified leads that we know that uh they are qualified to be our customers uh every lead that comes in might not be qualified enough so we have uh we are able to through those two manage the qualified ones if some of them do respond back we move them to prospect okay so these are the four prospects that are currently in process uh we are talking to them when they come to our negotiation stage we uh ship them over here right now uh the negotiations are almost there last ones can come over here and uh the lead that we won is over here great so this is how not all the leads uh will be one but at least we are able to manage them properly and segregate them right so if you just stop sharing and yeah and you're able to get a report as part of it a proper dashboard report yeah so there is a dashboard report over here which i can see i can see all the uh status over here although we can also make a dashboard report but we have not made it uh we are planning to do make that as well you're using google data studio you can yes using google tools great so if you is stop sharing yeah so what has been the change now before using the crm and after using the crm uh what has been this change in the situation so uh before the leads were not being managed properly uh we were not responding to the customers on time a lot of customers were lost because we didn't respond them on time so now uh since we have the data at one place and they are being managed differently by different uh team members and they know uh the stage of each uh employee they uh the stage of each customer they can probably talk to them properly and then be more uh responsible in follow-ups they can be reminded by the tool itself they need to follow up because the follow-up tool in this the whole tool that has been provided it reminds the employee that today you have to follow up with this person so this really helps and the leads are getting uh qualified and then we are able to convert them into actual sales now skills have definitely improved and a lot of customers that we never thought of could uh join us or uh be our customers we are able to convert them as well awesome awesome so awesome to see you you know uh increasing your business scaling your business in fact in all departments uh you have automated your sales you have automated your operations you have automated your team management as well and so what's next uh you said that you were doing exports in a few countries but what do you think using this power of automation uh now you've got freedom you're free from headache uh till what level you can take your business now so yeah so my major bottleneck uh before uh for expanding was that i was too busy with my own work and on my uh the current business setup now i'm able to think uh much beyond that and i'm able to think of new business opportunities more diversification into my own business and new product launches going to different markets uh entering uh different uh markets as well so definitely uh with the business automation in place i'm able to uh think for expanding my business much more than before awesome awesome awesome to see the results that you've got and why we are really proud of you is that because a lot of people learn but they don't implement and you know in the program what the structure we have created is that we provide the hand holding support as well so how has been the support from the team the support has been tremendous there is multiple ways that we can get a support we can get you've given us a portal where we can put in our queries if it is not urgent if there is something which is really urgent we can just book a support call on a click of a button and then we can join them over a video call and just get our problems solved then there are weekly uh uh question and answer uh uh meetings that we have with you really help us so uh yeah support is really good and uh there are i've booked about multiple support calls and there has never been any problem in even one of them so really good awesome team is really nice as well but the good news is that you know you are getting a lifetime support so for lifetime we are going to be there for you to help you to upgrade you and to you know to help you to go to the next milestone because there's always something big that you can achieve that is the best part of this whole course that because i've seen people who really bring up uh erps or different kind of business automation tools but to just provide them and then they just are away but with the lifetime support that you offer us that we are really confident and we are able to uh uh just implement this course and we know that if there is any problem that we face uh you are there for a lifetime although i don't think that we would require much support on from now on because i once have implemented them the tools are so user friendly and so uh well prepared i don't think that uh we would require your help uh much more but we might uh still be in touch because of the great thing that you have brought us yeah so so it you know really uh motivates us as well because uh why we what we're doing why we're doing that you know to improve business owners life and we when we see people like you actually change which has come in your life in your health in your family with your employees so it really makes me as well happy because that is what we are aiming for we are help meaning to you know change uh estimate business owns life in india and people like you actually motivate us a lot that we can do much more than this now congratulations to you because uh something like this that you have uh prepared and arranged for business owners in india it is amazing and uh the tools are really really nice and the it's not just about the tools in fact it's the whole learning that you uh bring with the videos that you uh have put up in the course uh it is amazing and uh we evolve as a businessman and we evolve as a manager of our company so it's amazing awesome so ankit what is your message to every business owner you know to manufacturers exporters traders every business owner who you know who are just there where they are past many years they are not ready to upgrade themselves they fear from technology right but you see google applications are really easy for every business owner who are zero technology still they can systemize a business so what is the message to every entrepreneur i would say if you don't want to be the cfo of your company chief uh follow-up officer then you should definitely go for a business automation because if you can't automate your business then you will not be able to expand your business and it is not a very difficult thing to do once i have implemented it uh all my employees are able to use it very well uh most of the employees that i have currently are not so well uh uh with the google sheets and some of them really use them for the first time but now they want to use it on the google sheet only and everything they are able to do is tremendous i mean the tools are really easy to use and i think uh we all should uh use it we all should go for business automation to make our lives easier that is the main part uh ultimately it's about the personal life as well and it's about the social life that we have so if you want to justify all the aspects of our life we need to automate awesome so automation not only for business but automation to live a happy life exactly right so thank you so much ankit for you know uh coming in this uh interview and congrats again that you are into the achievers club right now you have achieved a lot from the program and the best part is that you implemented it i implemented with all your teammates and now you're getting the tremendous benefit but i would say that when it comes to automation there is no limit you can automate a lot of aspects as well and you know i'm sure you'll keep uh systemizing a business will keep scaling so we wish you all the best uh for the same thank you so much cable thank you thank you thank you so much and uh you know congratulations to you once again thank you so much thank you