Outlook CRM for Teams | Prophet CRM


A CRM Solution That Scales as You Do.

CRM Solutions for Small Businesses 

It’s impossible to run a business without customers. Each year, hundreds of thousands of small businesses overlook this key point and are crushed by the competition. That’s why knowing how to meet customer needs, and in turn how to create a company that effectively builds customer relationships to drive positive interactions and sales is so vital. 

Small businesses need to track work processes, share documents, and manage activities everywhere. It makes choosing the right Customer Relationship Management (CRM) software a tricky task. First, you need to know what a small business CRM platform does, how it should meet your specific sales needs, when you should make the switch to a CRM platform, and why Prophet is the most trusted name in small business CRM software. 

Why do Small Businesses have Different CRM Needs? 

Implementing a large–scale CRM program like Oracle or SAP can take thousands of dollars as well as years of infrastructure preparation and employee training. A small business often doesn’t have that kind of time or financial freedom. CRM software for small business must provide immediate return on investment, in addition to being easy enough to understand that it can be implemented quickly. 

Small business CRM software also needs to combine and streamline the duties of several different collaboration tools like Microsoft Outlook. Unlike large organizations which can afford to have different solutions for different departments such as sales, marketing, or customer service, small businesses often need an overarching solution that can manage these different areas on a small scale. CRM for small businesses should enable employees to perform contact management, campaign management, and track their progress, all in a single solution. 

In addition, today’s small business owner does not always work from an office. This makes mobile access to customers and employees a necessity. Any CRM for small business must take this growing need for mobile access into account if it is to help companies stay in constant contact with clients and coworkers. 


What Customer Relationship Functionalities are Specific to Small Businesses? 

In a small business, sales are the key to sustainability. Because of this, small business CRM software must do more than just manage contact information. It must be an active solution designed to facilitate customer interactions that are positive and long–lasting. The best small business CRM solutions provide a way to manage group e–mail and sales campaigns, track service requests, develop a sales pipeline, and enable customer service. 

Small businesses need to personally connect with each customer in a way large businesses can sometimes ignore. Small business CRM software often tackles this crucial task holistically, making each customer the central point of focus for the entire production, sales, and service processes. These solutions allow small businesses to create accurate sales forecasts and gain a clearer understanding of how to meet each customer’s needs. In addition, new hybrid, on–premise, and cloud–based CRM solutions for small business make customer service instantaneous and manageable from almost any device. 

4 Ways to know your Small Business is ready for a CRM Solution 

Here are a few different factors which will tell you whether or not it’s the right time for your small business to move to that next level of customer relationship management. 

Information Mismanagement: Leading to Loss The moment you start overlapping sales leads, forgetting to add pertinent contact information on the shipping spreadsheet, or failing to deliver items due to an information gap, that’s when you know small business CRM software will help you avoid customer loss and instill faith in your product. 

Inability for Self–Sustenance: If you’re not around to explain how to get the information or set up a new customer, would your employees know how to do it? The inability for your business to run automatically indicates that you should streamline your processes and take the daily workings of your company off of a single person’s shoulders. 

Ignorance of Key Data Points: If you are unsure of where the sales pipeline is breaking down, or why customers aren’t coming back, then you probably need the help of a CRM for small business. These solutions will will help you track and analyze customer data as well as forecast future demand based on prior customers. 

Lack of Interoffice Accountability: Often, businesses in need of a CRM software solution have employees who mean well but are not being held accountable for the tasks they’ve been asked to complete. This leaves management, employees, and customers frustrated, and requires a system for disciplinary action or reward. 

So, Why ProphetCRM?

Thanks to its mobile–friendly, Outlook integrated and customer–focused approach, Prophet provides the best CRM for small business available today. It improves sending and receiving e–mails with Outlook, as well as interacting with customers and documenting contact with them. Prophet helps small businesses improve productivity immediately upon use. 

Prophet is also an “out–of–the–box” tool, so you can simply download the software without the hassle of a lengthy integration process. Within minutes of purchase, you can manage customers and employees while also setting up automated workflow systems which track leads, manage shipping, and collect follow–up data for future marketing campaigns. Your staff can participate in one of our short, informative online tutorials and can be fully organized within hours. 

As a cloud–based CRM small business software, Prophet works from anywhere and virtually any html–5 compliant browser enabled device, meeting the demand that many small businesses have for a flexible, mobile work environment. You can share documents, create tasks lists, and interact with customers from anywhere.

ProphetCRM: Enterprise Edition

Multiple Departments

ProphetCRM's Enterprise Edition is designed for large corporate organizations who need a CRM solution for multiple aspects of their business.  ProphetCRM's Enterprise Edition allows all departments to access the same contacts and companies, but equips them with different interfaces to log and track interactions.  In practice, a Salesperson will want to be able to access data from the Marketing Team before interacting with a prospect.  This improves their odds for a conversion.  Once the product is sold, the Project Manager will want access to the Sales Data to ensure that they are picking up right where Sales left off.  The same principles apply with Support, IT, and Operations.

ProphetCRM's Enterprise Edition works to increase Institutional Memory.  Key elements of your business which operate independently of each other should all have access to the same top-quality data, ensuring seamless transitions.  Lastly, as ProphetCRM tracks interactions across more divisions within your business you will be the beneficiary of increased interaction data to better understand who you serve, what factors lead to wins and losses, and what metrics are the true performance indicators.

Common Departments Within A Large Organization:
  1. Sales
  2. Marketing
  3. Project Management
  4. Support/IT
  5. Operations

Enterprise Access Levels for Organizational and Divisional Structures 

Prophet Enterprise Edition provides for permission-based access to data from any or all corporate divisions. There is no limit on the number of divisions supported, or the number of levels in the hierarchy.  

Data Access Levels

ProphetCRM's Enterprise Edition provides three clear levels for what data Users can access.  This ensures that sensitive managerial data remains in the hands of managers without quarantining the Users unnecessarily.

  1. Your Data, Your Peers and Manager Data
  2. Your Data and Your Peers Data
  3. Your Own Data and Those that Report to You

User Permission Settings

ProphetCRM's User Permission Settings restrict the ability for individuals within your organization to delete data, edit notes, or remove attachments to records.  These follow a similar structure to the Data Access Levels, ensuring simplicity for system administrators.

  1. Edit or Delete Notes – None, only the Users or All
  2. Remove Attachments – None, only the Users or All 
  3. Delete Data - None, only the Users or All 
  4. Read Only, No Access or Read-Write Access to other Departments

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"We decided to switch to Prophet, and were impressed with how easy it was compared to the other solutions out there. I just open my e–mail and have all the production schedules, customer tracking, and analysis I needed, right there at my fingertips. Because of Prophet, we saw a sales increase of over 30% in the first 6 months. I would definitely recommend it to any small manufacturing company."

- Frank Mueller, CEO R&R Design

"Each salesperson is like their own business. I tell them to look at their business, understand their business, and take responsibility for it. Prophet helps each of us do just that. It keeps us focused so we don’t get lost in the day-to-day. In our business, it is grow or die. And Prophet helps us grow."

- Charlie Frysinger, President Tyoga Container Company

"As we consider expanding CRM systems to our other affiliates our familiarity with Prophet and comfort level with Avidian’s expertise made the analysis easier. It just works, and their supporting services are good — which is refreshing considering the everyday challenges my team face as an IT service provider."

- Eric Shelton, VP Information Technologies

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