What's new in our processes: Kanban board for transactions

In our studio, everything that is not visualized will undergo this sooner or later. Today is a story about an innovation that made transaction work transparent and adorned a boring wall.



Background


Before the project is put into work, it goes through the “negotiation” stages: briefing, discussion of the budget, etc. The account manager deals with all this. We have two accounts and on each at the same time several dozen projects are hanging.

avatar Владимир Завертайлов, CEO&Founder: Все проекты ведутся в CRM, но там все крайне непрозрачно и пользоваться им для планирования аккаунт-менеджеров — ужасно неудобно. А разрабатывать софт, заточенный под наши процессы — долго. Поэтому для начала мы сделали вот такой «бумажный прототип».


Essence


Right behind the backs of our account managers is a board (essentially a kanban). There are two main columns on the board: “New” and “In Work”. There are also three blocks with these status icons:


They symbolize “the project is successfully moving forward”, “the project is frozen”, “the project is guaranteed to fail.”

There is also the right side of the board with a plan for personal meetings with clients, but about it later.

12 minutes before. The client turns to the studio. Together with the account, they talk about the project and its goals, and already 12 minutes later the account can name the approximate “plug” of the cost for the client. If the budget suits the client, such a card will “start up” on him:



In short


Cards change statuses, move along the board from left to right - “new tasks”, then “negotiations”, then one of the three options, which are described below.



Ideally, each card should go to Transition (the project was transferred to work). In the worst case scenario, the card ends up in “failed projects”. Hold status (“frozen”, “on pause”) - for projects whose fate is not yet clear.

The board is updated daily, of course.

If in detail


Stage 1. The customer is satisfied with our offer. The account manager sets the date and time for the next conversation, begins to prepare a quotation, and simultaneously starts a new card. At this stage, you can enter the date of the planned conversation and put a daw in the "plug fit" box.



2 stage. The account manager sends the prepared commercial offer, where, among other things, he gives a more detailed estimate than during the first contact. In the field "estimate sent" put another daw. It’s very good - if the account is able to make friends with the client on social networks, and the absolute fault is when the client agrees to a personal meeting. One daw in the card, respectively.



3 stage. When the client got acquainted with the offer and evaluation, and he is happy with everything - the card can be transferred from "new" to "negotiations". Done!



4th stage. After negotiations on the project took place, ideally, a development contract is concluded. But sometimes a contract needs a more detailed assessment (technically complex or innovative project) - then it is transferred to the project manager. In both cases, the card gains the status of Transition (“transferred to work”). If something went wrong, say, the client has financial difficulties, or he still chooses a contractor, the card receives the status of Hold (“frozen”) or gets into failed projects. According to circumstances.

Deal board and the benefits we found in it


Planning tool
Morning planning
meetings for transactions are held directly at the board, director and accounts. A lot of time is saved on clarifying the status of transactions.



100% visual
. Transactions do not have a chance to “get lost,” and clients do not have to pay attention to an account manager (who, for a moment, has his brain torn between hundreds of tasks).

Organizer for the account
For any of the transactions, you can find out its current state, recall the planned affairs for each, understand the big picture. Literally at a glance, yes
A tool for short-term forecasts
Each card has a colored button. Green means "a deal will almost certainly happen." Yellow means "the client ponders and chooses." Red - “the deal is likely to fail.” Looking around the board, you can understand how many projects are brewing and pre-reserve resources for development.



Integrated meeting planner :)
On the right side of the board is a schedule of personal meetings with clients - it is filled in during two weeks of work. This is convenient for us because most of our clients are in Moscow, and the manager is there about once every two weeks. In total, at the time of the Moscow "business trip" he has 2 fully planned meeting days on his hands.



avatar Валерия, аккаунт-менеджер: Началось все со страха — в один чудесный понедельник на планерке мы просидели около часа, Владимир нервничал, не понимая, когда заявка пришла и какой у нее статус сейчас. Ему было страшно планировать, мне — планироваться. Представляете, 83 лида. Каждый открыть, обсудить, проставить статус, закрыть, запланировать следующий шаг в календарь. Решили в срочном порядке упрощать эту процедуру и визуализировать весь наш входящий поток. Вот так чтобы — раз, посмотрел на доску и сразу понял, что к чему. Что получили в итоге? Время сократилось до 15-30 минут (зависит от количества лидов на настоящий момент), быстрый и простой контроль заявок. В сто раз удобнее и проще встать, передвинуть карточку в следующий столбец, чем редактировать данные в CRM.