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Assisting Business

Here are just some of the ways that ST Synergy’s software can assist businesses.

 

TOPIC

 

  ISSUE   COMMON CAUSE   ST SYNERGY SOLUTION
contact management I cannot locate the telephone number for my client. Multiple Non-centralised customer databases getting out of Sync All data is kept at the ST Synergy client control centre allowing a one-stop Information Management solution
centralisation & chronology I know I spoke to this customer last week - but I do not know if someone else has spoken to him since. Personal Information Managers (PIM) and customer relationship modules are not enterprise wide - each employee is maintaining their own PIM information Information relating to contacts and communications is centralised and the chronology is accessible by all users
workflow What is the current state of this customer’s job? Where do I start to look? Work flow systems are not centralised with the customer database Matter or job information is kept in the Matter control centre and accessible to users from both a job or client perspective
referrals I know that another client had referred this client to me. Now, which client was it? Marketing information is not kept within a central database Client referrals are easily listed in the ST Synergy database and this allows users to quickly see which client referred the customer in question
communication I need to know if we have sent that important document to the customer? I am sure we sent it, but where can I quickly see when and how it was sent? Dispatch information relating to documents is not normally available from the document management database ST Synergy offers document management capabilities that allow users to see not only which documents relate to specific clients but also to track the dispatch dates and methods (mail/courier etc)
accounting I want to send a letter to all my customers that have accounts outstanding over 60 days, how do I do this? The process of interrogation of an accounting database is not easily managed from within the customer relationship and documents databases -making such queries cumbersome and difficult to manage easily Assuming the accounting database backend is supported by ST Synergy, users simply perform a point and click query to obtain the relevant customer list and can effortlessly mail-merge this list with a document from the documents management system
document management I need to find a document that I previously created for a particular client. Now what is the most efficient method of locating this document? Was it in the document management system or in the customer management system? I cannot look in both systems at the same time because these systems do not talk to each other. It is common that an enterprise will have a number of disparate/unrelated databases that duplicate information and fail to share common knowledge in the enterprise. Locating documents is usually a function of the document management system, however if all you know is the job to which the document relates, locating this document can become difficult Apart from tracking documents, ST Synergy also allows for the creation of relationships between documents, tasks/jobs and customers. This means that you can locate an item of data regardless of its relationship. In this case, the user would have been able to locate the job in question (perhaps by clicking on the jobs tab of the customer record) and from there be able to locate documents that were created for that job.
live links I need to know the credit limit for my customer -but I do not know how to use the accounting software and the credit control officer is at lunch. Accounting information is not readily available to sales and support staff - this information is usually located within accounting software data bases that are often unavailable to sales staff for security reasons etc. Sales and purchasing information is displayed at the Client Control Centre with live links to supported accounting software solutions. This allows the sales team to easily see what sales have been made, what the current credit limit is, and what receipts and sales credits etc have occurred with their customer.
process administration Bob left the firm last week after a disagreement with his manager. Now they want me to locate all of his current documents and complete any outstanding tasks. Bob left without completing hand over of his tasks in progress. To add to the confusion, Bob often stored work on his personal computer or on folders without proper naming conventions. Where do I start to look? When employees leave the organisation, work in progress and current task allocation is often difficult to locate and take over when there is no integrated Enterprise solution in place. This is made even more challenging when employees store files on local hard drives (rather than on shared server drives). ST Synergy allows you to quickly log in and locate all tasks, documents and messages that were in progress when an employee leaves. The system administrator can then easily transfer all of the ex-employee’s current workload to new employees with minimum disruption to the day to day workings of the company. As ST Synergy stores all data (both documents and enterprise information) at a central location, loss of information is minimised.
process management I’ve just received my 3rd Customer complaint this week about Applications not being handled properly. Where do I begin and I wonder if we even have that process documented properly? It could be a problem with staff performance or training but tracing back through the paper trail on these jobs is going to be so time-consuming!. Process documentation is Paper-based or non-existent, so processes are not standardised.
Processes are triggered by pieces of paper which can get lost or don’t provide guidelines about what to do with them.
Trying to work out whether all steps in a failed process have been followed requires searching through mountains of paperwork.
Frontline staff can’t see the big picture of a process, so they rarely identify inefficient processes.
Process Documentation is online and interacts with staff, guiding them along each step of a process.
Scanning mail as soon as it comes in triggers digital processing that can’t be lost and is visible to staff and management.
Tracking the steps of a Job including Who did what and when is easily done with a few mouse clicks.
Any staff member can review the steps of process online.

 

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