Digitalisation academy – 1

Introduction

What does digitization really mean? In its purest form, it means that you convert analog information into digital. Most people and companies have already done this.

However, many smaller companies have challenges with the fact that the important business information is spread over a variety of digital tools or software. You also experience challenges with manual work steps taking time.

Therefore, it is not enough to just store the information digitally, it must also be easy to access and linked together in a relevant context.

The purpose should be to automate manual routines, to rationalize away administrative tasks, distribution channels, travel and even certain roles, and to be able to offer improved information supply and availability regardless of time and place. This business or process digitization often also includes changed working methods.

This is primarily the part that 20NINE’s digitalisation school focuses on, ie how you can get more efficient working methods by making your important information available in a context that is easy to understand.

By following the recommendations given in the digitization school, the status of your relationships and processes will become clearer, you only need to enter information once and it is available to everyone involved in real time and you will even informed when updates are made in real time.

This in turn leads to you being disconnected from the office as the primary place to get the latest information because the information is gathered in a central digital place where everyone finds the information that is relevant and it is available 24/7 in you pocket.

You are simply creating the mobile and digital office for real.

Step 1 – Get going

Since you probably already have your important information spread across your phones, email accounts, excel sheets, accounting systems, etc., a first important step is to connect to a service that lays down as a layer on top of your other tools and collects data from these.

To do

Step 1 will therefore be to register an account in 20NINE.

Step 2 – Categorise

Categorisation of things is a basic mechanism in humans. Placing different phenomena in the same category means that we take note of some of their properties and judge that they are similar.

By focusing on only certain characteristics, we ignore others where the phenomena may be different. In this way, we reduce the complexity of the influx of information and create a more manageable basis for our assumptions and actions.

All cognitive activity includes an element of unconscious categorization of the outside world that we need to be able to process the information further. In cognitive linguistics, this is expressed as: “Nothing is more basic than categorization of how we think, perceive, act and speak.”

This also applies to the information we work with within a company, regardless of whether I am a sole proprietorship or part of an organization with more individuals.

To do

Now you need to categorize your relationships (contacts and companies) so these will be easy to segment, search for and even mass manage.

Categorization can be different for different companies, but for example address, industry, type of contacts and company (customer, former customer, potential customer, member, partner, reseller, supplier, etc.) can be a good start. Then you can expand this with even more categories.

If you have many people in your lists, it may be worth having as a basic rule that the categorization structure you decide on should result in you being able to search for segments in the size 40-50. If you have several thousand people in the list, it is probably therefore not enough with address and type, but you may want to add Position / Roll or other, for you, completely unique categories.

Default categories

In 20NINE, there are many values ​​in drop-down lists, etc .. These can of course be changed to suit your individual company.

How to change values ​​in drop-down lists:

  1. Click the settings icon (gear) in the main menu
  2. Click on Company settings and “Default values”
  3. For company / contact types, contact relationships, categories, focus, etc. click on the drop-down arrow to see the standard options
  4. To add a new one, click on the green plus sign and add your option
  5. To edit / delete an existing one, click on the three dots to the right of the option

From this section you can also:

  • categorize your meetings and reminders with the list called “Focus”
  • categorize your contacts’ positions / roles with the list called “Positions”
  • add industries to the list called “Industries”

Egna kategorier

Adding your own custom data fields makes it easier to manage large amounts of data (businesses, companies, contacts, etc.).

It will also be easier to create call lists, perform mass updates, send personal mass emails, etc. because it makes it easier and faster to identify specific segments.

Where do I add custom fields

  • Click the settings icon (gear) in the main menu
  • Select company settings and the option “Own data fields”
  • Click on the preferred item to which you want to add a custom data field (account, contact, qualified transaction, etc.)

What data fields can we add?

  • Text field (possible to limit the number of characters that can be added)
  • Text boxes (possible to limit the number of characters that can be added)
  • Number field (possible to limit how many integers / decimals can be added)
  • Scroll lists (possible to set the desired amount of selections and set the field as multi / single selections)
  • Check boxes (possible to set the desired amount of selections and set the field as multi / single selections)
  • Date (possible to set the desired date format)
  • Links / URL (possible to choose different predefined types of links such as LinkedIn, Facebook, Skype etc.)
  • Hashtag (possible to choose which product groups should be available as hashtags)

To read: Personal mass communication makes a difference

Step 3 – Import your data

If you have a company and people file that you want to add to Salesbox, you can easily import that file into 20NINE.

Prepare your file

To ensure that all data is included in the import, the data needs to follow 20NINE format rules. Read this instruction which describes the data rules for an import file.

Before you import your file, you must also convert the file to the format .CSV (If you have words that contain Å, Ä, Ö or eg Spanish or German letters, then select the file format .CSV of the type UTF8).

Open your file

  • Make sure your column headings are the first row, delete all other rows above the column headings
  • Select Save as / export to
  • Select .CSV or .CSV of type UTF8

You now have a file ready to import into 20NINE.

Import your file

  1. Click the settings icon in the main menu
  2. Select company settings, the “Import” option
  3. Click the green import button
  4. Select your .CSV file from your computer
  5. Now you get your file in preview mode and you see the column headings + the first three lines of your file
  6. Click on the “Company / contact” button
  7. Select at least one responsible user (the selected users get the imported contacts and companies in their personal lists)
  8. In the table below you can match which columns are to be added to which data fields in 20NINE (if you have added custom data fields, they are also available for import here)
  9. Once you have matched all the columns you want to import, click the submit button and wait. (it may take a few minutes for the imported information to appear in the responsible user’s company and contact lists) depending on user rights, other users may also see the imported information if they switch to department or company level in the user filter located in the system header.

Worth reading: How to structure your import file

It is also possible to import contacts and companies from eg LinkedIn if you have 20NINE’s plugin for LinkedIn installed.

  1. Click the settings icon (gear) in the main menu
  2. Select My settings and the “Extensions” option
  3. Click the install button next to LeadClipper
  4. Follow the guide in the Google Chrome Web Store
  5. Once LeadClipper is installed in Chrome, click on the 20NINE logo in your Chrome browser (upper left corner)
  6. Log in with your 20NINE username and password
  7. Go to all the people on LinkedIn that you want to add to 20NINE and click on the blue 20NINE button and select “Add to Contacts” (Now you get the company, company logo, geography, contact name, contact title, photo and geography added to 20NINE)
  8. Click on the link “Contact information” in the Linkedin profile for people to be able to add phone, email, etc. to 20NINE as well. (Phone and email are usually only available on contacts you are connected to on LinkedIn)

Summary

Now you’ve got started with an application that gathers your business information in one place. You have also created a clear categorization of your relationships and imported your lists so you can start working on your relationships from a common workplace.

Next lesson: How to collect information automatically