How Does Reporting System Improve Business Efficiency

Dear Friend,

Can anyone help with how the reporting system (daily reports, weekly reports, and monthly reports of sales managers) can improve business efficiency? If possible, with PowerPoint presentations, please email me at [Login to view] or [Login to view].

Rajesh K

Dear Rajesh,

In my organization, I implemented an HRMIS system where the top management, including the MD/CEO, discuss the weekly performance in all areas, including recruitment, training, and interviews. It's a weekly meeting, and the system is very effective and really useful to track the progress of the business. It is similar to a PDCA cycle of Plan-Do-Check-Act.

Regards

Hi Antony,

Could you please explain in a bit more detail what exactly you have implemented in this system?

Thanks,
Dips

Hi Dips,

This system is called BORTTS, meaning Branch Operations Recruitment and Training Tracking System. Ours is an insurance company where we have branches across India and are still expanding. Every business has a plan, and we too have a plan to open 400 more branches and complete 4000 recruitments in the current year. Without a system for tracking progress, one may find themselves at a point where nothing can be done at the end of the year. This system helps to Plan-Do-Check-Act every week.

The system is designed in MS Excel and Access. It will provide all the planning figures, such as the opening of a branch, which is divided into 5 phases, and recruitment, which is divided into 6 phases starting from Need to Sourcing of CVs, and continuing until the person completes their induction. Additionally, each person must attend at least 4 trainings in a year. This system will indicate the names of individuals who need to attend training, when they need to attend, and where the training will take place.

Finally, the actual progress will be compared with the plan to assess the status of Branch Commencement, Recruitment, and Training. Any deviations will be rectified immediately. This process saves a significant amount of money in recruitment and training. Since progress is monitored weekly, everything can be planned accordingly.

I am currently in the process of creating a manual for this system. Once it is completed, I will be able to send you a flow chart illustrating how it works.

Regards,

Hi,

I couldn't get it completely. Probably when you send the manual, I may understand it. This is new to my interest, and I would love to know more about it. I'll look forward to your additions to this thread.

Dips

Dear Mr. Antony,

Can you please forward some Excel formats for the reporting system?

Daily Reporting
Weekly Reporting
Monthly Reporting by sales managers

How can all the above-mentioned reports be useful in improving business efficiency?

Thanks,
Rajesh K
rajesh.kumar1978@gmail.com

Dear Rajesh,

If you can tell me what exactly you are trying to capture from the report, I can help you because the content of the report may differ from company to company.

Regards

Business Efficiency Using Reports

Reports are meant for informing the sales managers and helping the sales managers to make effective decisions to improve results in terms of effectiveness and efficiency of the people, sales organization operation, customer service, etc.

The bottom line results, due to efficiency/effectiveness, could be improvements in retention of good people, termination [loss], induction conducted, induction success, orientation conducted, number of recruitment, attrition rate, market share, sales volume, sales revenue, gross profit, sales operational improvements, net profit, effective area coverage, effective customer coverage, effective distribution coverage, effective product ranging, effective product fitness, effective customer service, effective merchandising, effective key accounts management, effective major accounts management, effective vendors management, effective resellers management, effective wholesalers management, effective distributors management, etc.

The sales manager, using the reports, identifies the performance gaps, variance in actual vs. targets, missed opportunities in the market, areas for improvements in sales personnel, areas for improvements against competition, drop in product sales, etc.

A thorough analysis/review of the various reports [daily/weekly/quarterly, etc.] identifies the performance gaps [quantitatively/qualitatively] in effective recruitment, better induction, more sales training, territory sales, territory coverage, representative poor performance, poor customer service, loss of customers, customer complaints, customer dissatisfaction, ineffective account servicing, ineffective account planning for key/major accounts, poor product sales performance, poor product acceptance, lack of product awareness, poor product positioning against competition, etc.

The sales manager uses this knowledge to develop improvement programs like sales training, product training, sales skill training, territory coverage, customer coverage, distributor planning/development, key accounts planning/development, improving product ranging, application training, customer technical training, restructuring the territory (if required), etc.

Regards,

Leo Lingham

Dear Anthony,

I would like to request you to upload your manual/flow chart on this site so that other members can also benefit from it. I hope you will share the same with us soon. Wishing you all the best for the early completion of the manual.

Best regards,