Now that you have gotten an introduction to the TaskRay app, we suggest hitting pause on any further setup. The inclination when you purchase a new software is to start using it right away. We can't stop you if you feel like clicking around and testing things out, but we would be remiss if we did not caution against too much configuration work before considering the big picture of business processes when it comes to implementing TaskRay. Being native to Salesforce, TaskRay can tie into many different areas of your business and there are things we want to consider before getting too far into the implementation.
What are some things you should ask yourself? These questions will help you understand and implement the most important features of TaskRay
- What processes are you planning to utilize TaskRay for?
- What areas of your business could benefit from templates and repeatable/reportable processes
- Who in your organization is going to be actively working on Projects and Tasks?
- When is the process considered complete?
- What metrics will you need to track?
For example, your sales team just sold your software to a new customer. Your onboarding team needs a tool to track the repeatable steps of the implementation of that software. That's a great use case for TaskRay.
Identify what triggers your process to start.
Using the above example, the trigger is the sales team moving the Opportunity in Salesforce to the Closed - Won stage. This question has a more technical underpinning that could require your Salesforce Admin to help facilitate, but very important when implementing TaskRay.
List who in your organization is going to be actively working on Projects and Tasks.
Do these users belong to a broader team, like a Customer Success or Onboarding department? Are there multiple roles with responsibilities on your projects? These are important things to consider.
Identify small objectives that all roll up to single, bigger objectives and dependencies between the objectives.
Are there phases/stages that outline parts of your projects that can be identified? Another way to think about these are in terms of milestones (although TaskRay has a slightly different definition of milestone, which we will go into detail later in the series).
When is the process considered complete?
Are there things you need to collect throughout your project that need to be copied to other areas in Salesforce, like the account or opportunity related to that project? Are there steps in the process that users will complete in order to denote the completion of their project?
List metrics you will need to be tracked
Why are we doing this? If your answer is pretty much anything other than 'just to spend more money', we need to report on how our projects are performing. Maybe it's to prove the efficacy of your implementations as it relates to future renewals/expansions with your clients.
For a full list of questions you should ask yourself as you map your business process as it relates to TaskRay, click here. You by no means have to answer these questions, but we give some great hints with each question which TaskRay feature(s) we are considering.