White Oaks Monday Sales CRM

The Problem

Our client came to us when he had just acquired an existing event rental venue from previous owners who ran the business as a mom and pop operation. Our client was looking to expand his client base and profit margins on the business but inherited zero processes, systems, or internal structure from the previous owners.

Prior to working with us, our client was tracking his sales process without any documented SOPs within a Google Spreadsheet. Leads were falling through the cracks, there was no documentation for follow ups for hot leads or even planned outreach for new leads. Our client saw leads fall through due to lack of responses and lack of a streamlined sales process.

Additionally our client was mid-renovation to the venue and was struggling to systemize how to organize leads who had toured the venue prior to the renovation, leads who wanted to schedule a tour post renovation, and how to close deals in the meantime without offering tours. He needed to pivot his sales process and a Google Sheet just was not cutting it.

These roadblocks to closing deals amid an expensive renovation were costing him money. Not closing rental agreements now limited his revenue 1-2 years out due to the nature of wedding/event rental income flow. He needed a solution fast.

What We Did

Once we met with our client and understood his business plans, and unique factors (renovation, new acquisition, zero processes). We knew we had to start with finding the perfect CRM that his team could use, and scale with as he had ambitions to grow the business beyond the scope of the previous owners. Monday.com was the perfect solution. We wanted something robust enough for his goals and a tool he could completely automate to reduce time spent on basic sales and onboarding functions and allow him to stay in his Zone of Genius working to scale and grow the business and stay on top of the massive renovation project.

Next we worked with the client to create the lead journey. In this unique situation we developed a process in the interim before leads were able to complete tours as well as laid out the sales journey once the renovation allowed for leads to tour the facilities. This process ran from start to finish. We developed a lead form for his website to auto collect web visitors and email them information immediately upon submission. Our Client was already getting leads from TheKnot and Wedding Wire to his inbox. We setup a complex zap to pull those leads into Monday.com and immediately qualify the leads and start the conversation, instead of waiting on having time to check his inbox. We developed automated emails, automated reminders for Sales Reps to reach out so that no lead was lost in the shuffle. Leads who replied to us or booked appointments were automatically moved to the next stage in the CRM to ensure the most accurate picture of his pipeline and clarity for the entire Sales team. There was now a pathway for a lead to enter the pipeline and schedule a tour completely automated without any manual action from the team.

We integrated tools seamlessly with Monday.com like AirCall, Calendly, and PandaDoc. So Sales Reps could call, schedule, and present contracts without ever leaving Monday.com. Anywhere we could alleviate manual actions for the Sales team we implemented them so Reps could focus on lead outreach and building rapport to close deals. Contract reminders were automatically sent, leads were onboarded as client automatically as soon as their deposit processed, and because we consciously chose Monday.com and tools that seamlessly integrated the team could track these automated actions all in one platform.

Finally we built robust dashboards. Leads had been falling through the cracks on his Google Sheet but after creating detailed dashboards about his conversions, Sales Rep performance metrics, and trend lines our client could now access easily digestible visuals on his overall Sales Process.

The Result

As a result of our Process Systemization, CRM Build, and Dashboard Data Creation our client experienced:

• Increased Response time for leads from initial form submission from ~24 hours to less than 1 minute.

• 85.7% of interested leads booked tours in the first month

• In the first quarter, they closed 71.7% of leads who entered the sales pipeline

• 88.7% of leads who booked a tour were closed in the first month

• Reduced average deal closing time by 50%

• Complete overhaul of his sales process, including process creation, software selection, and all-inclusive software integration/automation

• Extensive set of written and video SOPs for complete onboarding and training for his existing team and new employees as he scales and grows

• Reduced admin and lead tracking time due to automated CRM actions = More time to ensure the renovation was complete and the business was growing

• Detailed data on Team performance, Revenue metrics, Conversion percentages, Lead sources, and more to help keep tabs on and grow his business