Best Practices

High Tech companies are saving time and money using WebEx WebOffice to train their sales forces, demonstrate their products, and serve their customers. WebEx has interviewed many of our high technology customers – software development firms, IT consultancies, systems integrators, e-mail notification service providers, and so on. From these, we have compiled the best practices summarized below that can improve productivity, revenues and customer service.

Train your sales force, resellers, consultants, technical field representatives, customers and partners on your software solutions or services with WebEx Meetings. Whether your trainers or product demonstrators are based at headquarters, or some other site, they can conduct WebEx Meetings from anywhere, and anyone you designate, worldwide, can log on to participate. You’ll save time and travel expense with WebEx Meetings.

Deliver software updates and patches to your customers, instantly, by posting them to WebOffice's online Document Manager. Software developers, IT consultants, systems integrators, high tech services providers, and resellers, all use the WebOffice Document Manager as a delivery vehicle for large files. Your customers and field representatives can easily access these files anywhere, anytime, with a PC and Internet access. Save time and money by eliminating the need to burn your software updates and patches onto CDs or DVDs and then deliver them via overnight services or on site visits.

Manage and securely share software files under development -- not only within your own high tech company, but also with remote consultants and business partners -- using the WebOffice Document Manager . It allows software companies to provide secure access to important files under development anytime, from anywhere. All versions of software can be stored in one central place, so developers can download the latest version - to update or test it. Using WebOffice's Document Manager lets you lock files for check-out while editing, and unlock them as they're checked back in, so you can be sure that every developer on your team has the latest version of the software, no matter where or when they access it. With secure permissions, you can designate which developers have access to edit software files, sub-folders or folders.

Set up a separate WebOffice extranet for communicating with each of your prospective clients during the initial contract proposal and negotiation stage. Use WebOffice's Document Manager to present and mutually modify proposals for contract/project work. Then, experience the wide range of functionality offered by WebOffice for working on these projects with your clients every step of the way.

Manage projects with WebOffice. Set up individual WebOffices for all your project teams - teams that cross multiple sites or company lines, and are comprised of employees, consultants and customers. Take full advantage of WebOffice's online collaboration tools. Team members can communicate more efficiently, project progress can be tracked with greater accountability, and reports can be generated more easily and quickly.

Build your own customized Customer Relationship Management Database, quickly and easily, with WebOffice templates. WebOffice lets you easily manage your interface with dozens or hundreds of customers. Use the Database Activity Log to track every interaction - phone calls, emails, site visits, etc. - between your customers, your sales force and technical field service representatives. WebOffice's CRM can be shared by multiple sales account and technical representatives, so everyone can see the status of each customer - anytime, anywhere.

Build a separate database of sales leads from recent promotions that can be accessed by your own sales force and/or sales partners. Use the database activity log to track and monitor interactions with prospects and keep everyone up-to-speed, so you can maintain an effective sales pipeline.

Maintain individual profiles of clients for whom you provide custom software development services, consulting services, hardware, software, networking solutions, and so on, using the WebOffice Database Manager and Document Manager. Have instant access to these client profiles via the web, when your sales and technical field representatives are on site working for these clients and need reference information fast.

Post warranty information, user manuals and reference materials that clients can access at their convenience in a Guest Folder in the WebOffice Document Manager. Eliminate some percentage of customer service calls to you for this information.

Manage schedules more effectively with the WebOffice Online Calendar. View every company event and professional appointment for every person in your firm, while maintaining privacy for each person’s personal appointments. You can synchronize your desktops, PDAs and WebOffice to keep everyone up-to-date on every business commitment and on the availability of all personnel and meeting locations.

Hold ongoing 'meetings' remotely with your staff, using the WebOffice Discussion Forums. Discussion Forums keep a record of your comments, for reference, so you can save valuable ideas that might otherwise be buried in someone's email box, or notebook. Personnel unavailable during business hours can still pick up the thread of conversation after hours online.

Offer customers discussion forums for reporting problems, or sharing product suggestions with your developers or for sharing best practices with their peers. It’s easy to keep user groups involved and interested when they can, at their own convenience, use WebOffice Discussion Forums to participate in ongoing dialogues.

Provide key sales and marketing employees and partners access to a complete library of marketing literature for downloading, printing and distribution. Everyone will always have access to the most current artwork or document.

Create and grant access to a knowledge database of FAQ's and other support-related material. Save your customer service representatives and your customers time by using the WebOffice Document Manager to house your FAQs. Your service representatives can be assured they are always providing customers with the most up-to-date information about products and services.

Track billable work hours. Tie the WebOffice CRM database in with the WebOffice Timesheets to track time spent working for each client. This facilitates accurate client billing. Your field sales and technical service representatives can conveniently log their time on the road, from anywhere, anytime.