ClearPoint can be used to automate and further align around your goals.
The thing is, you can do so much more with ClearPoint now than in previous releases. We've been so busy partnering with customers to help them make the most of our exciting new features—from automatic report generation to scheduled reminders and more—that we hadn't gotten around to making the most of them ourselves.
So we decided it was time to optimize our reporting—and our time—with the world of automation now available in ClearPoint. Here's how we're doing it.
The goal in reviewing our reporting process is bigger than saving time through automation; it's also an opportunity to ensure our entire organization is aligned around our strategy. As we explored ways to use the new scheduling and reminders features to automate our processes, we also sought out ways of aligning objectives and initiatives across teams to support our overall organizational goals.
In the process, we streamlined our reporting, gained insight into using ClearPoint as a customer, and discovered room for improvement in the features we already know and love.
To understand how we approach reporting, it's helpful to understand a little about how we are organized. While individuals wear many hats in our growing organization, we try to organize around four departments: 1) Customer Success, 2) Marketing and Sales, 3) Product Management, and 4) Local Government.
We meet briefly once a week as a full team to get on the same page for any critical activities we are working on that week. Then, each month, we have meetings for each department, and the department heads meet to make sure we are working cross-functionally. Finally, we review our strategy in full each quarter as a company.
The below is an image of what it looks like on paper, and while there are a lot of meetings on the calendar, most are less than an hour and involve 5 people or less.
The weekly meeting
The full team meets every Monday morning to discuss the week ahead. Following the weekly roundup, we run through either service deliverables (setup and training) or our upcoming opportunities—on alternating Mondays—so the whole team gets updated on both customers and prospects twice a month.
In addition to our weekly meetings, each of our four teams meets once a month. Customer Success and Sales & Marketing each meet in the first week of the month, while Product Management and Local Government have their meetings in the second week of the month. From there, the leaders of these groups meet to ensure alignment in the 3rd week of the month.
In addition to the meetings outlined above, our entire team meets following the end of each quarter to review the past quarter and our strategy and to plan for the months ahead.
Now that you've seen how our meetings are structured, let's take a look at how each division is using ClearPoint to take the manual work out of meetings and improve our alignment around our strategy.
Our customer success director has quite a bit going on; from directing our Customer Success team to managing some of our largest clients and overseeing our customer support efforts, he is always juggling. With so many hats to wear, he could use a little help from ClearPoint to automate some of the monthly work of meeting coordination.
Like Customer Success, Sales and Marketing (known internally as “Smarketing”) is all about #GettingStuffDone. Whether it's coordinating our blog and SEO strategy, tracking our leads, spearheading our responses to RFPs, or just managing the sales pipeline, our manager's to-dos run longer than your average grocery list.
You may know Product Management from the in-app messages about the latest and greatest features in ClearPoint. From coordinating with our Atlanta team to building charters for our new releases to translating feature requests into reality, this group has a lot to keep track of and enough to worry about beyond monthly meeting prep.
As I sat down with our product manager to talk through how he has and will arrange and automate his scorecard, one thing quickly became clear: it's hard to make full use of scheduling features when you don't know your schedule. In the world of product management, with our developers in Atlanta working on new features while also implementing patches for minor bugs as they arise, it turns out it's really hard to gauge how long things are going to take. As a result, meetings are often impromptu, and the release calendar is constantly in flux.
But our product manager's not letting this lack of a predefined schedule hold him back from having ClearPoint make his life easier.
Last, but certainly not least, is our government community. We have so many clients from local governments that we have built out a separate group within our organization to focus on enhancements and building out our local government network. Our director is passionate about bringing our ClearPoint Community together to connect and share, and with her stellar direction, we're already expanding and learning so much more about the value we can and do bring to our local government clients.
• Sales reports on our responses to RFPs, which bring new local government clients into our Community.
• Product Management reports on the number of product enhancements driven by local government needs.
The monthly leaders' meeting is a new addition to our meeting structure, created as an opportunity for furthering alignment across the organization. In this monthly meeting, Customer Success, Smarketing, Product Management, and Local Government leaders meet to discuss what's going on at the organization-wide level and ensure that everyone is informed of relevant goings-on within each division. While automation around this meeting is still being decided upon, it will likely entail the automatic generation of a briefing book that will be sent to the leaders as pre-reading in advance of the discussion. At a minimum, we want our leaders to review the department scorecards so that when we come to the meeting there are no surprises.
With weekly and monthly meetings chugging along near-effortlessly with ClearPoint's help, the final step was automating our preparations for each quarterly review meeting. We try to keep these meetings simple, so during the meeting, we review our strategy map, and try to stay at the objective level. We pull out appropriate information from measures and projects onto the objective page.
With all the time we're saving thanks to ClearPoint automation, who knows what the rest of the year will bring! We're looking forward to refining our processes alongside the improvements we're continually making to the tool itself and continuing to partner with our clients to help them get as much value from the tool as possible.
Let us know what you think, and if you are doing similar things, we’d love to hear about them.
Sean is the Vice President of Sales at ClearPoint. He leads the Sales department and focuses on developing impactful, consultative sales teams.