Go into any automotive dealership and if a salesman is not on the sales floor talking to customers, they are almost certainly in their office filling out paperwork.

From filling out forms for receiving new vehicles, to certification forms, to preparing quotes, estimates and invoices, to organising finance forms, the best part of a dealers’ day can be spent in their office drowning in paperwork. And this is even before they meet the customer.

The daily grind of filling out forms and paperwork can take up a substantial part of the workday, time better spent on the sales floor interacting with customers and getting into a sales flow. A dealer who can limit the amount of time spent on paperwork and increase their time spent selling should theoretically lead to increased sales and revenue opportunities.

The other problem with the mass amounts of paperwork is the issue of filing, storing and organising the papers.

Say a dealer needs to access a document about a vehicle he sold one year ago that has become part of a vehicle recall. That document could be buried deep in a filing cabinet by now, drowned in thousands of other files created in the time since. And even with the most organised method of filing, finding the physical location of that document can take precious time to locate, which in an instance where the document is urgently required, may not be available.

Automotive dealers understand that it is crucial to manage this information effectively to limit the problems that can arise. Which is why implementing automated workflow and digital storage is believed to be key to improving productivity, reducing costs and meeting compliance requirements in the automotive sales workplace.

The process of digitising documents and improving automation can provide a host of benefits to a dealer.

Electronically storing files rather than physically storing them makes it easier to find a needed document. Rather than taking the time to search for a form, it can simply be found at the touch of a button, saving time, drastically reducing the amount of paper being used for business and de-cluttering the desks of dealers everywhere. Digital storing of documents also reduces the chances of documents going missing or being thrown away accidentally.

Additionally, electronic filing can also help when it comes to auditing. Instantly being able to pull up a file from a past year or identify when a certain event happened makes the process of auditing less stressful.

Saving time by not needing to search for or fill out paperwork all day means there is more time to do what dealers do best. Selling. More time on the sales floor equals more sales and more revenue for the dealership. And at the end of the day this is the focus of all dealerships, making the decision to digitally document files simple.

Another benefit to automating workflow is the option to set electronic reminders and prompts for all staff. Reminding team members to chase up a quote by a given date or sign and submit a contract ensures processes are moving forward smoothly. It also guarantees compliance is met and fewer administrative errors such as failing to sign documents or failing to provide proper documentation are made.

The most successful dealerships are consistently the ones that can streamline the day-to-day running of their business and maximise the amount of selling time for employees. Providing the correct tools and resources to employees to allow them to get out and sell without distraction will more often than not lead to significant productivity boosts and revenue gains, as well as create a more enjoyable, productive work environment.

Original source: Inside Small Business | How automated workflows can help automotive dealers make more money

18 Sep 2019