Oculus provides the most pro-active Security & Facilities Management (FM) in the country. They offer a wide range of solutions for Security Services, Cleaning Services and Building Maintenance to Industry and commerce. This includes office cleaning, window cleaning, new construction builders cleans, welfare construction cleans and specialist cleans from Oculus’s focus in Cleaning.

Oculus has used Really Simple Systems (RSS) for a couple of years, but in the last 6 months they have been able to fully capitalise and take advantage of the CRM’s features. When Phil Cook (Oculus Senior Account Director) joined the company 6 months ago the CRM tool was being used more as a company notepad. “I saw there was a requirement for a proper sales CRM to be put into place, I knew we had an account with RSS and after a couple of discussions with Lisa (RSS Sales Manager) we got our account upgraded to the enterprise version to add more people and have an account manager included.”

Phil explained that they had used another CRM system (Software Dynamics). “At the time the company wasn’t thinking long term and were focusing a lot more on sales and hitting targets than helping plan for the ‘bigger picture’. Coming from a more corporate perspective and going to a business that was working from spreadsheets, I knew we needed to improve on that.”

Improving the system as a whole

Phil learnt early on that their sales and admin team was being run from multiple spreadsheets with little to no tracking of what was fully processed and knowing it wasn’t best practice going forward. The owner of Oculus had originally signed up for and sourced the RSS CRM and at that time only one person was fully trained and using it. When that individual left, that’s when the company used the system as just a notepad.

After working and learning the system from watching a few webinars Phil was able to build the customer database. Immediately changing the way they accessed customers’ accounts. Instead of having to pull all of their information at an accounts level they had it in one central, easy to access area. Once all their account lines had been put onto the system, tasks were then created for every client and each one had their pipeline built.

Phil added, “The CRM has completely streamlined the whole sales element of the business. We use an external sales admin and before we used RSS we had to call and inform her to set up meetings with clients. But now that we can assign tasks to her and vice versa, it’s cut down everyone’s admin time by 80%.”

I would 100% recommend businesses should talk to RSS and see if the system is suitable for them. We couldn’t recommend the system enough in all honesty. Phil Cook, Senior Account Director