Increased efficiency through successful re-engineering
Initial situation: Complex Excel solution with a high volume of data
Every print job is unique – and so are the companies that need a printer. Canon’s range of production printers is both unique and diverse. Companies are often faced with the question: Which functions does my new printer really need and which device covers all my company’s needs? The sales team at Canon AG (Switzerland) previously used an extensive and complex Excel list for sales advice, which used various key data (printer type, size, number, accessories, price, etc.) to calculate the right combination of devices and price.
Challenge: Simplification of the sales processes
Introducing a new customer service management tool (CSM) often brings challenges, especially when there are already established workflows in place. The Canon team was faced with the task of processing complicated leads from large companies. Originally, this was done in an extensive Excel file, which had become quite complex over time. The introduction of this tool allowed the team to import data from the CSM app into their Excel and use it to run through a variety of scenarios. However, some details in the export were unclear, which required a concerted effort to identify the relevant data and integrate it into Excel. At the beginning, it was not clear exactly what data would come out of the export. Together we had to figure out how to use this data and which columns or cells from the export could be imported into the existing solution.
Solution: Automation through the integration of functioning macros
From the outset, both companies endeavoured to work closely together, which began with a personal kick-off meeting with the responsible parties. This provided information about the current processes and the basis of the Excel file to be modernised. The goal: a new import and export system that calculates the wishes and requirements of Canon customers more efficiently. To achieve this, soxes created several macros using VBA programming to simplify and summarise the calculations for the distribution of the various printers. Thanks to numerous iterations, the system was tested and updated several times over a long period of time. This allowed both teams to get closer and closer to the ideal solution.
The introduction of new tools often requires adjustments and a rethink of existing workflows. In this case, the new CSM tool enabled the team to handle complex leads more efficiently and optimise the entire quotation preparation process.
Result: More efficiency, more security, less time wasted
Through close co-operation between Canon AG and soxes, the following results were successfully achieved and implemented:
- Critical appraisal of the previous Excel concept
- Automation of the sales process with the help of new, effective macros
- Error elimination and avoidance through automation
- Significant time savings as the modernised Excel solution carries out important processes and calculations itself using the macros
- New, more efficient formulas simplify what was once a complex Excel system
All in all, soxes has successfully re-engineered an Excel solution for Canon (Schweiz) AG. With the new solution, sales employees can work even faster, cleaner and more reliably. With just a few clicks, customised offers can be created for numerous customers with different needs.
