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Comment on Setting up client folder

January 25, 2024
Comment on Setting up client folder from article on January 16 2024
          In response to: 
          What is the best way to set up a client folder - that is, to set up the physical paper in the folder? What are the best practices for this in the industry?
          I'd prefer you didn't use my name for this.
          In our industry, setting up a client folder effectively is paramount for efficient operations and long-term business success. While traditional paper records have their place, the advantages of integrating a Customer Relationship Management (CRM) system, especially one tailored to the alarm industry, far outweigh the reliance on physical documents alone. Here's why:

1. Accessibility and Mobility: A CRM allows you to access client information from anywhere, at any time. This is in stark contrast to paper records, which can only be accessed where they are physically stored. Our industry we want to keep all of the info, service/billing history, payment methods, and what is installed at the jobsite readily available for you and your team.

2. Data Security and Backup: Paper records are vulnerable to damage, loss, or misplacement. In contrast, a CRM provides secure storage with regular backups. In the case of unforeseen events like fires or natural disasters, digital records in a CRM remain safe and recoverable.

3. Scalability: As your business grows, so does the volume of your records. A CRM can effortlessly scale to accommodate an increasing amount of data, something that's challenging and space-consuming with physical files.

4. Integration and Updates: CRMs can integrate with other business tools and systems, providing a unified platform for all your business operations. This is something paper records cannot offer. Plus, digital records can be easily updated, ensuring you always have the most current information at hand.

5. Professionalism and Compliance: Digitally stored data reflects a level of professionalism and modernity that can impress clients and stakeholders. Furthermore, a CRM can help ensure compliance with industry regulations, which might require specific ways of handling and storing client information.

6. Preparedness for Business Scenarios: Whether it's securing financing, selling your business, or dealing with legal issues, having your client information in a CRM provides a level of preparedness and professionalism. Paper records, due to their inherent limitations, can’t offer the same level of readiness for these critical business events.
Shameless Plug: When you use a Software like WorkHorse not only do you have the records that you keep, but you also have real-time updates from your central stations, communication providers, and we act as your billing provider so everything is in one place for you, your reps, your lawyer, and account. 
          Name withheld
          Workhorse and other software vendors are listed in The Alarm Exchange in the category Technology and Services that increase or preserve your RMR

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Ken Kirschenbaum,Esq
Kirschenbaum & Kirschenbaum PC
Attorneys at Law
200 Garden City Plaza
Garden City, NY 11530
516 747 6700 x 301