How monday.com Can Help You Manage Client Requests and Streamline Your Professional Services or BPO Business

Running an outsourcing, BPO, or professional services business can feel chaotic when you're juggling multiple clients and requests, especially if you're still relying on spreadsheets or manual processes.

Kick Consulting's monday.com solution for professional services companies can simplify the way you manage client requests by automating tasks and providing you with clear, real-time insights into your operations.

Let’s dive into how monday.com set-up for outsourcing businesses can help you keep track of client requests, prioritise tasks, and make better decisions using the platform's built-in analytics.

Client Requests in one place on monday.com

With monday.com, you can handle all client requests on a single board, making it easier to stay organised. Whether you're dealing with clients, virtual assistants, financial planners, or anyone else, this single board ensures every client request is captured, tracked, and addressed in one place.

Why It Works:

• All client requests are organised in one source of truth, so nothing gets lost.

• You can quickly assign tasks, set due dates, and monitor the status of each request as it moves through the pipeline.

Customizable Dashboards for Real-Time Reporting

monday.com’s dashboards give you a real-time look at how your team is performing and the status of each client request. The dashboards are fully customizable, so you can track whatever’s most important to you, whether it's overdue tasks, upcoming deadlines, or new client requests that just came in.

Why It Works:

• Easily see what tasks are overdue or coming up soon.

• Get a clear picture of how well your team handles tasks and which ones need attention.

• Set up benchmarks and KPIs.

• Visual dashboards let you quickly spot any issues or trends.

Group Requests by Status, Due Date, or Client

One of the best features of monday.com is how flexible it is when it comes to organising your work. You can group requests by status (like "in progress" or "completed"), due date, or client name, depending on what works best for you. This flexibility helps you stay on top of things and make sure nothing slips through the cracks.

Why It Works:

• Grouping by status lets you see the progress of tasks at a glance.

• Grouping by due date ensures no deadlines are missed.

• Grouping by client helps you stay organised when managing work for multiple clients.

Seamless Integration with everyone's inbox

When you handle a lot of client communication, integrating monday.com with Outlook or Gmail is a game-changer. By connecting all your team's inboxes, you'll keep all your client information, requests, and interactions in one place, so your team doesn't have to jump between different systems to find what they need. Or call one another to see who sent the last email. 

Why It Works:

• Everything is centralised, making it easier to track client communications, files and who sent what and when.

• Your team spends less time searching for information and more time delivering results.

• Your clients and team will be much happier now that the team can spend more time talking to clients instead of searching for 'that email'.

Automating Manual Tasks and Tracking KPIs

With monday.com, you don’t need to manually add action items for your team on each new request. You can automate it based on the type of request. Even better, let monday AI decide which type it is from your designated list, and it will auto-populate action items for you. 

Do you track your team's KPI on how long tasks are open or when they're due. Do you do it manually? Kick's monday.com solution for professional services companies automatically adds a timestamp when a request is submitted and tracks how long it has been in progress. When the task is complete, it records how long it took to finish, giving you insight into your team’s efficiency.

Why It Works:

• Automated action items and KPI tracking means less manual work, fewer errors and higher profit margins.

• Notifications remind your team when deadlines are approaching.

• You can easily and quickly see how long different requests take to complete and adjust your resource planning.

Get all the info from clients upfront with monday.com Forms

Customisable forms in monday.com make it easy to gather all the information you need from clients upfront. This means fewer back-and-forth emails and clearer instructions from the get-go. Kick's monday.com for BPOs includes a form that can be linked to your website or used to enter new requests manually. 

Why It Works:

• monday.com Forms are customisable, so you get the information you need right from the start.

• No more incomplete requests or confusion—everything is clear from the get-go.

• You save time by reducing back-and-forth communication.

In-Depth Analytics for Better Decision-Making

monday.com’s Dashboards give you detailed reports that help you understand how your team is performing. Whether it’s tracking how long it takes to complete requests or how many tasks each team member has on their plate, these insights help you spot inefficiencies and make improvements where necessary. Examples of some of our client's favourite dashboard reports we've used in our monday.com set-up for outsourcing businesses: the number of tasks allocated to each team member monthly, the workload and capacity of each team member, the type of requests you receive, and from whom.

Why It Works:

• Regular reports help you keep track of performance and spot any issues before they become bigger problems.

• Data-driven insights let you make smarter decisions about how to allocate resources.

• You can predict future workloads and adjust team capacity to avoid overload.

Key Takeaways for Outsourcing, BPO and Professional Services Businesses using monday.com

1. Simplified Request Management: One board on monday.com is all you need to handle client requests efficiently. Everything is in one place, making it easy to manage multiple tasks and clients.

2. Customisable monday.com Dashboards: Dashboards give you a real-time overview of what’s happening in your business, helping you quickly assess performance and prioritise tasks.

3. Flexible Task Grouping: Grouping tasks by status, due date, or client gives you better control and visibility over your workload.

4. monday.com Outlook or Gmail Integration: Integrating monday.com with your team's inboxes will make tracking client interactions seamless and centralised creating one source of truth.

5. Automated Task Tracking: With automatic tracking, you’ll never miss a deadline or have to manually log task completion times.

6. monday.com Forms for Data Collection: Use customisable forms to gather the right information from clients upfront, reducing errors and confusion.

7. Detailed Performance Analytics: monday.com’s Dashboard helps you track key performance metrics, identify bottlenecks, and make data-driven improvements.

If you wish to get a copy of this set-up for your business or see a LIVE demo, our sales team can provide you with the installation link during your complimentary discovery call