Streamlined Task Management for a Business Management Firm
A business management company was overwhelmed by scattered client requests and manual tracking. We implemented a custom AI-powered task automation system using Zoho CRM, transforming chaos into clear, efficient workflows and boosting SLA rates to 95%.
The Challenge
Business management firms handle a wide array of unique and complex client requests, making task tracking especially challenging. This company was overwhelmed with scattered client communications and no centralized system. Important emails were often sent to the wrong teams, causing missed deadlines and redundant work. Manual tracking through notes, emails, and paper led to chaos and inefficiency.
Our Solution
We implemented Zoho CRM as a unified platform for sales and task management. To drive adoption and automate workflows, we:
- AI-Powered Email Parsing: Developed an AI agent to analyze client emails and convert them into CRM tasks automatically.
- Automated SMS-to-Task Workflow: Deployed a robust AI agent built specifically for their firm to process client texts via two toll free numbers, one client facing and one internal, with automation converting messages into actionable Zoho tasks. Clients can literally send SMS messages to the client-facing number, which responds back and creates tasks automatically.
- Centralized Task Dashboard: Created a clean, easy to use task dashboard in Zoho to streamline internal task delegation and tracking.
The Results
The entire team now actively uses the system, with clients engaging via text agents and management gaining real time visibility. Task assignment and completion are clear and efficient. The company’s SLA rates rose to 95%, transforming chaotic operations into a streamlined, accountable process. We are now developing a similar AI agent to automate their sales pipeline.