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B Trade Partners reduced meeting times by 20%

CEO Takeshi Sato (left), Ryo Takemura from Marketing Suport Division (right) from B Trade Partners Co., Ltd.

B Trade Partners Co., Ltd.

Provides marketing sales outsourcing services only for B to B companies. Toward the mission of “making anything in demand,” the company offers solutions for clients who want to sell more or establish how to sell products by carrying out instead of giving only theories or logics. Recently, they especially focus on inside sales divisions.

The number of users: 25 Oneteam using section: allBusiness: Marketing support, Call center Communication tool before introducing Oneteam: Enterprise social network service

Enterprise social network could not reduce information sharing meeting time

CEO Takeshi Sato

Mr. Sato: With the philosophy “making anything in demand,” B Trade Partners supports clients to deliver their products to potential customers who need them. There are many companies which cannot perform sales activities because of expensive costs or lack of resource, so I founded this company to solve such clients’ issues. Nowadays, we perform new customer development and lead customers nurturing instead of clients.

We organize project teams per client, so there are multiple projects ongoing at the same time. As the number of the projects increases, the amount of information to share and discuss with each project leader necessarily. Our projects progress during daytime, so we often had meetings after working hours, which sometimes lasted until midnight. To reduce the meeting time, we had introduced enterprise social network service, but it did not work well. It is because if we communicate online with chats, all information is fragmentary, so it did not solve the problem of understanding each project’s situation. Thus, we could not help but keep having face to face meeting.

Mr. Takemura: Enterprise social network service worked effectively at some points because we can have more communication online. However, all information keep coming continually and they are carried away when new information comes, so we could not see where the important information is nor share the same understanding. Thus, we had to start from sharing information in the beginning of the meetings.

Oneteam realized two improvements of meetings

Mr. Sato: What is different about Oneteam compared to enterprise social networking service is that we can create a topic and have communication within it. I thought we could share information and develop discussion without having face to face meeting by using Oneteam. Actually, we started to use Oneteam for sharing information about each project for the meeting, which reduced our meeting time by 20% with two optimizations.

Firstly, we could share what is going on in each project online before the meetings. In Oneteam, we share the project goals, and its process, and proposal materials other than meeting agenda. Since communication for each project is divided into different groups depending on what the communication is about, everyone can see each project status in Oneteam before the meeting, which was impossible for enterprise social network service. We have no time for information sharing in the beginning of meetings any more.

Secondly, we can arrange what to discuss at the meeting beforehand. When communicating in enterprise social networking service, discussions are often interrupted by different topics. However, Oneteam stocks communication flow of each topic in separate places, it is easy for members who cannot see Oneteam all the time to catch up and join discussions. This enabled us to gather members’ ideas, opinions and counterarguments and develop the discussion online, so we can decide what points to discuss at the meeting online. Some discussions even complete in Oneteam, so we can bring conclusions for some points and focus on the important arguing points at the meeting.

Reviewing Proposal material process completes within Oneteam

Mr. Takemura: In our company, we used to have a meeting to review and fix the contents of proposal materials because the projects have several members involved, but now we complete the process in Oneteam. Proposal materials itself can be embedded within a topic, so you can check materials and send feedbacks from both laptops and smart phones by accessing the topic. We used to print or converted to PDF files to get Sato’s check sometimes, but we do not have to do that anymore.

Sending feedbacks to the material in Oneteam

After making a draft of a proposal material, for example, a project member creates a topic with the subject name such as ‘proposal materials’ or ‘interim business report’ and select who he/she needs to share the materials with. For the body part, he/she writes the purpose of creating materials, which points to check, and the schedule to share with the client. The people selected will get notifications when the topic is created.

Then if you check the material, you can send points to change by message. The creator will reflect the changes to the material based on the feedbacks. When he/she finishes modifying the material, the creator can edit and update the topic. You can leave what changes you made in message, so other members will see the difference with updated version. If the material is ready, the manager can send an approval message. All the process of sharing materials and its schedule, sending feedback, change logs are in Oneteam now, so we can look back the process when necessary.

Oneteam brought a possibility to improve team productivity

Outsourcing Group from Marketing Support Division

Leader Ryo Takemura

Mr. Takemura: Using Oneteam gave us a new possibility to improve the company’s productivity. When we used enterprise social network service, we could collect everyone’s ideas, but it often ended with spot communication because it is hard to look back. As a result, we could not utilize the communication for the next action, and know-hows are personal and closed. On the other hand, communicating in Oneteam, everyone can share ideas to solve a problem towards the goal, and we can keep it as real communication log. We will have a new project starting up, so I would like to create a culture in our company which everyone exchange of opinions online to achieve the goal.

Mr. Sato: Until now, we could not share successful experiences and mistakes in the process of a project other than its project members, nor we could not stock them. However, if we use Oneteam to share information, not only we can put information of projects from the beginning to the end together, but also it is available for members from a different project or incoming members in the future. In terms of human resource development, this is very important. Every member can access the real knowledge from the past project, so I expect every member will perform better utilizing such knowledge. I would like to contribute to “making clients’ products in demand more” by sharing both successful and failed cases and experiences within the company beyond project members in order to make it as our company’s shared knowledge.