Overview
UTP Beyond Borders, operating in the Education and Travel industry, faced challenges with their CRM and mail systems, including blocked or bounced emails, low-resolution webinar/meeting sessions, and slow CRM loading speeds.
With support from Devtac, UTP Beyond Borders implemented a more organized system that improved operational efficiency, streamlined data management, and enhanced participant engagement.
Key takeaways:
- Faster CRM access and email handling
- Improved webinar and meeting functionalities
- Streamlined recruitment and orientation processes
- Efficient data management even with reduced manpower
Executive Summary
UTP Beyond Borders aims to move people beyond map lines, stereotypes, and personal limitations, helping participants realize their full potential. Since 1999, the organization has offered diverse, high-quality programs across multiple locations.
Operational efficiency is critical for UTP Beyond Borders to manage recruitment, participant engagement, and program delivery. Prior to Zoho implementation, the organization experienced system delays and duplicated efforts, particularly affecting email communication and webinar/meeting coordination.
Problem Statement and Key Challenges
UTP Beyond Borders faced the following operational challenges:
Key Challenges
- Blocked or bounced emails causing delays in communication
- Low resolution in Zoho Webinar/Meeting, creating duplicated work in recruitment and orientation
- Slow CRM opening speeds, increasing stress and inefficiency
- Operational difficulties intensified during periods of reduced manpower
These issues affected the smooth coordination of recruitment, orientation, and participant engagement activities.
Evaluation of the Problem
The organization identified the need for a more reliable and organized system that could handle CRM, email, and webinar functionalities efficiently. Optimizing these processes was critical to reducing duplicated efforts and improving overall operational flow.
Proposed Solution
Devtac assisted UTP Beyond Borders in implementing a customized Zoho solution tailored to their needs. The system improvements included:
- Enhanced CRM setup for faster access and better data management
- Improved email handling to reduce blocked or bounced emails
- Optimized webinar/meeting functionalities to prevent duplicated efforts during recruitment and orientation
- User-friendly interface to support smooth adoption and ongoing usability
These measures ensured more efficient operations and improved continuity in client and participant management.
Implementation
The implementation focused on customizing the CRM, streamlining data processes, and enhancing webinar/meeting capabilities. The team was guided to ensure proper adoption of the system and continuity of operations, even during reduced staffing periods.
Results
After implementation, UTP Beyond Borders experienced:
- Increased operational efficiency and smoother workflow
- Streamlined data management and participant tracking
- Ability to maintain high-quality client services despite reduced manpower
- Improved system usability for easy navigation and effective adoption
These improvements allowed the team to manage participant recruitment and engagement more effectively while reducing stress caused by previous system limitations.
“They have helped us customize our CRM and are still also very helpful whenever we have issues or concerns.” – Alisa Baleva, Director of Operations
