In most manufacturers and traders I’ve seen, the same few problems come up again and again. Here’s how I’d usually approach each one. Every business is different, so treat this as a starting point, not a diagnosis.
Orders on WhatsApp, stock in Excel, bills in Tally.
Orders come in on WhatsApp, stock is kept in a spreadsheet and bills are made separately, so the same order is written down several times.
Why it usually happens. This usually happens because each tool was added to solve one problem at a time, and none of them were connected.
What I’d look at first. I’d follow one order from the first message to the payment, and count how many times it’s written down and by whom.
What fixed looks like. An order is entered once. Stock is reserved, the invoice is ready for your accounts, and dispatch knows what to pack, without anyone retyping it.
The Operations System
Stock counts that never match the books.
Your stock counts never quite match the books.
Why it usually happens. Usually stock moves in one place and is recorded in another, later, so small gaps build up until nobody trusts either number.
What I’d look at first. I’d watch how stock actually moves in and out on a normal day, and where it’s recorded at each step.
What fixed looks like. Stock is updated as it moves, and a quick regular count catches any gap the same week, not at year end.
The Operations System
Payments due that nobody chases on time.
Payments that are due don’t get chased on time.
Why it usually happens. This usually happens because nobody has one clear list of who owes what and since when, so chasing depends on memory.
What I’d look at first. I’d look at how payments due are tracked today and who does the chasing, and when.
What fixed looks like. You see who owes what and since when, every morning, and reminders go to customers who’ve agreed to them before the money gets old.
The Operations System
No clear picture of field visits and orders.
You don’t have a clear picture of your field visits and orders until the end of the day.
Why it usually happens. Usually the salesperson has the information, but it only travels back to the office in an evening phone call.
What I’d look at first. I’d spend a day with a salesperson, if I can, to see how a visit and an order actually happen on the road.
What fixed looks like. Salespeople check in at each visit from their phones, with location recorded only at check-in, and take orders on the spot. By evening you already know how the day went.
The Operations System
Disputes over what was actually sent.
There are disputes over what was actually sent, and settling them takes a long time.
Why it usually happens. This usually happens because packing and delivery proof is scattered across notes, photos and chats, if it exists at all.
What I’d look at first. I’d ask about the last few disputes and see what proof existed, and where it was.
What fixed looks like. Every dispatch and delivery is recorded with its proof in one place, so a dispute is settled by looking, not by arguing.
The Operations System
New dealer and customer enquiries slip away.
New dealer and customer enquiries slip away before they become orders.
Why it usually happens. Usually nobody clearly owns the follow-up, so enquiries wait until someone happens to remember them.
What I’d look at first. I’d check where your recent enquiries came from and how many were followed up. The real numbers are often quite different from what anyone expected.
What fixed looks like. Every enquiry has an owner and a next step, and is followed up until it becomes an order or a clear no.
The Growth System
Your products don’t look their best.
Your products don’t look their best, online or in your catalogue.
Why it usually happens. Usually product photos are taken quickly on a phone, because there’s never a good moment to do them properly.
What I’d look at first. I’d ask which products sell best and which ones buyers ask the most questions about, since those are where good photos help most.
What fixed looks like. A buyer sees clean photos and short videos of each product in your catalogue and on WhatsApp, and orders without asking for more pictures.
Content
If this sounds like your business, message me on WhatsApp with a line about how you work today. I’ll tell you honestly whether I can help.
