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Case Study: Conversion Dashboards and Saying 'Yes' to Better Systems

Updated: Jun 10

In a previous post, "The Peril of Yes," I discussed the dangers of immediately saying "yes" to every request without considering the broader impact on system health and scalability. It’s a topic close to my heart because I've seen how executing on every request can lead us into a system that's more difficult to use and more costly to maintain. Today, I want to share a story from my recent consulting work—a story about stepping back, taking a breath, and finding a more sustainable and effective solution.

The Challenge: A Sneaky Screenshot and the Pitfalls Hidden Within

A while back, a client sent me a screenshot of a complex conversion rate dashboard from a third-party company's website. It looked great—the dashboard was crafted with care, and the data was beautifully presented, almost as if the trends and conclusions were leaping off the screen. The catch? The proposed method to achieve this dashboard involved numerous custom fields and multiple complicated automations—essentially, a maintenance nightmare waiting to happen.

The subtext from the third-party was pretty clear: "This is tough—why not just buy our app?" While I'm sure the app offers many additional benefits, the cost wouldn't be justified by this dashboard alone. Moreover, as a consultant, my role is to help my clients make the most of the system they're already paying for, rather than encourage them to incur additional expenses (unless absolutely necessary).

As someone eager to deliver quick results, my initial reaction was to roll up my sleeves and dive into the complexities of building everything exactly as shown. I'm not one to shy away from a challenge, and this one definitely piqued my interest. However, as I started mapping out the implementation, something didn't feel right. The proposed solution was dizzying, and frankly, a bit disheartening. It wasn't just a technical challenge; it posed a potential future bottleneck.

Instead of immediately saying "yes," I decided to take a week to rethink the approach. This pause allowed me to come back to the problem with fresh eyes and refocus on simplicity, scalability, and usability—core principles that should drive any CRM system enhancement.

Turning Complexity into Clarity: The Path to a Sustainable Conversion Dashboard

Here’s what I came up with: Instead of a convoluted mess, I designed a simple, clear structure. A separate table to track each sales stage with minimal fields and just a couple of flows—clean and efficient. This setup not only achieved the desired dashboard but also made it a breeze for future modifications.

I implemented the stage tracking mechanism, and finetuned the dashboard for maximum efficiency and optimal data visualization. The solution has already shown promise in simplifying data analysis without compromising on functionality. This approach not only serves the immediate need for some data visualization around conversion across the sales process, but also sets the stage for easier adjustments as the sales process evolves.

If you want to nerd out on my solution with me 🤓, click this section to expand. Feel free to reach out if you'd like to talk through it. Final result (with test data) below!

Note: This dashboard only reflects test data in the sandbox as a proof of concept. 67% Closed Won?! If only our deals looked like this in real life!!

Conclusion: The Power of a Thoughtful 'No'

This experience reinforced a crucial lesson from our "no-man" approach: sometimes, you have to challenge the initial request to truly deliver value. It's not about being difficult; it’s about being right—right in the strategic and client-focused kind of way.

So next time you’re facing a complex problem, remember, a quick "yes" might be satisfying, but a thoughtful "what about this instead?" can lead to much better results.

If you're wrestling with CRM challenges and feel stuck in a complexity trap, let's talk. I’m here to help untangle those knots and create a system that works beautifully and grows with you.

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