CRM RTC Antwerpen

Description du marché

RTC Antwerp currently has six employees, each responsible for specific areas of expertise. Based on these areas, they build their own networks and maintain contacts independently. Contact details are currently kept individually, often in Excel, Outlook, or other personal files. RTC Antwerp has a clear and functional website. Most contact data is collected via registration or request forms on the website. However, there is a strong internal need to manage this data in a structured and centralized way. In addition, RTC Antwerp observes that a lot of data circulates within the organization, often in a fragmented manner. Data must regularly be processed, copied, or manually counted multiple times—for instance, for reporting to authorities or subsidy providers, creating thematic contact lists, or sending newsletters. As a result, there is a growing need for a streamlined and efficient approach to managing contacts, registrations, material loans, and other data flows. RTC Antwerp is therefore seeking a stable and high-performing CRM system that is compatible with the existing website and capable of structurally supporting these needs. Project Goals Internal Processes RTC Antwerp aims to improve internal efficiency by automating workflows and centralizing information related to planning, events, and contacts. The goal is to significantly reduce the time currently spent on repetitive administrative tasks, creating more room for what truly matters: sustainable relationship management and more personalized, tailored services. Objectives and functional needs: Promote self-service wherever possible to reduce administrative workload; Avoid manual interventions by automating processes as much as possible; Automate repetitive administrative tasks to reduce time and errors. Optimization of logistical and administrative management: Clear overview of the full inventory and associated planning; Efficient management of available materials; Support for the complete process surrounding loans: from request to logistical organization, from delivery to pickup; Clear overview of all ongoing and planned loans; Centralized overview and planning of trainings and events; Management of trainings and events, including content, location, capacity, and timing; Monitoring and management of registrations and material loans in one central environment. Service Optimization RTC Antwerp wants to increase customer satisfaction by streamlining and centralizing its processes. This includes optimizing the registration and loan process, efficiently managing materials and trainings, and enhancing targeted, timely communication with schools and partners. To achieve this, RTC Antwerp aims for: A user-friendly “guide function” to help schools quickly and accurately find the right offerings; A smooth and stable integration with the existing website; Efficient and accessible service delivery from request to completion. Relationship Management RTC Antwerp wants to structurally strengthen the engagement of schools and companies in its actions, trainings, events, and initiatives. By gaining better insights into who is involved when, and organizing targeted follow-up accordingly, RTC Antwerp aims to build and enhance sustainable relationships. To achieve this, RTC Antwerp aims for: A central database for contacts and accounts; Centralized management of communication and relationship data; A clear history of interactions with schools, companies, and other partners; Efficient follow-up of registrations and material loans; Tailored digital communication based on previous interactions and interest profiles; An integrated overview of all interactions per organization, regardless of which consultant was involved or through which action contact occurred; Active initiation, maintenance, and deepening of long-term collaborations with schools and companies. Data Analysis (Reporting) RTC Antwerp wants to operate more strategically by gaining better insight into how schools and companies use its actions and services. By centrally collecting and specifically analyzing data, RTC Antwerp aims to better align its offerings with the real needs of the field. This enables forward-looking decisions based on relevance and impact. To achieve this, RTC Antwerp focuses on: Centralizing data and reporting; Analyzing usage patterns and engagement; Undertaking targeted actions based on data insights.

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