Case study
Transforming a sync licensing department into a streamlined, data-centered revenue generator
CLIENT
A mid-sized indie music publisher.
wHAT WE DID
Dotted Eighth modernized a cumbersome and inefficient sync licensing process from request through license to invoice by leveraging Customer Relationship Management (CRM) software.
OUTCOME
Our partnership led to improved data hygiene, restructured workflows, and powerful tracking and reporting capabilities, which ultimately increased revenue.
SITUATION
Our client, a mid-size indie music publisher, wanted to increase revenue within its sync licensing department without adding any full-time employees. Its sync licensing process required extensive manual entry of data into multiple spreadsheets and systems, which resulted in having to cross-reference multiple, non-integrated data points. Current and past sync license quotes, invoices, and other historical data were inaccessible to key internal teams (e.g., sales, customer service) and data hygiene was of significant concern. The client needed a tool that would: be accessible to all employees; centralize and store data; provide customized reports; and scale as the business grew.
During Discovery, we mapped the existing order of operations and identified key pain points. Stakeholders at multiple organizational levels were involved in the requirements assessment. We then envisioned a new process architecture that organized the sync licensing work around available intellectual and physical assets, capabilities, and expected outcomes. Ultimately, we recommended implementing a cloud-based CRM software that could be customized to meet the unique needs of the sync licensing department.
Our team of developers customized the CRM tool to align with the client’s new operational process. We built a sandbox testing environment for our client to experiment with the CRM as new features and functionality were deployed. This provided us with real-time development feedback, ensuring that any bugs or issues were addressed prior to launching the CRM software. To ensure adoption of the new CRM tool, we provided in-depth training to managers and staff.
KEY IMPROVEMENTS
Automated sync license request process using online forms
Ensured accurate, clean data from requestor
Made sync license request negotiation status available to key internal contacts
Created direct import of catalog data into system
Automated quote generation, license generation, and invoicing process
Allowed for more informed, effective decisions with robust reporting feature