Ten meetings a day, and still no manual entry｜UMIDAS Inc.

UMIDAS Inc. uses Aitane on four sales accounts. Each rep runs around ten meetings a day while meeting records and customer information update automatically, removing manual entry from the sales side.

This English translation is provided for reference only. In the event of any discrepancy, the Japanese version shall prevail.

UMIDAS Inc. operates under the corporate philosophy "Create room in the heart," offering UMIDAS Personal for household budget reviews, UMIDAS Freelance for sole proprietors, and UMIDAS Biz for corporate cost reduction.

The company uses Aitane on four sales accounts. This is how a team running around ten meetings per person per day changed the way it handles meeting records and customer management.

Highlights

Four sales accounts in use, with each rep running around ten meetings a day
Meeting records and customer information update automatically, with no manual entry from the sales side
Because the record exists the moment a meeting ends, the next follow-up can start immediately
Records from all four reps accumulate in one place, so the team can check the state of any deal

Running three services with a small team

UMIDAS Inc. was founded in June 2023. With one executive and five full-time employees, it operates three services.

UMIDAS Personal: household budget review for individuals
UMIDAS Freelance: business support for sole proprietors
UMIDAS Biz: cost reduction for companies

Its mission is "Create as many successful, happy people as possible." The business is built on finding invisible spending and losses, and cutting waste from household and business finances to create room in life and management.

Because the audience splits across individuals, sole proprietors and companies, the person on the other side and the shape of the proposal change within the same day. Each meeting is not long, but the volume adds up.

The challenge: meetings moved forward, records did not keep up

Each rep runs around ten meetings a day. Across four people that is close to forty meetings daily. The meetings themselves were happening, but the records that should follow them were not keeping pace.

During a meeting the rep concentrates on listening, so notes stay fragmentary
The gap between meetings is short, leaving no time to write things up on the spot
Trying to enter everything at the end of the day means the details of the morning's meetings are already gone
As a result, customer information fell behind and the timing of the next contact rested on individual memory

The more meetings a team runs, the more valuable accumulated records become. In practice the opposite was happening: the volume of meetings was exactly what left no time to keep records.

Why Aitane: no new place to type

The deciding factor was not slowing the sales team down. A workflow that requires opening another tool to log a record does not survive a pace of ten meetings a day.

Aitane joins the meeting, creates the record, and feeds it straight into customer information. There was almost nothing new for the sales side to learn, and the team could start without changing how meetings already ran. With a small organisation, not having to spend time on rollout and adoption was a prerequisite.

In practice 1: joining the meeting and keeping the record

Aitane joins meetings registered on the calendar and builds the meeting record from the conversation. Reps concentrate on listening rather than taking notes, and the record is finished by the time the meeting ends.

The key points, the customer's situation and the next actions are organised automatically, so the information needed for the next contact is ready without rereading the record.

In practice 2: customer information current after every meeting

Customer information is updated from the meeting record, so the sales team does not do data entry. Who spoke with whom, when, about what, and what happens next builds up per customer.

Even on deals with several rounds of contact, reps can check the previous conversation before the next meeting. At close to forty meetings a day, the level of detail in the records does not drop.

In practice 3: four people's records as shared ground for the team

Because the records from all four accounts land in one place, the state of a deal can be checked in the data rather than in each person's head. Handovers when someone is away, and sharing how a meeting went well, both draw on the same records.

The result: time spent on records goes back to the next meeting

The records and data entry that used to be done in a batch after meetings are gone, and that time now goes into preparing for and following up on the next meeting.

Follow-up can start straight after a meeting, so same-day contact does not break down
No meeting goes unrecorded, so the history can be traced later
Time that went into updating customer information returns to selling

The company keeps records intact as meeting volume grows, without adding people to sales administration.

For companies considering Aitane

The more meetings a sales organisation runs, the larger the total volume of record-keeping becomes. Even for a small team with no one to spare for sales administration, keeping records without changing how meetings run lowers the barrier to adoption.

A practical way to start is with a few accounts on the sales team, building up meeting records and customer information first, and then revisiting how the existing tools fit alongside them.