The short answer is yes. Private investigators need to choose a system that is customizable and can be used with many different types of investigations. If you conduct domestic cases, missing person, locate, skip tracing, insurance claim or any other investigation, find a system that appeals to a broad audience. Just because a system has […]
“I’ve Always Done it This way.”
This could be the most well-known phrase to anyone who has ever tried to sell a product or service to anyone, regardless of the industry they are in. In the private investigation industry, this is heard quite often from private investigators when it comes to improving business processes.
The definition of change: “the act or instance of making or becoming different”. Doesn’t every business guru tell business owners to “stand out”, “be different”, “separate your business from competitors”?
Even if something works, or is right at the time, does that make it ok? Is that where it ends? Of course not. The business processes of private investigators should be no different. Not too long ago investigators used 8mm videotapes. They were right at the time and worked great.
What if that investigator was unwilling to change since it worked?
That investigator would be spending a lot of money on videotapes and possess a camera that records video in a lower quality. Their counterparts who prefer to advance their knowledge and change with the times are spending no money on videotapes, recording HD video, and leaving those who choose the alternative wondering why business is slow.
“The way I do it works. I do not need case management software”
The dive into the case management software pool is easily comparable. Certainly manila file folders, excel spreadsheets, homemade software, and outdated methods were right at one time and got the job done.
For today’s private investigator, case management software is advancing, readily available, and very affordable. Even for the one-man investigative agency. Try them, use them, and invest in your business. Time is money. Stop wasting it.
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The CROSStrax team attends Private Investigators conferences across the country. In talking with PI’s, one of the questions asked quite often was “How do I choose a case management system?” The simple answer is to try the system out. Any system worth paying for will offer a free trial period. Use the tips below to help choose a system that is right for you and your company.
1) Mobile capabilities
One of the main benefits of a case management system is having access to your case information, photos, video, report, etc. Being able to access the information anywhere at anytime on a wide variety of devices is crucial. As we all know, it is convenient to look something up on your phone or tablet without having to drag out a laptop. Having desktop based software only allows access to investigative information when seated in front a particular computer. What happens when you are in the field or at the courthouse? Look for something that is web based and can be accessed from any computer as well as your mobile devices.
2) The Cloud
Don’t be afraid of the cloud. It is the current business model of most technology based businesses, including technologically sound case management systems for investigators. Popular software products such as Microsoft 365 and Quickbooks are moving to cloud based platforms. Anyone who uses online banking systems are utilizing cloud platforms. Online shopping retailers, email programs such as Gmail and Yahoo mail are examples of cloud computing. Online backup software such as Carbonite operate in the cloud. The cloud should be viewed as a positive. If a case management system does not operate in the cloud and is desktop based, you need to ask how old the system is. Any system worth the cost should have a cloud component.
3) Affordability
Cost is an important factor for any investigator. Look for flat rate pricing. If there are a lot of “items” listed in the pricing plan or the plan is long and complicated, buyer beware. Take into consideration the restrictions. A price can be listed at $99 per month, but additional costs can be incurred if you create too many cases, have more than 1 person logged into the system, upload a large file, create an additional report template. A $59 monthly fee can turn into well above $100. Nobody is a fan of “fees”. When you see setup fees, one-time fees, case fees, be sure you are aware of how the final price could elevate quickly.
4) Features and Tools
Good systems will save you time and in turn save you money. Investigators want to be able to save a least an hour a week on administrative tasks so the system essentially pays for itself. Business owners should want to and will receive a return on any investment. Look for items that make the job easier, save time, and cut down on time spent on reports, billing, searching for information, updating the client, and keeping up with cases and assignments.
5) Customization and Personalization
Having your own subdomain is important for personalization to your company as well as for security reasons. For example, if your login page is at XYZDetective.casesystem.com, that is a unique address for you and your users. You can place that link on your website, email signature, business card, etc. Customization is important for many reasons. The main one being one PI’s business is entirely different than the next. One may focus on domestic investigations. Another investigator may do criminal defense work. What if you are doing insurance investigations and want to decide to market and pursue legal or domestic investigations? Look for systems that allow for customization to meet the needs if your business evolves or changes in the future.
Try a case management system free for 7 days. Visit www.crosstrax.co
It is known by various names, Case Management Systems, Case Management Software, CMS, Investigation Management Software, PI Software, and the list goes on. All of these typically refer to technology solutions that help private investigators manage case data and assist with various other administrative duties, such as assigning and scheduling cases, expenses and invoicing and writing and storing reports. Most systems also give you the convenience of having case information in one location complete with storage for photos, videos, audio and other important evidence.
Case management software for private investigators is nothing new. There are systems on the market to fit the needs of any size investigative firm. That includes one man show that is the backbone of the investigative industry. Sole practitioners make up the majority of the private investigative industry in most states.
What private investigators may not realize is how much a case management system can improve a business, improve a company’s image, and contribute to the immediate and long term success of a private investigation firm. This is especially true for smaller firms that are competing with larger companies in their area and those that compete with nationwide companies.
Traveling across the country and attending PI conferences is one of the ways our team helps spread the word about PI Direct Link. At our conference exhibits and speaking engagements we provide valuable information to the industry on the benefits of case management software. We learn a good bit about the habits of private investigators and what makes them tick. We also learn how their businesses operate, what headaches they deal with, what they like and what they dislike.
PI’s are comfortable with the investigative tasks involved in a case. The administrative and business related tasks and the business side can be daunting. Now why is that? Well, those tasks are time consuming and with some exceptions, unbillable. Sitting behind a desk and doing paperwork is tedious. Filling out, creating forms, or composing client emails is a necessary evil. Acknowledging case receipt and shuffling manila file folders can be time consuming.
What causes such a reluctance to implement a turnkey solution that would immediately improve a business or process? One of the most common phrases heard is “I have been doing it this way for (insert number of years here) and it works just fine.” The “old school” way is not necessarily the right way. Just because someone has been performing tasks a certain way for 10 years, does not make it the right way. Investigators used 8mm Hi8 cameras in 1999, by the logic above every investigator should still be using them now.
Some investigators do not have enough cases to support their business, yet refuse to change habits, business operations, or invest in the business by upgrading technology. In the coming year investigators should take an opportunity to look and see how case management software can help themselves and their businesses.
For more information on CROSStrax, please visit our website at www.crosstrax.co
Some of the benefits of a web based case management system for Private Investigators are often overlooked. When you think of case management software do you think of marketing, maintaining a professional image, staying up to date on industry trends, and ensuring your business has the technological capabilities of your competitors? If you don’t, you […]
Does my company need a case management system? Which case management system is right for me? What should I pay for a case management system? What features do I need? Which is better software based or web based? How secure is my data? In our latest blog we offer answers to these questions as well as advice on the relatively new industry of Private Investigation Case Management Systems (CMS).
We have reviewed five aspects of a PI business and how they relate to a CMS.
The Office
A CMS should help the user save time and stay organized. If you spend any amount of time looking for information, searching through files, entering data in Excel spreadsheets or writing notes on a dry erase board, it may be time to explore your options. The cost of a CMS can be offset by you being able to bill out additional hours that will be saved as a result of implementing a CMS. Most systems have a free trial period. Try them and see which one meets the needs of your business. Consider these valuable tips. Determine if the system is compatible on all potential platforms that you, your staff and clients may use, including PC, Mac and mobile devices. The system is worthless to you if your users are unable to access it because they prefer using a Mac or an Android tablet for example. See what customizations are available. You should be able to brand the system so your logo appears throughout. Look for features such as case scheduling, calendars, and automatic e-mails that allow you to save time and in turn make more money.
The Field
The ability for investigators and vendors to access case information in the field is one of the most important features. The time saved by not having to constantly e-mail reports, information, photos, videos and other information to investigators and vendors working a case for you is a very important time saving feature. Be sure the system can be viewed easily and efficiently on a mobile device such as a smartphone or tablet. This feature is critical when a subject needs to be identified or a piece of information is needed while in the field. Be cautious of a CMS that in order for you to use the system requires the “Download” of a program to your computer or is described as “Stand Alone”. Some portion of your data may not be accessible from the field or on a mobile device.
The Business
Most systems provide unlimited client access which is a big advantage for some companies. Your clients may have the ability to log in, assign cases, review case data, and keep track of cases they have assigned. If you decide to implement a CMS it opens up a huge marketing opportunity for your business. First you can “announce” the new system to prospects as well as conducting a “roll out” to existing clients. Now you have the opportunity for some face time by setting an appointment to give them a quick overview on the use and benefits of the system. Explain how it will benefit the business relationship. . If you conduct domestic investigation, you may not want your clients to access the system. Simply create a “dummy” client in the system which is very easy and simple solution.
The Security
Ask questions. Go one step further and read the CMS security policy. Talk to the company representative about the security measures in place. The security of your data is of the utmost importance and needs to be secure. What happens if you decide to stop using the system? What happens if the company goes out of business? Who has access to the data? All of these are valid questions. Do not be afraid to ask them, they are extremely important. Look for a security “seal” or “certificate” on the login page. Once you are signed up for a trial, if there is not a “lock” icon and “https” in the address bar, the system is not secure.
The Cost
Now to the most important part: What is a CMS going to cost? The pricing, as with most software, depends on how many users will have access to the system. The more users a company has, the higher the price. Most systems bill their users on a monthly basis. There are often add-on costs for additional users and storage. Our advice is to find a plan and price you are comfortable with. Be cautious and identify any fees beyond the monthly fee. Some of the fees to be concerned about are: Per Case Fees, Access Fees, Report Fees, Sync Fees, File Upload Fees, Client Access Fees and E-Mail Fees. If the pricing grid is long and complicated, be careful. There are systems and plans out there to meet the needs of any investigative agency. The lowest price available is currently $19 per month.