This sounds obvious, but let’s get more specific – have up-to-date and accurate sales information at all times. With certainty. When everything is on paper, there is a probability that something will be sold twice, or that some property will be stuck on hold indefinitely for a family that will never purchase. Our profession is infamous for the 20 to 30 minutes that it can take to confirm available property, or for the duplicate copies of paper maps (that are often out of sync with each other) that sales teams use for showing property throughout the day. There is a better way, and it has typically been blocked by the large volumes of paper that need to be reconciled and indexed to create a single system of inventory.
Computerizing inventory and paper records is no small task, but it is one that can be accomplished efficiently with a proper plan. With the right partner, you can outsource this work while still leveraging your cemetery’s in-house knowledge of how the records have evolved through generations of management. At webCemeteries, we have developed a highly refined process for analyzing and entering cemetery records that has been used to process millions of cemetery records over the past 15 years.
To properly computerize cemetery records, it is critical to start with a baseline of the property inventory. This is almost always best accomplished by using the map of the cemetery to create a record of every location that exists. The map can be recreated on the computer to provide a visualization of the cemetery and property statuses, or a spreadsheet or database of property can simply be created. Once the inventory exists, entering the owner and burials against these properties by cross referencing the paper documents will create a complete system of record.
This cross reference of the map inventory to the paper records forces the reconciliation of these various record sets, and almost always identifies available property in older areas or double sold locations.
Once this electronic record exists, it should be used as the sole source of record internally for identifying property and recording property sales and burials. It is critical for all stakeholders to use this system and to keep this system up to date with current records and sales. The webCemeteries Management System ensures that your team works together and that everyone is always accessing real-time, up-to-date information. Whether your admin team is updating existing accounts in the Management System, or your sales team is writing new contracts in the Enterprise Sales App, everyone is always seeing the latest data through the same interconnected system. Your team will always know, in real-time, what is available for sale.