The work behind 70,000 files

The administrative management agency was the first of our business areas, as we started this activity in 1988. We process almost 70,000 vehicle files annually, behind which there is a huge amount of work invested, but above all it is supported by a team of 15 people who love what they do, led by Jesús Martín, head of the document management area and partner at dealerBest.

Today we share with you part of the daily routine of Jesús and the group of professionals who make it possible to efficiently manage this high-volume area.

Dealerbest: Jesús, how do you reach this number of files?

Jesús: Our record year was 2007, with more than 78,000 files, with only 19 people. In 2016 we closed the year with 67,000 vehicle files with 15 professionals on staff and 4 support staff, thanks to process automation. This allows us to handle a higher volume of work, saving time and increasing efficiency.

DB: What kind of team do you need to process this volume?

Jesús: Trained people who know the management process and its tools. Personally, I don't like having temporary staff; we like to have prepared people who feel comfortable, who work full-time and without any worry about their contract ending.

DB: What would you highlight about yourself and the members of your team?

Jesús: Talking about myself wouldn't be objective, I have many flaws, but I can say that I am very tenacious; if I don't know something, out of stubbornness I have to learn it, and if there's any work left to do, I like to finish it. And about my team, that we always give 110% and we offer a quality service with added value for the client.

DB: How do you organize yourselves?

Jesús: In document management, we have been digitalizing since 2005, as well as having the different management areas very well defined; this allows us to stay organized and be as efficient as possible.

DB: What sets you apart from other management agencies?

Jesús: The difference we have is the tools, so we go one step further, because these computer tools allow us to ensure that the client has their digitalized documents available at any time of day and on any device. On the other hand, we never say "no," but rather we offer solutions, trying to do everything necessary to get the management done.

DB: Is there a ceiling to this number, how far do you plan to grow?

Jesús: No ceiling at all; rather than a ceiling, we set a floor for ourselves. We have no ceiling; we follow the direction of the automotive market to some extent; if they grow, we grow too, but we try to integrate the necessary procedures for our clients so that they can grow more quickly.

DB: Has a file ever been lost?

Jesús: In all my time in management, some file has been lost, among thousands and thousands, but since we have been digitalized, we have processed more than half a million files and that risk is reduced to zero. In fact, in this last year, an HR manager from a current client congratulated us and said that "we were close to excellence because we hadn't lost a single one". We give 110% to make sure things go well and reach their destination.

DB: Some companies may see this new wave of digitalization as a threat, others as an opportunity; how would you consider it?

Jesús: That's a question I love to answer, because nowadays there are many management agencies that are afraid of the digital world. Digitalization is the order of the day, and dealerships and brands generate paper, between 12 and 14 sheets per vehicle; multiplied by thousands of cars, that's a huge amount of paper, which takes up space and time, and the loss of time is the loss of money. With digitalization, we present the market with a very powerful tool that saves space, generates no paper, and makes searching for files easier, especially for possible audits by the brand itself, which usually spend an entire day taking files in and out, becoming an absolute waste of time and therefore a certain investment. At dealerBest, we bet on digitalization!

DB: What is the key to success?

Jesús: We haven't achieved success yet; we're working on it. I believe the key to getting where we are has been humility, perseverance, and above all trust and a job well done.

DB: For this year, what number do you plan to reach?

Jesús: For 2017, without being overly ambitious, we want to reach 80,000 files.

DB: Any future changes you have in mind?

Jesús: We make changes in two ways: by planning them in advance and by adapting to the pace and momentum of the market. We are constantly improving, but right now we are focused on new software developments, platforms, and tools so that the team of people we have doesn't work more than necessary. This way, all routine and monotonous work becomes automated so that the quality of life of the people who make up dealerBest can improve and we can enjoy more time for our personal lives.

DB: Any funny anecdote you'd like to share?

Jesús: Yes, of course. They gave us a trailer to register, and we thought it was a horse-drawn carriage.

Thank you very much!