How Alpha Architect Creates a Competitive Advantage

by Diana Ramos on August 8, 2016
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Alpha Architect, an asset management firm, manages approximately $300 million for customers across the globe. In an industry where you’re competing against billion dollar companies, getting ahead means operating as efficiently as possible. And the team at Alpha understands the role that technology plays in giving them a competitive advantage.
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Just being a little bit cheaper than their competition wasn’t enough. They needed to be doing business in a revolutionary way. That is why they set out to find a solution that would help to reduce overhead costs and manage operational workflows, while being simple to use and able to support an auditable trail of compliance activity.
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​How Alpha Architect Uses Smartsheet to Run Their CRM and Stay SEC Compliant

With Smartsheet, we have built a world class compliance program that is more robust and effective than any competitor on the market. Ninety percent of our compliance costs are eliminated but more importantly, we have a best in class compliance program that can go toe to toe with any Wall Street compliance program,” explains Wesley R. Gray, CEO/CIO of Alpha Architect.

Alpha founder Wesley Gray and his team rely on Smartsheet to manage multiple operational workflows including SEC compliance, customer relationship management (CRM), and their trading calendar. 

Here are four ways that Alpha Architect uses Smartsheet to streamline operations:

• Master Compliance Calendar Creates One Location for the Truth - Alpha needed a way to track SEC compliance requirements and ensure no detail was left undone. With a master compliance calendar they’re able to manage their entire database of regulation filings, notices, and updates in one location. And, by including a System Column in the calendar, the team is able to track the timestamp of inputs and know exactly when tasks are completed. By using Smartsheet for compliance, they eliminate large amounts of paper waste, avoid having to hire corporate lawyers to manage the process, saving nearly $300,000 annually, and are able to meet government regulations without having to hire two additional headcount. 
• Integration Helps Automate the Customer Relationship Management (CRM) Process - Alpha has a Smartsheet web form set up on their website to collect sales and marketing leads. These leads are managed on one sheet and are assigned to the appropriate team member. CRM is managed through Smartsheet with MailChimp so emails are sent out to potential clients. There is no need to run expensive email campaigns because the integration with Smartsheet automates and enhances marketing efforts.
• Daily Reports Ensure Proper Follow Up - Automated daily reports are sent to individual team members listing the leads that they are responsible to contact. Once they’ve contacted the lead, they are able to update the status within the underlying sheet, directly from the report. 
• Alerts Keep the Team on Track - Alpha Architect needed a solution that would keep track of trades, provide alerts when there are any changes made, and that scaled with the growth of their client base. With alerts in Smartsheet, the team is notified whenever changes are made, so they can immediately take action.

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Managing Operations at Scale

As Alpha Architect looks to take on more clients and manage more trades, they are confident that Smartsheet will continue to scale with them. “We could add three to four zeros behind the money we manage and we wouldn’t have to hire more staff, attorneys, office space – Smartsheet will do that scaling for us,” explained Patrick Cleary, COO/CCO at Alpha Architect. And, for a company looking to create a competitive advantage, the ability to scale without increasing overhead costs makes all the difference. 

Source: Smartsheet Blog
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