| As I work with clients this tool is becoming | | | | expansion and growth)o Export not only the contact |
| increasingly important. To try to track your | | | | data but the history also so if you choose to stop |
| correspondence, email, documents, phone calls and | | | | using the service you have all the information that |
| appointments with your customers and prospects is | | | | has been entered and tracked. That it be exported in |
| nearly impossible to do on paper. I have yet to find | | | | a form that another program can read. |
| someone who has done it successfully. Even those | | | | What is so powerful about this list is the amount of |
| people who are not computer savvy need to | | | | time you will save researching options. If you do a |
| understand and learn this powerful tool. Why? | | | | Google search on web based CRMs for example, you |
| Because it can increase your productivity and bottom | | | | will get multiple programs to choose from. |
| line. | | | | However, all of them will not do what you need. |
| Before you even evaluate a CRM you need to be | | | | Start by visiting the site and doing their overview |
| very clear and concise about what you are | | | | demo. See if you like the way the program looks, is |
| interested in tracking. Sit down, take out a piece of | | | | laid out and if it looks easy to use. Once the program |
| paper, yes paper, and make columns. Now put the | | | | fulfills those criteria, you can contact customer |
| name of your hats/roles at the top of each column. | | | | service or technical support with your list of specific |
| For example, administrative personnel, customer | | | | criteria you developed while examining the workflow. |
| service, sales person, etc. Think about what you | | | | If the software comes back with 90% of what you |
| have to do for that hat and list those duties. Now | | | | are looking for, great. But a deal breaker could be |
| ask yourself, "What would I need to track on that | | | | what is not included. Make sure you know what you |
| list?" The reason you do this is so you have very | | | | must have and what you would like to have. If the |
| clearly defined needs. This will help you develop your | | | | program can not do the must haves, they are not |
| criteria. | | | | even in the running. |
| Below is some of the criteria that a client and I | | | | Once you get your answers back and you narrow it |
| developed with the method above. Your criteria may | | | | down to the programs that meet all your "must |
| have some of these same needs along with ones | | | | haves" and most of your wants, schedule a demo |
| specific to you and your business.o Manage all email | | | | for those programs with a live person. Have them |
| accounts all in one place.o Have access to your | | | | show you not only an overview but how you would |
| history of phone calls, emails, etc under that specific | | | | perform the tasks on the criteria list. This will allow |
| person you are establishing or continuing a relationship | | | | you to narrow down the options further. |
| with (clients, potential, leads, strategic partners, etc.)o | | | | Finally, when you have narrowed it down to two or |
| Manage a schedule with the ability to move | | | | three software packages, do the free trial for each. |
| appointments around with your mouse. (drop and | | | | Put test information into the programs to take them |
| drag)o Manage workflow with the ability to set up a | | | | for a test drive yourself. Pull out your list of criteria |
| schedule for automated tasks and workflow for | | | | and try doing all of those items on the list. Also, use |
| specific hats/roles.o Create a custom newsletter with | | | | the program just as if you were doing utilizing it in |
| the ability to personalize it and mirrors the website | | | | your everyday workflow. This final step will eliminate |
| for consistency.o The ability to save documents in | | | | any contenders and leave you with your CRM |
| the software so you do not have to keep them in | | | | champion for your needs and business. |
| my documents on your computer.o To be able to | | | | Lastly, make sure that you purchase a program that |
| email and forward those documents from within the | | | | is well supported, easy to get data in and out of and |
| system to other individuals or email recipients.o Have | | | | the company will assist you in setting up the system |
| multiple users so there is a separate log in for each | | | | for your needs. If it is not easy to use... well you |
| person to control access and security.o Sync with | | | | know the story. Your CRM will be just like the |
| phone.o Grow with your company so you can | | | | treadmill that is a clothes hanger. |
| upgrade services as you need them. (long term | | | | |