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Outlook CRM for Sales & Marketing

Outlook CRM for Sales & Marketing

Prophet CRM by Avidian

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CRM Benefits

February 9, 2020

Comparing Outlook Customer Manager and Prophet CRM

Prophet-CRM-works-how-you-work

What to use next after OCM?

Microsoft’s Outlook Customer Manager (OCM) is coming to an end of its run as a lite CRM solution embedded in Outlook. Microsoft has published that it will cease to support OCM in June 2020.

Outlook Customer Manager provided incredible benefit to firms in the the 1-5 CRM user space by allowing users to manage daily business sales and marketing operations through Outlook. OCM’s essential Outlook integration helped to simplify these functions, consolidating efforts into a single portal rather than multiple softwares.

If you are a small business owner you may be wondering where to turn for a sturdy and simple CRM replacement.

Fortunately, firms using OCM can easily transition to Prophet CRM, the leading provider of Outlook-based CRM. As with OCM, Prophet CRM users can manage pipelines with opportunities and projects within Outlook. Teams can consolidate deal-specific information and interaction for collaboration, and managers can have a high-level view of all the functions within the business.

For Outlook Customer Manager users who are comfortable within the Outlook interface Prophet CRM provides a familiar and recognizable experience. This allows onboarding to Prophet CRM to be quick and easy for transitioning OCM teams.

What can you do with Prophet CRM?

  • Contact Management
  • Account Management
  • Opportunity Management
  • Relationship Management
  • Pipeline Reporting
  • Activity Reporting
  • Sales Automation
  • Workflow Automation
  • Document Generation
  • Email Tracking
  • Track Notes and Meetings
  • Plan Next Steps

Contacts, Companies, and Deals

Outlook Customer Manager and Prophet CRM follow a similar database format, categorizing individual records as Contacts, Companies, or “Deals/Opportunities.” The comparable format will allow for OCM users to easily transition information from OCM to Prophet CRM. Additionally, teams will not have to change the familiar language and processes to accommodate an unfamiliar solution.

OCM users will be pleased to find that Prophet CRM offers a similar “Excel-like” interface where they can easily filter and select records. As with OCM, Prophet CRM provides the user flexibility to create multiple custom views to explore and recall information from the database.

CRM Reporting – The Big Difference

The primary differentiator between Outlook Customer Manager and Prophet CRM is the incredibly detailed pipeline and activity reporting Prophet CRM provides. Through Prophet CRM managers have access to traditional PDF-style reports or modern analytic reports to measure their team’s progress.

Prophet CRM utilizes embedded Power BI, enabling users to see trends in their key metrics. These reporting tools enable sales and project teams to visually reflect KPI’s related to customer interaction, pipeline conversion, and team productivity towards goals.

Mobile CRM

Both Outlook Customer Manager and Prophet CRM offer mobile apps to assist teams on the go. OCM and Prophet CRM’s mobile applications are separate environments from the Microsoft Outlook mobile application.

Contact an OCM Migration Specialist

    Category iconCRM,  CRM Benefits

    October 8, 2019

    Using CRM to Recession Proof your Business

    How to revamp your CRM adoption and put the data to work.

    In the last few months nearly every recognized recession leading indicator has flashed.  The yield curve has inverted. The Dow continues to play hopscotch. Pundits are doing their best to look grim. 

    In SMB, sales organizations are either armed to the teeth with preemptive recession strategy or are entirely looking the other way.  If you’re unsure which column you fall into try the following exercise:

    The next time one of your firm’s junior reps lands a deal worth a handshake ask them what they’re doing to recession proof their pipeline. 

    Maybe wait a few minutes, and then ask.

    Hopefully the answer includes CRM.  I’d cross my fingers, but I wouldn’t hold my breath.  Hopefully there’s noble pledge to focus on the fundamentals, preferably one with lots of eye contact.  If not, or if the pledge has a history of running out of steam don’t worry. Here’s a Sales Small Business Recession Field Guide as it concerns CRM, or SSBRFG:CRM for short.  (I’m not in marketing)

    Taking these steps will help you sell strategically through a recession by leaning on your CRM, whether your CRM been a well-oiled machine or the Spruce Goose.

    1.     Let’s reexamine what we know.

    The first step to preparing a recession strategy for your Sales Org should always start with the CRM—specifically the data and trends housed within.  Even if you feel like your solution has been underutilized, odds are very good that the CRM has collected much more data than you anticipated. Get the data and put it in Excel, Power BI, Tableau, or into the hands of someone proficient with these things and start to figure out the basics:

    -How many contacts are being made week over week, and what is the trend?

    -How many activities have been auto-logged, and what are they?  Who are they being done to?

    Ask increasingly complex questions until the answers become untrustworthy.  This step is getting to the start line. Don’t evaluate the quality of the data, that comes later.

    2.     Synthesize data sources.

    Let’s suppose your SMB sales team has not been saintly with CRM entry and there are a holes.   It’s invaluable to put that data in context with the other business systems. The easiest method is to overlay data from the accounting ERP.  (This can be done quite easily with Microsoft’s Power BI*)

    *Shameless plug, Prophet CRM uses embedded Power BI to give you top tier reporting ability.

    In the same manner as the first point look for any obvious correlations.  Here are a few basic ones to get moving:

    -Is there higher activity on high revenue accounts?

    -Does activity increase with revenue?

    -Do we see regular activity, no matter the sales volume or is there a correlation in purchase activity?

    3.     Reconcile the systems to give your team a head-start

    Truthfully, you should get the systems integrated, but if the cash or time is not forthcoming the next best alternative is to make sure both systems have equal information where there is overlap.  This step is critical, as readily available customer history is a critical ingredient in building the sales team’s confidence and reliance.

    Any CRM worth its salt will have a function to import Excel sheets.  Get spreadsheets from the ERP and make sure the following items are imported:

    -Any contact.  Be scrappy—on occasion the billing department penetrates a client organization better than the sales team.  You can easily get a name, phone number, email, job title, and address/location at the minimum.

    -Any Purchase.  Have the sales team fill out pertinent details on the Excel spreadsheet for the deals they won (lead source, sale type, the basics).  Excel will enable this to be done reasonably accurately en masse, saving time and frustration.

    Import the completed sheet into the CRM so that both systems have the same data.

    4.     Time for a new map

    By now you’re fairly familiar with the key organizational metrics and how to report on them.  From here you can set out a new strategy for engaging with prospective and current clients based on the metrics you can track.

    During this stage it is important to envision these KPI’s in terms of real-life actions and outcomes, save the details of execution for the next two steps.  Ask yourself the following questions, and increase in specificity with each one:

    -How many touches should be put on each prospect before they are declared unqualified or dead?

    -How many touches should be applied during each stage of the sales cycle?

    -How many phone calls do you want your team making on a daily or weekly basis?

    -How many contacts should an AE make in a month—and at what level of the organization?

    -How often should we be calling or emailing existing clients?

    Remember, the goal here is to have the team hit its stride with these metrics BEFORE the recession hits.  These goals must be realistic and accomplishable for each week or each month in the year.

    5.     Time for some tweaks

    Once your strategic goals are outlined from point four the next step is to ensure the CRM reflects those aspirations.  There are two benchmarks to be achieved in this course:

    Benchmark A: Is the CRM configured correctly to capture the appropriate data? 

    Example:     As a Sales Manager, I want to have a very good understanding of our lead source performance—do we have a field where Opportunities or Contacts can be categorized by lead source?

    If the answer is no, then a field must be configured to capture that data AND the team must be appraised of the expectation for that data entry.  As always, trust the team to do it—and then inspect that it has been done on a routine basis.

    Benchmark B: Is the CRM configured to assist the user while simultaneously capturing the data?

    Example:     I want to see that my sales team has followed up on every proposal, is there a way to automate proposal follow ups and report on that?

    ***If the answer for your current solution is no, please skip the rest of the article below and submit your contact information so we can help you! 

    Users will rely on the CRM when it is a vehicle to make their immediate task easier.  The key concept is to introduce accessibility. It must be easy to set reminders, or action items will be left unfinished.  It must be easy to enter notes, or the team will keep all the information in their heads. The brain is not scalable, but Prophet CRM sure is.

    6.     Re-Train the Team

    Odds are good that it’s been a while since your team has had some instruction on the CRM.  If you have introduced new practices per Point 5 you’ll want to make sure everyone is on the same page.  Many CRM solutions have excellent resources available online, or you can call your account manager to schedule some directed training.  This training ensures that everyone is accountable for using the CRM as directed—nobody can claim ignorance.

    7.     Inspect what you expect

    To ensure that CRM usage is habitual, review the system daily or weekly.  Use a specific report which provides visibility to your key metrics, and ensure they are being met on a weekly or monthly basis.  If your CRM doesn’t provide the exact report you require odds are very good that your provider can create a custom report, or guide you to creating your own.

    Category iconCRM Benefits,  CRM Integration,  CRM Migration,  Sales CRM,  Sales Strategy,  Sales Tools

    October 8, 2019

    The Best Sales Tools After CRM

    What other tools can help SMB sales teams be more successful?

    Customer Relationship Management systems have been recognized as the top tool for sales teams for the past twenty years.  It’s undisputed, and likely not a title CRM’s will lose in the next twenty years. This begs the question, once you’ve equipped company with a CRM, what’s the next best tool to evaluate for the sales team?

    Let’s take that one step further and introduce a few natural constraints such as a skinny budget and limited technical resources.  What tools are highly adoptable, nearly implementation free, and provide great value for your dollar?

    1.     Zapier for integrating the CRM with other business systems

    Zapier is an integration tool that can be used by individuals or companies.  In short summation Zapier is an If This Then That platform whereby users connect the business systems in their tech stack.  Zapier has more than 1,500 applications on its platform ready to be connected to each other. All a user needs to do is translate the desired data flow and timing into Zapier’s array of application “triggers” and “actions”.  These processes of triggers and actions are called zaps. 

    No technical experience is required, and Zapier has user-friendly pricing.  

    Example 1: A zap triggers when a website contact form is submitted, sending the information to the CRM.

    Example 2: A zap triggers whenever a salesperson wins a deal in the CRM, and sends an email notification to the Sales Director.

    2.     Slack for chat and virtual meetings

    Slack is the premier workplace chat app.  Slack is a key tool in the increasingly decentralized and remote-friendly corporate environment.  Slack’s ability to dramatically increase collaboration and centralize project communication between distant colleagues is crucial for sales teams with reps in the field.

    Slack simplifies the user’s inbox.  A primary benefit of sales teams communicating on Slack is the reduction of internal emails in users inboxes.  Instead of long and unwieldy internal email chains creating clutter Slack orchestrates workplace communication into topic focused “Channels” as well as direct chat communication between individual users. 

    Slack meets our criteria with its free and paid options, as well as its natural ease of adoption.

    3.     SmallChat for Website Chat

    SmallChat is a chat application which embeds on your website and uses Slack as the portal for conversations.  Website chat functionality has been skyrocketing in acceptance by users. Any sales team that relies on web leads should be equipped with chat functionality on their website. 

    The smallchat interface is easily used and highly adoptable.  This is perfect for small businesses where chat responsibilities will be split between two or three people with other job functions.

    4.     WordPress for Website

    Firms who rely on website leads for business must have a modern, clean web presence.  It’s hard to overstate the impact a website can have on your brand’s perception. The impact of an unkempt web presence will only continue to grow.  

    Thankfully a modern website is achievable and economically viable with WordPress and a few Youtube tutorials. The wealth of free tutorials and resource material makes a new website possible for teams with varying (to zero!) technical ability.

    We enjoyed this read by Jeff Bullas listing your digital marketing assets. 

    Category iconCRM Benefits,  Sales CRM,  Sales Tools

    October 8, 2019

    CRM Workflow Automation for Account Managers

    Stage Based Workflows will save you time!

    Workflow Automation is an essential tool for managing large volumes of Prospects, Clients, or Accounts.

    “Workflows” are automated emails, calendar appointments, or tasks which are associated with specific stages in the Opportunity Record.  You can collate multiple items with a particular stage, and set certain items on a delay. These emails,calendar appointments and tasks have the ability to be auto populated with client information, saving an enormous amount of time.

    Since the concept of Automation can be somewhat abstract. I will illustrate Workflow’s flexibility by taking you through my own process.  Hopefully you will find something that is applicable for your own business!

    In 95% of cases the introductory email I send out follows a basic formula:

    1. Welcome to Prophet

    2. My role

    3. A few Prophet features to utilize

    4. Call me if you have any problems! 

    I am a big Outlook Calendar user as opposed to Task user. (Task users fear not — it can be made as a task as well).  To wit, I like to call to follow up on my proposals, rather than sending an email. I rely on an automated calendar event associated with my “Proposal” stage to help stay on track.  (I can’t tell you how much money this particular reminder has helped make for me!)

    After I have a call or meeting I like to send a quick follow up message to the attendees.  This demonstrates that I am attentive to any issues they may be having, and that I am accessible.  The “Meeting Follow-Up” Email Automation is flexible and editable, and I usually like to consolidate the action items into that email for future reference.

    1. Know your process.  There inevitably will be elements of your process which are mundane and repeat items — that’s what we want to automate!

    2. Outbound communications like emails should be set to a “0” day-delay.  This means that when you trigger the automation they will appear and offer you one final chance to make any necessary edits (“Great round of golf last weekend, Bill….etc).

    3. Utilize the “Delay Days” feature for reminders with Tasks and Calendar Events.

    4. You can attach documents to your templates, such as Brochures or Forms.  That will save a few steps for introductions, etc.  

    This is just the tip of the iceberg in terms of what Workflow can accomplish.  My recommendation for beginners is to automate reminders first, and then build out into external communications.

    Category iconCRM Benefits

    October 8, 2019

    Manage More than Contacts

    Must have capabilities in any 2019 CRM platform.

    “We are just looking for something to help us manage our contacts.”

    We hear prospective customers say this nearly every day.  ProphetCRM will absolutely help you manage your contacts, but this is merely the tip of the iceberg.  At ProphetCRM we take pride in answering questions and providing resolutions.  Our product has been designed with “Stupid Simplicity” in mind, and our goal is for Users to not only take advantage of ProphetCRM’s features, but to use these features to create robust systems centered around a marquee client experience.

    Our most important feature should go without saying: ProphetCRM is truly embedded in Outlook.  This enables incredible adoption, as anyone who is using Outlook is also using ProphetCRM.  A Sales Team that has partially adopted a CRM cannot take full advantage of that CRM, but with Prophet adoption is easy and natural.

    More sales in less time.

    One of ProphetCRM’s greatest strengths is allowing Sales Reps and Account Managers to decrease the length of their sales cycles.  This allows Sales Professionals to use that time to extend their reach beyond typical levels.  ProphetCRM’s Sales Automation and Workflow features are great assets to help move Suspects to Prospects, and Prospects to Customers.  

    Quote Instantly.

    Your customers should never have to wait on a Sales Rep to put together a quote.  Your Customer relies on you for excellent service, their time is valuable and your team’s time is valuable.  Quote, Document, and Form Generation is made easy with Prophet’s File Gen feature.  In a click of a button you can populate Excel or Word Documents with Customer Information, Product Information, Discounts, Billing and Shipping addresses, and Custom Fields.

    Have all the answers.

    Sales Managers are probably not used to being on the wrong end of a Pop-Quiz, and without Prophet’s PowerBI driven Analytics we think most would fail!  The good news is that any Sales Manager who can pass our Pop-Quiz probably does not need ProphetCRM.  Give it a try:

    1. How many quotes were sent out last month?
    2. What is the conversion ratio from Qualified Lead to Close?
    3. Which of your lead sources provides the most quality leads?  
    4. Which of your lead sources provides the highest ROI?
    5. Are your Sales People spending dollars to chase dimes?
    6. Who is your most efficient Sales Person?
    7. What is the weakest stage in your sales cycle? — And what are you doing to fix it?

    Be Mobile.

    We all spend too much time on our phones.  The least we could do is try to be productive!  ProphetCRM’s mobile app puts the power of Prophet in the palm of your hand.  Add and call contacts, record notes with talk-to-text, and bring in the revenue no matter where you are.

    Category iconCRM Benefits,  Outlook CRM,  Sales CRM

    https://www.youtube.com/watch?v=90Y8DGWdAuE&ab_channel=WarrenStokes

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