As your client base grows, having the right tools to manage the who’s who on your email client is a must. Outlook has its own contact system, but sometimes it just doesn’t give you the versatility that you’re looking for. Avidian’s Prophet CRM can fill those holes and more. With its complete Outlook integration, Prophet feels more like an Outlook enhancement suite, bringing you advanced customer management functionality. Some of these features include:
- Easy filtering based on field category
- Easy search functions by company, account, or individual contacts
- Relational database management
- Email history and records by contact
- Automatable customer interaction
The range of actions that Prophet gives in contact management is game-changing. With a few simple clicks, you can either pull up a contact’s history and get the full breadth of their interaction with your firm or you can send mass emails meant to generate leads based on interests. One of the great things about Prophet is that it’s customizable. Organize your contacts the way you want and watch as your communications become a fluid part of your workflow.
For example, Prophet allows you to make the distinction between a contact, a company, and an opportunity while still maintaining shared information between the three categories. If a lead proves to be interested, just a simple drag and click will turn that single contact into an opportunity. Through this opportunity function, you can establish workflows and automatable communications through either prebuilt templates or a workflow of your choosing. As the sale moves along, you can check its progress on a predetermined route designed to close the deal. This way no leads will slip through the cracks and following up on a sale becomes a natural part of your process.
However, no matter how robust your contact management system is, you need to have good contact data first. At a minimum, a contact should have a full name, email, phone, and company fields filled out. The next fields you should think about are a job title, address, city, state, and Zip number. While not necessary, this simple information goes a long way into providing context around contacts that you might not have had otherwise. This way you can sort contacts not only by name or company but by geography as well. If your firm works across state or even country borders, this ability can make your life easier. Finally, some other data fields that are nice to have are a website, categories, and even a photo. The idea is to have as much relevant information as you need available to you on one centralized contact entry. Prophet CRM can help you develop your contact database with 20 customizable contact fields. These fields are powerful tools for categorizing and detailing your stakeholders. Another nice feature is that whenever you make a contact, Prophet will automatically store that contact’s company as a separate entry. Any other contacts under the same company will then be centralized under that entry. This is just one of the many ways Prophet CRM can make your life easier.
Once you have your contacts entered, it’s time to sort your contacts. Some criteria that you can go by are created date, category, contact type, geography, or even just by last modified date. The important thing is that Prophet CRM gives you great flexibility in how contact information is presented to you. As long as you enter your contact data with due diligence, manipulating what data you see and selectively choosing contacts that are relevant to your current project becomes a breeze.
The last step to bringing your contact management to the next level is to implement automated follow-ups. Prophet CRM gives you the ability to set times to automatically send prebuilt template emails or give reminders for where you are in your sales pipeline with any particular contact. Set it and forget it, and you’ll never lose or forget about a contact again.
With Prophet CRM, the first completely integrated Outlook CRM, you’ll never have to feel overwhelmed by your contacts again. Say goodbye to spending your precious time sifting through a never-ending list of names, and instead filter the names you see based on your needs. Prophet CRM’s contact management saves you time and money while also giving you the organizational power to bring your client outreach and communications to the next level.
We’ve covered the high level concepts in this article. To see how they are applied in practice, check out our webinar on contact management: