Create a Basic Input Rules Document for CRM users

If multiple users are allowed to add, edit or delete your customer records, not having standard input rules will create problems when it comes to exporting your database or using it for reports or sales and marketing promotions. For example if the postcode is not entered in the same field, this means that you can’t just print out address labels or personalised letters at the click of a button. Someone then has to sit and double-check all of the records one-by-one, which just delays the whole promotion and causes irritation.

Make sure everyone complies with your input rules. Hold people accountable for their actions and give someone the responsibility of overseeing the correct input of data.

Adding a Company Announcement
To add an announcement to the list in the My Work Day Window, insert the announcement as a Note, HTML or Text document in the Company Announcements folder in the Company Library. You will need to refresh the window for the announcement to be visible in the list (on the View tab, select Refresh from the Window group).
• Select the My Work Day icon to open the My Work Day window.
• Select a Company Announcement from the drop-down list to display it in the page.
Hotlists and why they are so useful
Maximizer’s Hotlist is a powerful tool that allows you to keep on top of events that you could otherwise easily forget. You can use the Hotlist to schedule reminders of important events like the expiry dates of leases and licences for cars etc., anniversaries such as birthdays and weddings, important school events for your kids, and in business call backs to customers that you said you would call at a future date, reviews of the performance of investments or staff, or simply To Do tasks that you can’t get to right now but are important and need completing at some time. Having your finger on the pulse of your business and personal life gets you back in control of your future rather than leaving it to good fortune or chance.

When using Hotlists, however, you will also need to identify just how many reminders you are prepared to receive because simply putting every reminder into the Hotlist will generate such an overload of reminders that you will likely end up ignoring most of them and losing out on the important ones. Maximizer’s Hotlist also allows you to reschedule a reminder for a future date, but as with all things in life, if you don’t discipline yourself to tackle the tasks that are less enjoyable they will carry on being deferred until you become desensitised to their importance.

Importing records from MS Outlook
MS Outlook has a limit on how much data can be exported into a Windows comma delimited file. Outlook has many more fields than you need in Maximizer, so delete all the blank ones in Excel first and then do a File | Save As to make sure that it keeps the *.csv format. Excel will display a dialog box warning about format loss but you can safely ignore this. You can then import the edited file into Maximizer and match the fields with each other.

NB! Import companies and individuals into Maximizer first and ignore contacts by placing the Skip field tag by First Name, Last Name etc. Then Import the contacts into Maximizer as a second import into the same database so that the contacts are matched to the companies.

Looking at Opportunities again!
Opportunity Manager is where you work to follow through with a prospect and turn the opportunity into a sale. When you have a prospective customer entered into Maximizer, you drag the contact name up to Opportunity Manager to start the process. The Opportunity window opens and you now make some decisions:

What is your objective? Is it a new system or product sale; is it a further sale into the customer; is it an upgrade? State your intention clearly here.
What products or services are you selling into the customer? There should be a drop down list here to choose from and you can add new fields.
What Category does the sale fall into? Again there are choices.
Description – what is special about this sale? Flesh it out.
Fill in the stage the opportunity is at – probably “Starting” and your Confidence Rating.
Fill in all the Opportunity details that you can complete at this time and any other information needed to complete this window
Click the User Defined Fields tab and complete the information required by your company there.
Click Sales Plans and note that you are not using a strategy, so choose Show Activities.
Click on the More button, and start your activities around this opportunity.
Work the opportunity until it is closed!
Click on the Competitors and Partners tab. Find the competitors you know you have and put them in with comments. If you have a partner in the deal, find them as well.
The last tab is the Status tab. Here you will able to put in information on how you won the deal. This knowledge enables you to do more deals more easily!

Marketing Campaigns in HTML

Maximizer’s Campaign Manager uses two types of documents – HTML and Maximizer’s own format. HTML documents mean that you can use pictures and text formatting, whereas Maximizer’s own text format is very plain. What are the advantages?

With Maximizer’s own text format, you can use merge fields, whereas HTML does not allow this unless you have a good HTML programmer to assist you. However, if you want really good formatting, remembering that the email will contain the addressee’s name in the To: section, HTML is the way to go.

We recommend using FrontPage or a similar html editor to produce your document. Pictures, contained in it, require that you put them on your website with links to them in the document. The resultant communication comes onto the recipient’s screen beautifully if they are allowed to access graphics, otherwise they receive the text with links to your website. This means that more people receive your quality communication! Where the Maximizer document format seems to work best is with product introductions. Plain text makes for easy reading and the merge facility makes it more personal.

Personalise Campaign Bulk e-mails
Bulk e-mails sent out in a Maximizer Campaign can be personalised so that each recipient’s name appears in either the subject line or text body of the e-mail message that they receive. Other Maximizer fields specific to a particular client can also automatically be inserted in the subject or text of the e-mails. Select File | Libraries | Automated Campaign Templates. If you are adding a new campaign, click the Add button and enter a name and description for the template. Leave the Start with a new blank template option selected unless you would like to start with a copy of the selected template, in which case you choose the Duplicate this existing template option. Click OK to close the Add Automated Campaign Template dialog box and then click Next in the Automated Campaign Templates wizard screen. In the Activities wizard page, click the Add button. Select the type of activity—Email, Fax, or Print. To modify an activity, select it and click the Properties button. Enter the details of the campaign activity in the Add [Email, Fax, or Print] Activity dialog box: Enter the name and description. For e-mail activities, enter an E-mail subject at which time you can click on the ellipsis button to insert a standard merge field into the subject line of the e-mail. For example, Dear {First_Name?} will insert the recipient’s first name in the subject line preceded by “Dear”.
Remembering to follow up the results of appointments!
You come back to the office and you click the completed box in your hot list tasks. Now what – well you will be prompted to make a note to follow up, which you dutifully do. However, you haven’t put in the meeting result. Click on the contact name and drag it to the Notes Window, this will open a note, into which you can type your meeting notes. This completes your documentation on the meeting and you still have the follow up task already set.
By using this method, you are keeping clear on your customer’s requirements and ensuring that you also complete the tasks that are needed to move the sale forward. In Maximizer, your Hot List is your workflow, in fact it is your business bible, tracking everything that you have undertaken to do for a customer.
Using Search to create reports
By using Search > All fields, you can create and catalogue for future use any number of searches that give you the reports that you require. The “Catalog” feature in Search is the one which makes Maximizer simple and easy to use. To really harness this power, create the views that give you the search results laid out on the screen as you want them, then you just print the column report.
Templates and other admin time-savers


Sales people are always under pressure to ‘get out there and sell’ so the easier it is to do admin tasks, the better. Having say 15 versions of the same document listed on 8 computers in 22 folders is simply a waste of time. If you have a CRM system – or even if you don’t, your sales team should have access to ONE common template folder where all the commonly used documents are kept. It then also just needs someone to take personal responsibility for keeping the folder up to date.

Why also keep on reinventing the wheel every time you need to prepare a detailed quote or provide answers to technical questions from customers? You might think that it only takes a few minutes but it’s quite easy to waste half an hour re-typing something or trying to find the right size logo that you should have had at your fingertips.

Invest a few hours to get your template system working properly for everyone on your team. And keep your templates current – get rid of the unnecessary dozens of extra ‘versions of the truth’ and present one professional image to your client base.