Automated sales software for R&D

How to create outlook signature

what's going on everybody so today in this video what we're going to be going through is building out a CRM and airtable to manage all my clients and specifically all of the counting calls that I have with clients in our last video I went through is mapping the system out to make sure we have the right data hierarchy their idea of structure and in this video we're going to be starting to build that out so if you haven't watched last video and you want to learn why it's built the way it is in your table then you can go check that out it'll be in the description and you can re-watch that but without further Ado we're going to Jump Right In also a little bit about me my name is Ben and I build these systems for clients all the time kind of replacing any need for tools like Salesforce but yeah without further Ado we're going to jump right in and we're going to start with this so make that a little bit smaller quick refresher on the structure to the system and specifically what we're going to be building out are three of these tables so the three tables is going to be the company table the contacts and the CRM activities specifically in this call Just One of the CRM activity types but it's going to build the foundation for all of them we're also going to do this we should be able to get into some of the automation specifically just with calendly and I'm really excited for that so these are the things we're going to be building out is the company's contacts and CRM activities so I already started on a database here in airtable I just added one table in and was messing around with this earlier but I didn't want to get too far without doing it all on the screen so what we're going to be doing is we're going to be adding a few different tables now tables are up here at the top So currently we just have Sops and this is I previously I think in that last video it talked about maybe using notion I'm not going to make it too complicated at first we're just going to use all the Sops here in our table but first we're going to ignore the Sops and we're just going to jump right into the contacts table so we're going to create a new blank table for context should be contacts contacts they have quite a few different pieces of data that you collect on one contact most of these default things here in airtable they are going to be obviously for the contacts notes we may have so things that a contact has every contact has a name and this first field is already named that I'm going to make this first field an ID which is eventually going to become a formula for now I'm going to make this Auto number field because I don't know exactly what I want in that first field yet so for now this field first field is going to be ID I'm going to leave this in here I'm going to add a few Fields so quick hack to add the field where you want as you right click somewhere insert a field to the left or the right I want to add a name field so I have their name I also want to add a email field I also want to add a phone field and I also want a few other things like I want to know what company they're at the maybe the website URL of their company maybe the billing address of their company but those are going to be in the company table so we're going to hold hold our horses right now on that one and we're just going to add one more thing which will be the link in url that'll be a URL field so let me review this real fast if we bring the mirror board back over here context is very simple just email phone and name now we're going to build out the company table so this we're already getting to like the best part about our table which is linked records allows you to relate different pieces of information so I'm going to add myself in here this would also be something some people sometimes do is you might have a name field and you might have a first name field and you might have a last name field for now I'm going to leave all three of these in here until I know how I'm going to deal with names more so than this because sometimes for example from email I know I'll have their full name other times if it's coming from calendly I have the option to gather there first and last name yeah other times if it's like from convertkit I will or like a email solution I'll just have their first name like an email opt-in but for now I'm going to leave all all of these in here so it's going to be Ben green then optimize is.com 260-460-7084 I put in my LinkedIn profile here and any notes about me now the coolest part about airtable is we're going to add a what's called a linked record field so you could either hit this plus button down here at the end or like I was saying earlier add a field to the left or the right of any field that exists so far so if I come in here and I add a new linked record this is a hack I think of it as a hack if you don't have to delete those obnoxious fields at the beginning if you create a new table via the linked record so if I press the plus link to another record create a new table here I can name the table companies and when I go to the company's table it doesn't have a bunch of records that I don't want it doesn't have a bunch of fields that I don't want it's just just that one linked record back to the contacts table so this one as well I'm just going to have this one as an ID to start off and I'll just leave it actually yeah we'll make this one an auto number for now as well this first field is significant in their table it's called the and then databases it's called the primary field if you're familiar with access that might sound familiar an airtable it matters a lot because that's what you search by like if I come in here and search if I want to search for Ben I can't find it but if I search for one one shows up so basically you can search in this linked record field in this table for anything in this first column uh we'll get into more of that later on we will be changing these from Auto number to be something more descriptive that will include anything I would want to search by while Lincoln records so one company will have a company name also one thing I see people do often is they'll name these fields they'll have name here and they'll want to name it company name I find this rather redundant because we're on the company's table and if there's a name field I always read any field company's name if I add like a website URL it'd be the company's website URL from the contacts table here's the contacts first name here's the contacts company so I'm going to go back to the companies table now so the name of the business is optimize is we're also going to have a website and let's see anything else so in here I put name and Department now I think for this that will work the reason why I put name and department is because certain times I will work with a client that is all at one company but I might Bill three separate ways so I really technically I on my end I really consider them three different companies I might be even working with many people on each team within or Department within the company but I bill them separately track their hours separately completely different relationships with them so that's why I put name in company now all of these other things we have service agreement here in status yes that is perfect so we will add those so here we will have a attachment field for service agreement which this will eventually be automated we will get to that again in a later video and then the other thing that I'm going to add is the status so previously I had kept track of a lead status on the contacts table in a lot of almost every service business that I work with I build out a how would I say this I built out a opportunities table that way one company might have many opportu opportunities attached to it like you could sell to them multiple times for me I am not going to do that because this that's just not quite the way I don't need that added complexity compared to certain service businesses so we're going to keep track of the like the sales or the deal stage at the company and Department level so I'm going to call this a deal stage now my first deal stage is going to be pre-consultation because everybody starts out at pre-consultation even if somebody books a consultation call I have not had the consultation call yet and so that's where they're at now this deal stage concept this is something I've conceptualized a lot because I've dealt with so many different types of businesses and the deal stage is really important because the to me every business provides a transformation and they're taking like for me I take people with no air table experience or little they can kind of see the vision for airtable and I get them a solution that works really really well and it helps them increase throughput up like dramatically increase their revenue potential cut costs a lot of different things happen when you have a really good air table system like this so that's the transformation I provide so in this deal stage I'm going to map out the different steps to take to know where somebody's at and that transformation I see this all the time with other people they'll have the same thing like a real estate contract has stages that it starts out as a non-executed contract then it's uh executed which from my understanding means that it's signed and then it goes through all of the stages of a real estate contract and eventually it's closed so for a while it's pending eventually it's closed and that's the transformation that a real estate agent provides for me this is going to be my sale all the way from my sales to when the customer doesn't need my help anymore so it's going to start out pre-consultation the next one is going to be no show actually we can we'll put that somewhere last the next one that I have is needs follow up so the other thing that I do with these deal stages is they should always inform what the next action is so if someone's pre-consultation that means either they need their consultation booked or we're just waiting for that to happen so they're either on a nurture sequence or they book their call it just hasn't happened yet or I haven't updated them in the system after that consultation call they either need follow-up so then I put them in that stage and then eventually once I follow up with them then they are in awaiting additional info so that means I've followed up with them waiting to hear back from them after that then they are in ready to start so if they're in ready to start that means we've agreed on the terms we are just waiting to start the engagement for whatever reason maybe it's like invoicing maybe it's they don't want to start for another two weeks there's lots of people like this one other thing that I categorize clients as are and these I guess would not be clients but I differentiate in here or long term dream clients and these are people I just want to do very manual like high touches with to try to get them as a client long term so I usually use this as a tag to say somebody I don't want to consider them fully lost I don't want to say that they're still in kind of the sales cycle it's just someone I'd really like to work with long term so after ready to start after long-term dream client and I'm going to take the S off there then we have the fun one which is closed one I have another one which is closed one and done and then I have closed lost let's see another one would be a connection not I have to be careful using commas because commas are really tricky in databases because things in a list like this linked record field to contacts that that would be a comma separated list so I try as much as I can to not use commas anywhere if you'll notice over this series so we'll have connection not client and then we'll have that last one which we called no show here we go so the other thing I would typically usually do is make sure these are colored properly so close lost is always red close to one is always green long-term dream client for whatever reason always ends up being yellow and the rest of these don't matter as much these are there's only one other one that I'm thinking of and that is trash junk mail but usually I just put trash is always black sweet so that's the deal stage optimize is if they booked their call today they would be pre-consultation they booked it for tomorrow now the next piece of the puzzle because we have contacts we have companies as we want to keep track of communication or CRM activities on these contacts so what you'll see here is we have contacts are linked to companies and one company may have many contacts but one contact should only be linked to one company so we will need to update that so we can enforce that rule here in air table so if you double click on any field header like if I double click on contacts I can see we allow to link to multiple records so we can link to multiple contacts but if I go to the contacts table they look at this company's I here I only want to link to one company so I'm going to limit it that way now back on the contact or on the companies we'll pull this back in so now I want to bring in the CRM activities CRM activities a few of the types are inbound emails outbound emails audit call Recaps convertkit tags calendly calls documents reviews those are all types of CRM activities and in order to bring in CRM activities this first time I'm going to export from calendly a list of all my calendly calls and that's going to be the start there's going to be a ton of fields in here that only relate to County calls but I don't care they're all going to be in this one location and we're going to deal with it I'm excited so I'm gonna go jump into calendly and I'll bring it over here and we'll export from County and then I'll show you to import a CSV into your table all right so now we're in calendly and this is what it looks like I have a bunch of different event types basically I want to export all of my calls from from forever and you can see I have booked 654 calls that's not like all sales calls it's not all client calls it's a mix of all of the types of calls and basically what you want to do is go to my calendar if you're on a team you want to say all users and team you want to click this right here and change it to all users and teams and then I did a date range that I know is before I started using calendly and until after today and that's how I got this 1654 number then what you want to do is you want to hit export it for this for me it's going to say there's a ton of results so it's gonna I believe it's gonna send me an email so I'm gonna wait for that email and once it loads up I'll bring it up and we'll download it and we'll import it into your table all right so calendly successfully loaded everything in here they exported everything successfully I downloaded it it's right here now so first I downloaded this ZIP file then I open that zip file and it popped out this so now I'm going to go import those into airtable so to do that I'm going to click add or import here I'm going to click CSV file I'm going to open this finder window back up down here drag in these I should be able to hit X on my finder window then I'm going to hit upload I do want to create a new table and now what I want to do is I want to import all of this data I could go through here field by field and try to figure out what exactly is the field type for each of these but I'm just going to deal with that in air table and I'm also going to filter it towards just Ben green so I'm going to click import here and it's going to go right into airtable all right so in order an effort to protect some of the information there this is everything for Ben green and we'll just go through each of these one by one so when you import it it's going to bring in some stuff like this we don't really want the first field to actually be the username in our actual system so I'm going to duplicate that what that does by duplicating the cells is I don't lose any of the information even though I'm in this filtered view where it's just been green and we can actually even just make it Ben green so in this filtered view I want to again I'm going to just change this to ID for now because I'm not 100 sure as I'm building this what I want those fields to be those primary fields now that I've changed that because you can't basically what it's going to say if I try to change this to ID it wants each field to be unique so now that I've changed that first one to idea I can reuse username team here that is the different teams on the different events invite T name that will be the name of the person and I'm fine with just changing each of these to text which is also going to unfilter it so I'm going to change it to text and I'm going to re-add my filter all right so that looked just a little bit differently there now this filter says the invit name field contains Ben green whereas before it said invite T first name is been so that's fine now I'm going to change this one to a single line text basically a lot of this is just cleaning things up making it usable for other types of data and now I can delete that filter since it's no longer relevant that's also going to be text I'm going to go through these and change quite a few of these so I'll be right back sweet so I think I've changed everything that I wanted to change we have a lot of imported data in here but basically the rest of this so This is actually something that gets brought up a lot I'm real quick and change this to see just interactions or activities because previously they were going to be called CRM activities so that works so down here at the end there's question one response one question two response to your question through your response three question four response four so previously I'd had a few different fields living on the contacts table when it came to my audit call so on my audit call I have like seven different questions and basically it says like what's your biggest obstacle uh what's your business website what's your name what's your email and a few questions like that like what what's your goal maybe some a few questions like that and previously one of the limitations with like zapier or with make is you have to map the responses to those into the right Fields but calendly when you book a county call on the back end when you map things in zapier or make is it uses the order in which the questions not so much the actual questions themselves but it uses the order of the questions to force you to map things in the right way so I'm fine with that but for now I'm going to come up with a more of a solution after the fact and I'm going to map in all of my question one response one question two response to into just the activities table which these are all countless calls so for calendar calls they'll use those fields most other types of CRM activities will not use those fields other things down here at the end are like utms so I can see campaign Source medium term content oh the other thing that is very annoying with zapier or with make is I would ask these like really good questions and get really good answers Can someone say like had been like six months since they booked a call with me and like they're a client and maybe they're like not actively using our slack Channel or some they'll go book another call on the website and it just goes and wipes out their old information and that's fine technically but I like to go back and see their old information but currently it just wipes it all out so this will give me a way to see if somebody books multiple of the same call specifically that audit call I'll be able to see those changes over time Now using the mural board I'm going to add a few last things and then we'll be done with this video so I'm going to add a few things to this these CRM activities so I'm going we already have the date so we have the start date and end date the start date I will probably make more Universal to be like the day somebody emailed me the day I received a document the day I added a convertkit tag on somebody all of those will apply there now I also want to add a few things like the type so when I use make to bring these things in bring it down a type I'm going to have inbound emails outbound emails actually you should just be singular I'm going to have audit call recap convert kit added convert kit tag calendly document review so those are going to be all my types for now everything existing in here currently is going to be calendly which is perfect four calendly one thing I really want to have is a way to have one-off calls and recurring calls because one of the things that I'm going to be doing and everything's going to default as one off one of the things I'm really excited to do with this system is be able to track follow-ups from calls so I'll have a call with somebody all my calls will be synced into this calendar you're into air table and I can go to a call and I can log tasks for myself to do or for the client to do the only trick is with recurring calls the client doesn't rebook that same call so certain clients I just have like a once a week call with them and I want to keep a running list but I don't want to do it necessarily differently than I would for a different client where they do have one-off calls so you'll have to wait and see I'm excited to build a really really functional system around tasks in airtable and this will be call type which again will only be used if if it's a call all of these were defaulted as one-offs so here we have type of communication this is going to be used as most of our dates is just going to be the start date other things we have is we have minutes agenda and a link to tasks so we don't have a task table yet minutes that may be useful to have if I don't already have a notes field in here so there's meeting notes I can use meeting notes so previously what I would do is I would take this field and I would drag it that can be a little bit tedious they've really improved this recently so basically you can take click hide fields scroll through here to find meeting notes and you can click on these six dots and you can drag it up so I want that to be right next to our call type other things I might have is an agenda which may be different than a than the tasks or the action items going out of the call and I think that's pretty much it on CRM activities except I still need to link it to a contact and I'm going to link it to a company that way they get categorized correctly so I want to come in here and add a field to the right make sure I'll add a field yeah well doing it to the left now add if you'll link it to the contacts so I may have a call with multiple people that's fine and I also may have a call with only one person and one person may have many calls so activities to context is actually going to be money to money but if I'm out on a call it will most likely be with just one company so I'm gonna right click up here add a field to the right link a record to the company's table here I'm going to uncheck this because each activity should only be with one company three so what that means is now here I can add a company and I can add a contact on contacts this plus button shows up to add multiple contacts whereas on companies it doesn't because this activity I could have a call with three people or I could have this call with one peop one person so that's everything for this video that's building out the contacts companies and activities table in airtable this is going to fully replace any need for a sales force for most businesses the only other complexity typically you might see is a opportunities table I don't need that complexity right now so I'm not building it into this system but in the next video what we're going to be going through is automatic because this is this is in here now I've imported my data I need every single account they call to come in here just like this and I want it to link to a contact at a minimum so that's going to be what's next on the docket let me know if you have any questions in the comments but you can go in the end screen right here and go to the next video which will be using make to bring in these calendly calls now that we have this set up