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hey guys I am going to explain in this video how to work leads and business contact manager um this is going to be a part in a series that I want to make um I hope someone finds it helpful um let me fire up Outlook real quick and I'll be using Microsoft Outlook 2013 with business contact manager uh 2013 now keep in mind that it is exactly the same as business contact manager 2010 so I am going to quickly go into business contact manager and you'll see here under content management I have an absolutely brand new database there is literally just nothing here um let me shift the tabs around uh to reflect the natural order of things so and business contact manager right we we naturally have the leads uh Tab and leads are convertible to business content tax which means that when you have a person and this particular container and they're a lead and they're interested in a product or your service um eventually you'd want to remove them from a lead and qualify them and turn them into a business contact someone whom you conduct business with and eventually assign them to accounts and then to projects and so forth um and all in the sake of a clean and organized uh fashion so let's look at the lead window real quick I'm just going to click click on new lead and creating a new lead is really really simple you can just right click uh and select a new lead or just click on the new lead button on the very top um and uh I'm just going to put in here John do as my lead um let's say John is a director at a fictional company called Nova yeah Nova he not currently linked to any account and His email is john.to at AOL.com again totally fictional 1 800-555-5555 um the source is where John do would have heard of me suppose I'm I'm pumping money into advertising and into a specific Source like um let's say I'm putting money into an email campaign or perhaps I met John in a seminar or trade show um or maybe John just emailed me because he found my website so I'm going to put in here trade show and um initiated by well this button for our our marketing campaigns now here we can create different marketing activities um that relate it could either be a direct mail print or mass mail why is this used this is really used for tracking uh where the lead actually heard about you you see BCM is not just a place where you get to store uh information it's also a place where you get to track information and run performance reports uh to see how better optim how how you can better optimize um your intake of leads and what you can do with them so in this particular case I really don't have any campaigns I can create um a new uh campaign in this case I can can call this campaign a mass email um but this is uh I'm not going to use it I'm just going to not confuse people because I want to focus strictly on the uh the whole lead cycle and uh then we have lead scoring and in lead scoring obviously um it's it's automatic uh why because as you select certain things uh the Stars would automatically say okay well this particular criteria is now filled and based on the criteria we're putting here the scoring will show whether they're interested or not uh in becoming a um a customer um now I don't really use this uh to be fully honest not that many of my my uh clients or people I work with do usually manual is the best way to go uh suppose John do is a fourstar lead uh why because he's almost there he almost wants to become a customer just I need to do quite some work little work um I can also modify the scoring criteria I can add different things into what makes him uh qualified a more likely to be qualified lead um so in this case I'm just going to do it manual and I'm going to say he's a fresh lead on wday uh the 24th uh he was also referred to me but then again it negates the whole point of source and trade show so I'm just going to say freshly I'm going to add a time stamp in here and the time stamp just marks down the date and time and I'm going to say I spoke to John uh about and I'm going to put blah blah blah why is just some arbitrary information I could do lur ipsum but I'm not going to do that and I'm going to save and close this now I got this lead in my system he's going to sit there uh and I see here that he's filed as dojn uh Nova and I can sort him by his name obviously I can actually add more columns in here if I'd like to see some more information information about uh John I can actually put in his address and have that show um these are frequently used uh columns they give you the ability to add any kind of uh views you get make custom views which you can use um and that that's very very cool it's a very good thing to have uh to be able to do that so I'm going to add the created by column I want to see who took this lead let's say uh John C and I have five employees I want to know which employee created this lead who's doing their job who took him who scored him who's working him now I want to work on this particular lead and I want to track my activities so I'm going to click on his name and let's say today is now Thursday it's no longer Wednesday and I'm going to make a phone call to John and follow up with him so BCM gives you the ability to track all communication uh correspondence so you'll see under the communicate tab we can create a meeting request an appointment we can shoot them an email and track what happened with the email and of course we can schedule a phone call um now what I'm going to do is I'm going to add a history item instead of communicate I'm going to go to history item and you see here a little more button and there's a phone log I'm going to add a phone log in here so I'm going to start my timer and what the timer is going to do is going to calculate how long I'm speaking to John on the phone for now this is good for marketers this is a marketing tool keep in mind BCM is not just for Content management uh in terms of keeping track of businesses and opportunities but also for working leads and that's what where I'm getting at with this so I'm going to start my timer because now I'm conducting a call to John this is going to be an out um a follow-up call and it is an outgoing call and the subject is going to be following up about and M blah so as I'm speaking to John I'm taking notes I'm going to say John is interested that's really all I could put in you can put in um hundreds and different things and ideas in here um you know you can write a whole thing of notes in here unbelievable amount of notes uh about the phone call and of course you can also categorize this well I'm not going to categorize it I'm just going to go into the very very uh basic simple uh step so John is interested um I'm going to pause my timer and I'm going to save and close this and what happened now is if I look at the history items for John I can always go back and refer to a phone the phone log that I have uh that on Wednesday at 9:12 p.m. uh I spoke with John and you could see see who's the person who spoke with him and what they spoke about if they're noting it down it's very important now let's say and also keep in mind that when I click on John his history items also show down here under the communication history uh quick view panel um you know this is the quick sele the quick selection view uh which you can add multiple different views in here as a matter of fact you can customize this completely and add your own fields and things of that nature so I'm going to remove the scoring criteria cuz I'm not really interested in that but I am interested in is seeing is you know the communication history with uh John and what's been happening with him so let's say now John is asking me for a particular file so let me just quickly go over to my desktop I'm going to create a sample dummy file uh text file and I'm going to call it contract just an arbitrary name called contract and I'm going to go back here to John and I'm going to add a new Tim stamp and I'm going to say sent contract SL paperwork slash info um and now I'm going to go to add history item file and I'm going to select the contract file and I'm going to save and close this now if you look closely the communication history now contains information about the phone call and the fact that I sent them a contract 3 minutes after that phone call uh again you can always keep track of where you're standing with your leads remember closing a lead is extremely important um and the more you work it the better you work it the more efficient you are the more likely you are to close it so we have John Doe here now he's a lead we followed up we sent a contract Etc let's say we're going to send them shoot them an email so we're going to go to communicate and click on email uh and we're going to email him yo what's up and I really don't want to email joho at AOL I should have really put my own email address in there um Elan at Danger studio.com that would have been smarter but now I sent him an email uh again everything will appear in history but since I changed the email you'll see here that it doesn't link the email from Outlook truthfully I should just change John Do's email let me just do that real quick uh let's go back to General let me modify his email address to my email address much better all right let's click on him again all communication is done directly via um the integrated email function you don't even have to type his name and Outlook uh you could it would still link but um test sample test test and I'm just going to shoot some information nothing uh crazy so now that I had sent this email uh I do have a full history of uh what what uh transpired between uh me and John you'll see here that there's an email message over here still my outbox about to be sent um to John do and I have a total list now of things that have transpired between me and John and you know he's interested and he's about to sign up now it's time to sign up so now John is not calling me and he's saying all right I want to purchase whatever it is you're selling I want to get whatever service it is you're offering I I'm am down I agree to the contract uh here is x amount of money let's get this going now John is no longer a lead he's actually a business contact because we're conducting business with uh John so I'm going to click on the convert to button on the very top and convert him to a business contact now what happened is all the information is retained from the lead window and now automatically populates into the contact window um naturally you can create relationships between different fields you can have additional Fields here suppose um like I said like I do in real estate uh or suppose that I am in Industry which sells certain items that require uh Dimensions width height depth uh Etc I would create those fields in here and I would make sure I Mark and note everything down now I'm going to save and close this for a moment and I'm going to show you that my leads pool is now empty the leads container now has nothing why it has nothing because it is now a business contact and all the history is also retained by the way um I'm very easily I'm able to see everything that's happening with this particular person all the emails uh that had transpired between me and John uh including future emails after he was was converted uh to a customer so now he is a customer um you know one thing very cool thing I want to show you guys too and I think I I did this before in a previous video but between leads and business contacts you can always click on the person click on mail merge uh and you can create a new document and you can mail merge a letter directly to them you can Mass mail multiple contacts uh you see here for example I could put deer and I can just insert uh merge field in here I could say Deer uh and let me add here his full name name and now when I preview you'll see it'll automatically insert the field information and what's cool about this is that it'll also insert in um custom field information as well like you have agreed to pay for the sum of and then we have a field called sum and then it will put in that amount in there and for each individual person so why why is this important this is important because when you're creating letters to follow up with people and you're dealing with direct mail um contracts everything can be pre-filled in a matter of three clicks very very simple stuff um so this really wanted to focus on this video I wanted to really show you guys uh what is the difference between having a lead and a business contact and the actual cycle that transpires between having a lead uh the actions that happen to between uh before a lead converts to a business contact and I can actually just rename this tab and call it customer I'm just going to leave a business contact for the sake uh of new viewers so right so this is what what I was uh I was doing now I was helping someone the other day and they said to me well what if I have somebody who is not yet a lead uh who is a cold Cold Case uh someone that never heard of me and I I don't want to put him in leads because I don't want to mix him with people that actually know about me uh and I it's exactly what I told him you wouldn't want to do that you want to separate them and there is a way to do this um you would have to create a new entity these are basically entities in the CRM world uh these container pools are called entities we have an entity for leads for business contacts and for accounts I'm going to click on file and I'm going to click on business contact manager I'm going to click on customize and I'm going to create uh a record type and I'm going to create a brand new record type uh based on leads uh why based on lead because this is going to be a type of a lead but not really a lead but it's going to be convertible to a lead I'm going to explain to you what that means so I'm going to create a new business um contact type and I'm going to name it well here let me just create here a new uh business contact type and I'm going to give it a name and give it a nice name um I'm going to call it cold calls uh yeah cold call and cold calls and I'm going to browse and give it a nice little icon of uh let's see let's put in here um what's what looks like a cold call I'm not even sure but uh for the sake of not getting too loose let's give it a retail business kind of little icon and let's click okay and let's close this now what happens is is now a two new tabs are now created because we created a brand new tab we also have a new tab now showing the global show me all contact types that's in everything here but I'm going to remove that because I'm not interested in looking at everything because I want to be organized so I'm going to remove it I have now cold calls leads and business contacts now in cold calls I can have a brand a person let's say I just went to a um suppose I just went to a seminar or bumped into someone in the street and they got their business card and you know I read it and uh we may have some things in common and I think I might be able to Market them but they don't really know me from hole in a wall uh if you know what I mean and let's say it was Jane do and let's say Jane do is uh partner and let's say she's a partner in a company called uh should she's a Coca-Cola I don't know just give it a random name nothing too crazy give up my email for example uh Elon Danger studio.com and uh give it an address and give it a phone number okay and I'm going to save and close this and you'll see here now Jane do is now a cold a cold cold partner she's not a lead she's definitely not someone I'm doing business with she's a complete stranger uh someone who I'm going to just out of nowhere hire somebody for um uh you know the sole purpose of Pi picking up the phone and calling these lists this particular list that's another thing we're able to create calling lists as well uh and I'm going to jump into that in another video where we can create call lists but cold calls is uh a very easy way of of just labeling something uh before it becomes a lead now again everything here is going to work very similar we do have the history here so again we want to add those phone logs very important add files we can even add Outlook tasks and reminders um now suppose at some Point um you know Jane do we broke around with her and she is somewhat interested and she's no longer a complete stranger now we could just click the convert to button we can convert her to a lead or we can immediately convert her to a customer if we're able to close it from a cold call um and this will track the person who's doing it of course and the amount of time it took him to do it the difference in days between when the lead was created when it was converted uh how mature it is um and the age so I'm here in conver to and I'm going to convert her now to a lead why am I converting her to a lead because she's no longer a cold call again she moves out of cold Co she becomes a lead and now I can begin working her and uh scoring her properly and doing everything that is that I need to do um right before I convert her to a business contact you know like John Doe over here who's already my business contact now I have a lead uh called do Jane she is my lead she's not even a contact now at some point um she may just tell you to bug off I want to do have nothing to do with you um in that case she's no longer a lead and she's what we call a dead lead or an inactive lead um I you normally don't want to delete these guys because at the end of the day when you do another mailing or you come across a really cheap campaign you might want to do a cheap run uh trying to revive your leads kind of resuscitate the deal back to life to see whether you can touch base you know or kind of just poke at her to remind you're you know that that you're still there you're still alive and you're still doing business and if you recall everything we spoke about uh you know maybe you'll be interested in becoming a customer again um we can tag this as inactive and we have the tag for inactive and we can also categorize it and give it a red category um and what happens is it'll place a red bar right on top and those that use Outlook should be very familiar with this and the red categor is here and I can actually rename it and call it Dead lead now the status of this particular lead is inactive that is the actual tag that is the status tag I can add that to the view or I can create a filter in this particular thing uh in the leads pool I can um create a filter and the filter will filter out all inactive it will only show me active so the moment that we Mark somebody inactive that'll immediately disappear from this particular list but not really be deleted uh and we perform we can create a report or do an advanced find and pull up all the inactives and then Mass uh mail them or broadcast to them and remind them of our existence in our company and that we want to do business um and that's what I wanted to show you guys is very important a lot of people are not really aware of how this particular thing works but this is how lead management at least Works within um within BCM and Outlook and you can create appointments and all kind let me clear out the enactor let me clear out the category as well um you know we can create different appointments you know we can create meeting request email meeting requests make appointments uh you know uh share our screens together multiple things um we can track all the email see right now it's set to track emails from this email address which means that any single email that arrives incoming outgoing will be tied in and linked to this account and multiple people will be attached to this so it's very good and if you have the social connector uh like I do you'll see here that I have here tons of things the social connector is also a very very cool thing uh it works with BCM the social connector plugin which comes with Outlook links uh a user's social network uh for example you have my information right there uh and all information directly like things that are pulled in what's new with me um you know and recent actions and attachments everything history is recorded here as well so I'm going to conclude this video with uh with it just closing it here um you know the one thing I did leave dormant is the fact that in business context now let's say um John do also works for Coca-Cola um and I'm going to create a new account now and this is going to be a parent account and this account will be Coca-Cola and I'm going to save and close it so now let's say I'm dealing with an account yeah let me save this say now I'm dealing with an account or a company and it's called Coca-Cola and I'm going to want to add I I've already added John in there and John do is now a director at Coca-Cola can label him as my primary point of contact so now I know who to speak to when I call uh Coca-Cola um I can add additional business contacts again I won't be able to really add uh well I could add leads but it's not wise um you'll want to add specifically contacts who are part of uh Coca-Cola now I could add Jane do to Coca-Cola uh and as many employees and in the future when I open this particular uh thing Coca-Cola this particular entity this account entity I'm going to have a list here of all the associated people um and I'll be able to email them uh as as well so I'm going to conclude the video with that um and I'm going to create another video uh showing you a little bit about projects and tasks and things of that nature uh it's been a while since I made a video actually uh been very very busy Believe It or Not uh work is booming um and uh I've been getting hundreds of emails by the way and I want to thank everybody again for watching my videos um it's my pleasure to teach people I enjoy teaching it took me a very long time to learn everything that I know and I truly truly enjoy people just taking their time to even listen to me and kind of build ideas and learn so again thank you very much um subscribe to my channel if you can and I'm going to try and put up more content um and again thank you so much bye