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hi everyone and Welcome to our presentation of how to succeed with cloud-based CRM my name is Michael Griffin and I'm the founder of client look so everyone wants to know how to succeed with cloud-based CRM well there are probably lots of ways but I'm going to show you some strategies today that you probably never considered that are far easier than you ever realized in fact with only a couple simple changes you could be on your way towards a whole new level of productivity we're going to focus on how to leverage Hardware now I know this is supposed to be a software presentation but I'm going to tell you something now that I bet nobody else has ever suggested before I think it's entirely possible that you are significantly underutilizing the hardware you already have like your smartphone and tablet at least as it relates to CRM I'm going to show you examples of how you can use these mobile devices to complement your CRM efforts in ways that you never thought possible we'll discuss how to maximize productivity with CRM you'll learn how to turn every minute of every day no matter where you are or what you're doing into an opportunity to achieve Peak productivity using CRM you'll see how to get things done even during typical downtime periods like while you're at home waiting for appointments and even driving without risking your life I promise but by fine-tuning your approach to CRM and even utilizing just a few of the concepts you're going to see there will be significant and Lasting gains in your ability to get things done you'll also see how to Outsource more and again I know we're supposed to be talking about CRM but Outsourcing is absolutely key to your CRM success but what exactly are you supposed to Outsource with CRM and and who do you Outsource it to well I'm going to tell you everything you need to know and the bottom line with all these strategies is that they're so simple they're so cost effective and they're easy enough to implement today as we get started here let me give you a quick list of the technology you're going to see today you may have all these tools in place already in which case you can hit the ground running if you're still missing some then at least you'll know where your next investment should be here's one big suggestion I'll make pay close attention not only to these tools but also to the processes you'll see compare how these processes stack up to those in your business and look for ways to improve ideally you find loads of things that can make you better so let's get started with real life examples of how to be successful with cloud-based CRM I think you'll love what you're going to hear CRM success can start early well in the morning that is in fact you probably never realized that rolling out of bed could be so productive but remember a good CRM allows you to be effective anytime and anywhere even if you're sitting with a cup of coffee in one hand and the News playing in the background you can still get things done so let me show you how your smartphone and client look turn this seemingly brain dead time into the start of a super productive day you could probably even do this with one eye still closed so you roll out of bed and you grab your smartphone it doesn't matter which one you use here you see my iPhone 5 and I'm going to check my email at the top of the list I noticed an email from a client of mine Pete Sonoma he's got a board meeting tomorrow and wants me to send him an updated market report he can present I'll have to take care of that back at the office but in the meantime I'm going to reply to Pete and let him know that I'll have the report to him before his lunch meeting I type my message as I normally would and most people would just hit send but since I use client look I'm able to connect this message or any message for that matter back to Pete's record in my online database all I have to do is BCC an email to my personal client look email email address client matches the message to any recipients in my database so I choose my pre-saved address book entry and I'm all set now I click Send and the message heads off to both Pete and client look I organize all my emails this way now I know that market report is a little outdated so I need to schedule an activity for myself for tomorrow to make sure I update it before I send it to my client so I pop over to my calendar app and I schedule an appointment for tomorrow morning now simply by adding this to my calendar it's going to synchronize to client look in fact the synchronization goes both ways anything that I add to my client look calendar gets added to my iPhone calendar as well now as I'm packing up to leave for the morning I find a business card that I've been meaning to enter into my client look database for a long time so here's what I do I lay it down flat on my desk and I flip over to my smartphone's camera app and I take take a picture of the contact information on this business card then with the photo intact I flip over to my email app and I create a new email I'm going to send this email to the client look virtual assistant team which is a a team of client look experts who standing by to enter contact information add updates schedule appointments and the instructions that I give them are to add this new contact and to schedule a follow-up call for me with this person for next Tuesday so in my iPhone here I navigate to where I've saved the photo there in my camera roll I select the picture and I paste it into my email I click Send and the email is sent off to the client look virtual assistant team for processing I don't remember the last time that I manually entered a business card that I picked up my typical process is to photograph it and email it off to the virtual assistant team and within minutes it becomes a part of my database with little or no effort on my part so that's a great way to start your morning and your business day really hasn't even kicked off yet so let's let's recap what we've done well we replied to a client's email a pretty simple process on the phone but based on the fact that I use client look I could BCC my personal client look email address and not only reply to that client's email but also add an up update to that client's record with the body of the email and any file attachments within that contact CRM record now the next thing I did was knowing that I had to update that market report back at the office I scheduled an event for myself on my phone now the great thing about using client look in conjunction with my mobile device is I synchronize on an ongoing basis everything that I add in my phone to client look and vice versa so I add the event to my phone before I leave the office when when I hit the office and I pull up client look I can see that event appear there anything that I might have added at the office or in client look online anywhere also gets transported to my mobile devices and lastly I photographed a business card now this sound might sound like a very simple thing but basically this allows me to add data to schedule appointments to do just about anything I want using the virtual assistant service from client look I took a picture of a business card attached it to an email with instructions to add that person and to schedule a follow-up call the next day all of which gets done without my personal interaction at all another key part of CRM success is how effective you are before during and after your client meetings and as I'm going to show you with the right mobile tools with the right online software you can be continuously informed continuously engaged and always effective no matter where you are or how you're working now you're in the lobby of your client waiting for your meeting to start and you've got your iPad and you decide to check some emails the first message that you look at is a confirmation from the virtual assistant that the business card that you sent them prior to leaving your home has been entered and the appointment has been scheduled now the second message you look at is an email from a contact that you met yesterday at a marketing event and they've attached a vCard now if you click on that and choose create new contact you can add this contact to your iPad's address book but since client look is synchronizing with your iPad address book by adding it to your iPad you're effectively adding that same contact to client look now the next email you look at is an email from John Williams who's a vendor for one of the projects that you're working on and it's a quote for some Services now this is an email and a file that you want to make a part of your electronic project in client look so all you need to do is to forward this email including the attachment to your client look project each one of your client look projects has its own email address which you choose from your address book and when you click Send client look is going to do two things it's going to attach this email to your project it's also going to attach the email to John Williams who is the sender and also a contact in your database so now you're getting ready to go in and meet with your client so you want to check a couple of things in his record in client look so you pop over to your iPad's browser you log into client look and you access your contacts record and you look at the notes from the property tour that you had a couple of weeks ago just to verify that you have all the information that he wanted you to confirm now before you head in you want to click the Raven Parkway project link there because that project record contains a file that you know your client wants to see so you access the project record and you start to scroll down the updates tab now the first entry that you see there is that email that you just forwarded while you were sitting in the lobby it contains that remediation estimate as a Word document if you scroll down a little bit further you'll see report.pdf now client look like you to associate an unlimited number of files to your contacts or your projects so while you're sitting in a client's office like this you can click a file it will load in your iPad and be available to both you and your client for viewing so now let's summarize the main ways in which CRM is going to make you more effective with client meetings the first is when you're in the lobby you added a context vCard to your iPad now this simple process did two things first of all it added that contact to your mobile device and secondly it's synchronized it to client look client look provides you with bidirectional contact and calendar synchronization so anything that you add to your mobile devices address book gets synchronized up to client look and vice versa you forwarded a vendor email to a client look project email address now this Associated that email to the project and it attached the file as we saw in the Raven Parkway project record but it also associat ated that email and that file to the contact who sent the email so it did two things with one process you logged into client look and you did so to review your client's notes what did you speak about last what was the outcome of that property tour a couple of weeks ago and what were you supposed to follow up on you also opened a project file that was stored online think of all the times that you've been with clients and needed access to file or or contact information that was stored in your database that was inaccessible using client look and a tablet or a mobile device you'll have instant access online to all of these details anytime you need them another way to achieve CRM success is through what I call productive driving and this is by recruiting the virtual assistant team at client look to add updates for you add contacts schedule appointments while you're driving it hinches on your ability to Simply make phone calls and to direct this team to do work on your behalf considering the amount of time that you spend in the car this is the perfect opportunity to drive more Effectiveness with CRM so now I've left my client meeting I'm in my car and I need to add an update to client look so I pull up the virtual assistant on my speed dial I call them and the exchange might go a little something like this hello please leave a message for the client look virtual assistant be sure to include your name and the email address used in your [Applause] account hi this is Robert Taylor that's R Taylor at Taylor companies.com and I just met with George Adams and we discussed 5505 Raven Parkway he wants to make an offer about 10% under the asking price please add that update link it to the project and schedule a follow-up call for me tomorrow at 10:00 a.m. thank you now that entire Exchange took me about 30 seconds my voicemail is going to be retrieved by somebody on the client look virtual assistant team who will access my account and enter a contact update a project update and an appointment for tomorrow now as convenient as that was for me probably the most important factor is that a critical piece of information in my business did not fall through the cracks now I returned back to my office what I call command Central and while I was gone I was able to Mobile add contacts add appointments add project updates link files but now I log into client look using the computer of my choice either a Windows PC or a Mac it doesn't matter now when I log into client look I'm presented with scoop this is the master activity feed of everything that goes on in my database between my team and I you'll see the the first update shown there is the one that I dictated to the virtual assistant via voicemail the update from George Adams you see it's related to a project as well there's an update below that that was added by one of my team members and there's a comment that's associated with it as well if we scroll down a little further you'll see the update that was uh forwarded while I was sitting in the client's office and the update below there to Pete somoma which was my reply first thing this morning where I told him I would put together that market information for the reporting needs tomorrow the scoop feed contains every update every completed event every completed task every email that all of my team members and I contribute to client look and it's all searchable but C is also the host for all of your contact data so if I click the contacts list I'm going to see all the people in our database these contexts could be imported from Outlook from act from Google contexts from my phone from my iPad or wherever client look is made to serve as the one contact repository that repl places all the other siles of information that you might have by consolidating all of your data in one online site you're able to synchronize to your mobile devices and share information with your team and clients seamlessly without any duplication or redundancy now the other thing that client look will do for you is track all of your activities we click the activities module to see that now here I see about the next week's worth of activities but there are two that we scheduled when we're out the first one to George ad Adams was done through the virtual assistant and the second one at 10:30 there on Thursday was done when I added the appointment to my iPad and it's synchronized into client look now in addition to activities that have times which we call events we can also view tasks which are accessed by simply clicking the tasks Link at the top this is my laundry list of running to-dos that I have to accomplish on a day-to-day basis it tracks them by due date and I can organize and sort them in a variety of different ways now I want to reach out to my client George Adams so I click his contact name now you'll see the updates tab appear and the update that's shown at the top is the one that I dictated via voicemail to the virtual assistant it contains the outcome on my meeting and it's even Associated to the project now if I click the activities tab I would expect to see the activity that I wanted them to schedule for tomorrow as well so there's my follow-up regarding offer for 10:00 tomorrow morning now since I last met with George I was able to create that offer that he wants to submit so I want to send him an email with the offer and a market report for his review so I enter the details of the body of my message the subject and I want to attach a couple of files so I choose those files from my hard drive now just like the examples that you saw on the iPhone and the iPad if I were to BCC this outgoing email to either my client look contact or project email address the email will be linked not only to the designated project Raven Parkway as you see there but also to George Adams contact record so I'll send this message and then I'll jump back over on to George's record to see it show up in his updates now if I look in the updates tab I see the body of the message I see the project that the email was related to and I see the two files that were associated client look or organizes every contact and project email that I ever send out including the files so when I pull up projects or I pull up contacts I always see messages there now remember when we were sitting in George's Lobby and I was using my iPad I added a contact to my iPad through the vCard import and the contact name was Roger Smith so you can see that it shows up when I search for it in the context list if I click the record I should see Roger Smith's contact here that's been synchronized from my iPad so I want to call Roger and talk to him about a few of my projects that I think might be a good fit for the Smith companies so I plac the call and now I want to add an update so I go to the update section and I enter the text of my message I spoke to him about a few projects we agreed to meet next week now I want to relate this update to the projects that we discussed so I click the show projects list uh link and on the left I see all of the projects that I'm related to within client look and I select one or handful of these and using the arrow buttons in the middle I associate this update to the um to the projects now doing so seamlessly allows me to enter One update and have that update related to multiple projects all at once after I've entered the data all I need to do is Click add this update and the project update will be complete you'll see it appear in Roger Smith's record and you'll see that it's related to three different projects now I can always see the projects that an update like this is related to by clicking the projects popup and in this case you'll see the three projects shown but let's say that I'm interested in seeing everything that's going on with one of these projects Raven Parkway as an example so I simply click the Raven Parkway link and the project detail page for this project should appear now the first thing you'll notice is the big project email address shown here right in the middle of the page as a project participant I'm provided my own personal project email address so that I can send anything I want via email into this project now just like with a contact record the updates T have of a project tells me everything that's going on with this project for example you can see in the top there my update that I uh added to Roger Smith's record down below that you can see the email that we sent to George with the offer including the two files linked to it now the update below that is the one that we dictated to the virtual assistant and ask them to associate to the project and going still further on we see the update that we forwarded while we were sitting in georg's lobby that contains the remediation estimate also Associated to the project record now the participants tab shows you the list of people that you've allowed to have access for free to this project from the outside these could be your clients they could be vendors they could be anybody involved in some sort of an assignment you simply click invite participants client look sends them an email and they gain unlimited access to this project to the files they can add updates they can download updates they can even add comments now if we jump back into scoop you'll see the last two updates that Roger Smith phone call and the George Adams email that we just submitted both shown at the top of the list now I'd like to share with you some takeaway points these are the Core Concepts that no matter what you might have learned today that I hope you take to heart there are things that are core to CRM to productivity and to mobile Computing in general the first is to integrate everything you saw today how we were able to seamlessly jump from an iPhone to an iPad to a computer and enjoy the same level of experience and add content S View our calendar view notes across all the platforms that's because everything is integrated everything synchronizes and everything accesses one main web-based database make sure that whatever you choose integrates together now ABC to me means always be connected so obviously to enjoy the benefits of a cloud-based solution like client look to use your iPhone to use your iPad you have to be connected to the internet so invest in whatever technology you need to make sure that you have a high degree of bandwidth and that you're connected wherever you go this is important whether you're at home whether you're at office or more importantly when you're in the field so for tablet Choice as an example make sure you choose one that allows for cellular access in one that's not just Wi-Fi as Hightech as we are nobody invests time these days in training make sure that your choices of hardware and software are as simple as possible it has to be otherwise it's not going to work as quickly as possible migrate every business process that you can to the cloud everything you saw today relies on cloud-based technology if you're rooted in the desktop if you're using a contact management system even word processing or spreadsheet creation that's relying on a desktop program you're going to be suffering and you're going to have a competitive disadvantage do it all in the cloud and move to the cloud as quickly as possible as low Tech as the virtual assistant is it's represented to client look subscribers one of the most significant Innovations any of them has ever used it's necessary for you to use a virtual assistant to really reap the kind of CRM efficiencies that you need to be successful in a business use a virtual assistant and rely on them to do all the data entry that you can't handle well that's it I'm Michael Griffin and I want to thank you for attending our how to succeed with cloud-based CRM webinar I want to encourage you to visit us at clientlook dcom to sign up for a free trial account and to put into action everything that you saw here today feel free to contact us with any of your cloudbased CRM questions and we look forward to seeing you at our next commercial real estate technology webinar have a great day