Empower your Public Relations with crm contact management software for Public Relations

How to create outlook signature

when life gets busy we need to be reminded to enjoy our most meaningful relationships sounds good doesn't work if you're anything like me at some point in your life you've tried to manage your contacts and after spending 15 minutes input information like email phone number linkedin company role name of the children name the doc cat alligator for just one person you realize that absolutely no amount of friendship is worth this effort luckily for you after a lot of trial and error i'm happy to share a personal crm template i've built on notion and have been successfully maintaining for the past six months you lucky ducks you huge thanks to notion for sponsoring this video let's get started okay so right off the bat a personal crm is a personal relationship management system that helps you keep track of the important details about your close friends family and professional network so you don't lose touch with them i can go on and on about the benefits of having a personal crm but just think back to the last time someone you haven't seen in a while recalled what you two talked about in a previous conversation or someone you didn't expect wish you a happy birthday even when it's not shown on facebook you're probably surprised a little bit creeped out but overall felt pretty good in my experience a good personal crm needs to have two things first has to be able to remind you to keep in contact with the people you care about and second has to be easy to update and maintain and this is where my template comes in feel free to make a copy by clicking the link down in the description and following along diving right into it you might see in this snapshot view i only have six very basic columns name relationship birthday industry location and whether or not they're at vip but if i expand the view to include all columns you'll see additional properties for those people who are checked as vip and they have their own individual notion pages and there lies the core concept of this template by being strategic about the people you include additional information for you drastically decrease the friction of using this personal crm now before anyone's feelings get hurt non-vip doesn't automatically mean not important for people you already keep up with on a regular basis for example close friends and family members you don't need to be reminded to catch up with them by the way if you're not using notion yet click the link down below to sign up for free i've been using notion for ages now way before they reach out for a sponsorship i literally have like playlists dedicated to my notion workflows so highly recommend checking out this tool back to the template you can understand the properties towards the left hand side are must have information for all my contacts and the ones to the right are vip specific and at any given point i usually have five or fewer vips to keep things manageable starting with the must-have information i always note down the birthdays of my contacts whenever possible because knowing and following up on this one piece of information can really bring two people closer together this is gonna sound silly but i have a workflow for noting down someone's birthday the second i find out what day it is i capture it on my todoist app then i'll go into my notion and note down the next instance of that day and select a reminder for the day of the event then i'll go to my google calendar and input a recurring annual event to remind myself to wish them a happy birthday i do both because right now notion currently does not have a recurring date feature but it's good to have all the birthdays in a centralized location moving over to the relationships property i personally have six tags here friends family colleagues school high school and college network and services services being like renovation or moving companies what's important to note here is that these tags are not mutually exclusive someone can be both my friend and colleague or my friend and part of my professional network and this is where your own personal definition comes in for example for the people i've tagged as friend are those who i feel comfortable grabbing a drink with for the network tag it will be for professional contacts i may want to reach out to at some point in the future for example a colleague who left for a company i may want to join down the line and here's my first pro tip be honest with yourself right this personal crm is for you no one else is going to see this so give yourself permission to not tag that annoying teammate as a friend the industry and location properties are pretty self-explanatory i purposely chose industry instead of company because people might be changing companies all the time every two to three years but people rarely jump into entirely new industry and when you network starting with people in your target industry is usually good enough once all these must-have properties are filled out simply create a few database views around your objectives for example uh for colleagues i sometimes organize happy hours at work and i want to make sure i'm not forgetting anyone pro tip here to keep things clean you might want to toggle off some of the properties you don't need to see for that view and for short i usually sort by birthday ascending so i know whose birthday is coming up next now onto the vip properties there are total of four extra things you need to input for vips first is the last contacted date whether you caught up with them in person or sent them a short email record the exact date that happened and for this view i like to actually sort by last contacted date ascending the status column is a formula i stole from the notion teams crm template and it basically just says if the time between today and the last time you contacted them is more than three months return the words hit them up otherwise you're good obviously you can customize this by changing the number of months here uh and the words i've returned if the conditions are met and the last update property here is just a one sentence summary of what you two discussed the last time you talked the fourth vip specific action is to fill out additional information on their respective pages i've broken this down into three sections background content information and notes for background this is very self-explanatory not going to go over this for contact information the one thing i like to mention here is that since we all use so many different messaging apps nowadays you might want to remind yourself what's the main app you're using with that person since he or she may be more responsive on a particular platform for notes you have two options you can either create an empty notion page every time you talk and write down the highlights there or you can just simply input bullet points under a date like this i've actually already created this template within this database so all you need to do is to simply add a new person for each vip speaking of vips there is no strict definition and that's the beauty of it in short these are the people you want to intentionally keep up with on a regular basis these could be family friends you don't see often mentors who left your team or a company your current manager or director and college friends who ended up in fields completely different from yours on to the most important part of this video how to maintain this personal crm so you actually use it to build meaningful relationships there are two types of maintenance that i do as needed and scheduled birthdays fall under as needed because you should add it to this notion template and google calendar as soon as you find out right like don't wait similarly for plan meetings like 101 networking calls or coffee chats you should always take five minutes afterwards to immediately jot down the highlights so you don't forget for scheduled maintenance i set aside 30 minutes every two weeks and scroll through my messaging and social media apps to remind myself who i've met if there was someone worthy i would add them to my personal crm and fill in the must-have columns within this 30-minute time frame you also want to go into vip view and schedule catch-ups as needed again don't overwhelm yourself keep the number of vips within a manageable range take out or add in vips depending on what you want to achieve at that point in time also remember a quick thoughtful email or message counts as contact it doesn't necessarily have to be a verbal chat one last benefit of this notion template or notion in general is that it's available across all platforms and not just tied to any one operating system a limitation that perhaps is faced by google or apple contacts if you enjoyed this video you might like my notion playlist as well see you all next week in the meantime have a great one