 Welcome to today's webinar where we explore a variety of tips and tricks on how to stay productive in times of crisis. Your host today are myself Matt Cove and my colleague Carl Griffiths. We are both account managers at Superfist UK. It is a well-known phrase that productivity is not just about doing more, it's about creating more impact with less work. I'm sure you know this to be true in other areas of life, so why not CRM? Sometimes companies can experience unexpected challenges. These can range from extreme weather conditions, power outages, or in more extreme cases, a pandemic, as we've experienced recently. Despite these challenges, many of us continue to stay productive by adjusting the way we work. Instead of going to the office, participating in crowded meetings, hanging out with our colleagues, shaking hands, meeting with clients, etc. We need to do it all a little bit differently and from the safe distance of our homes. This is where digital technology becomes our new best friend. In this webinar, we'd like to show you how you can use Superfist CRM software to successfully perform your daily tasks and keep your efficiency levels up while working from home. So today, we welcome you to our productivity webinar where we'll show you 13 tips on how you can use Superfist CRM in order to stay in touch with your customers, get the information about your business across, collaborate with your colleagues efficiently, fill in for missing colleagues, and focus on what matters most. Our first section is staying in touch with your customers. Here, we will share four ways you can keep in touch with your customers using Superfist CRM and its related apps. Tip 1. Make instant phone calls from Superfist. You can use one of our phone integration apps, such as CTI for Superfist, a Mesto phone integration, CTI Enhancer, or Netsoft smart call to call customers straight from the Superfist system. Tip 2. Create a call list. Karl will take you through an easy way to create a call list and utilise it within Superfist. Over to you, Karl. Thanks, Matt. As mentioned, I will now be showing you how easy it can be to create a selection targeting a particular audience you wish to contact and creating that all-important call list. First of all, we need to create the e-selection itself, so I'll be clicking New and Selection. This will now open me a new selection. I'll be giving this a title. Let's say our audience here are London customers. I'll now be setting my parameters. I want the selection data to be of companies in contacts, and I want the selection to be dynamic. So this will be live data and the category being campaign. I will now save this to then be able to add my criteria. First field I want to add is the company category. So I want all my businesses, basically, that are currently customers. So this will be customer, possibly prospects as well, and possibly as well, business partners and suppliers. Obviously, this will be your own list so you can add what you wish. I will also be adding me being the person responsible for that company, so the user or our contact is current user. And finally, as I'm searching for customers in London, I'll also be choosing London. So I need to find the postal address city, starts with, then I'll type the city, London. So as you can see, I've now created this selection. I will now refresh the results for me to give the results of the current companies in London. And now I will go to my company. So let's say I'm in KG Services and I'm going to change the mini card to view selection members. And as you can see with the drop down here, I can move it to the relevant selection I want to be visible. And from here, I can very easily now click into and work through this as a list. So now I'm ABC limited. I also want to have a look at fix and fit. So all of these customers here I know are in London and I want to contact. So as an example, let's say I want to contact ABC limited. Now very easily see who the main contact is, Sam, which is here. I'll be able to then contact appropriately and then note down the phone call once I'm done. So I had a conversation and I want to note that I spoke to Sam, all is good. As an example, I can now save this as a completed activity in my activities that business and then move on to the next company. Tip three, use Superfist Chat to help customers to enable ongoing and uninterrupted communication. You can make use of Superfist Chat by adding a chat widget on any page of your website. Live chat allows you to immediately connect with your customers, especially if they need help. Having all information on the customer on the screen, you can engage in an efficient and solution orientated conversation in Superfist Chat. Tip four, how to quickly organize a webinar. Carl will now show you how to use the standard tools within Superfist to help you organize a webinar, including sign up, attendee management and communication. Back to you, Carl. As Matt has kindly explained, let's now have a look at one of my projects I made for a webinar upcoming in May. In this scenario, we have already created our selection, which was the same selection used earlier for companies in London. From this selection, we have marketed to this target audience, offering them a form to complete, which I have included in the link on the website field here on the main project card. What we now have is all customers who have completed the form, meaning they wish to attend the webinar, have now all been included as project members listed here. Now, the great thing about creating a project to manage the webinar and ensure all tasks are being completed is that you can create a project guide. So if you are managing this, you will always know the process. As you can see, we can clearly see what stage we are currently at and what is also expected moving forward, be this direct activities or the prompt sending documentation. As you can see, you can clearly see the status in progress and the previous status has been ticked off. So as another user, checking on the project, you can clearly see all of these current activities have been completed and these are upcoming. Finally, the end of the process in this particular circumstance might be logging leads or follow-ups. Right at the end here as well, you can actually see that you can track any cells made or potential cells. We haven't yet completed the webinar and already two customers on this webinar are interested in a particular products or services. If you want to ensure you are keeping track of your salesmaker projects, just ensure, if I was to click on one of these cells, that you are including the project on the cell card on the project. This will then very easily link the cell to that project and there's a great way to see the success rate on a particular project. We've seen how we can deal with incoming communications. Now let's see how we can communicate out to your customers. Tip one, send out a personalized mass mailing. Here, Carl will take you through the process of how to use the built-in mailings tool for super office to communicate with your customers on mass. That's you, Carl. Yes, thanks Matt. What I'd like to do now is actually show you an example of the mailing tool in the five step wizard that I'm on now. I've already utilised and sent a mailing from that selection we made earlier. This is the selection for all open cells for London customers, where the value is over £1,000. I want to send a mailing out to them, inviting them to a webinar. This was another one I showed you a moment ago in projects. You're kind of seeing this in reverse order, shall we say, at the moment. We are now on step one, which is set up. Now, this is basically asking me, first of all, what do you want this mailing to be called? I want this to be called webinar, so I can see that clearly from a user's perspective. Then you've got the actual email itself. The email subject, what do you want the subject to be called? It will be visible to that customer once the mailing goes out. The subject here is upcoming webinar. The from email address, so what email address do you want it to come from? I have put in brackets here, my email address, but I've put super office in it. You can see the email will come from Carl's, my email address, but it will actually say super office when it goes through. Do you want the response email address to be different from the email address so you can actually either use the same or you can update by clicking the dropdown here. You can change that. You can also choose where you want to archive that mailing. Do you want to create a folder in mailings? It might be that I want to put them against promotions as an example. You can also archive against selections and projects. As you can see, I have included that webinar project we worked on earlier. The results will obviously archive against that. You've also got type, so this is the subscription type. Where we cover GDPR, this is a great way for you to ensure that you're sending these mailings out to the correct recipients that I've consented to that. There is a way you can check this as well when we get to recipients at the end, but you choose what type of mailing this is or communication. Choose if you want to put any attachments there and finally the ability to track as well. So you can choose to track all links and also using Google Analytics if you want to. Once you're happy, you click next. This will take you to basically the content. So we've already chosen template which is stage two here. I'm not showing this today because this is basically just the online template library. You can completely create one yourself, but I do recommend you have a look at that. But here it's all about the content within that particular mailing. As you can see here, as an example, you have the ability to edit each individual section. If I was to click the edit pencil here, it will open it up on the right-hand side. So I've got a variable here which pulls in their first name. Then I've got the actual body. So feel free to update this. You can also track links here. If you wish, you can add a new link and OK that to be able to track that link at that point. You can also add images and play around with the layout. So this is all about editing the actual body of the mailing. One other thing I like to show at this point is actually to be able to toggle view for mobile. Really useful tool on the mailings because it is great to see what it will look like from a mobile phone perspective. More and more people are accessing emails on their phone. So it's a really good way to ensure that it looks good on a mobile phone as well. And as you can see, this is fantastic. Now the main thing here at the bottom is this link I want to sign up. Now we spoke on the projects about the form. They fill it in, the information goes into the super office and sends them that all important link to that webinar time and date confirmation. This is where the link lives. So we have the form attached to this particular mailing. Once you're happy with the content, you're then going next again. Now, when you get here, this is where we're looking at the recipients list. Now, as you can see, I have already got the source here, which is the selection we created earlier, the team open cells. And basically, if you wanted to, you could add additional selections. So you get even more recipients, even from projects and just contacts themselves if you want to. Now, from this point, I did mention about GDPR and subscription management. As you can see here, the majority of these are ready to send. So it means these people have all consented to that particular subscription. However, we have one here for Julie, where there is no consent. We do have some options here where you can either override, which is completely up to you. And you can also do things like only one message per email address, updating that recipient list and sending, and also including the company. So any other additional emails within companies, you can add to this. So for now, I want to follow GDPR. And this one here is not ready to send because it's got no consent. Once I'm happy, I'm going to click next. And this is basically the end point. This is where I'm confirming that mailing. So I can get one last look at it before it sends, tells me what's been completed. And I can either now, two options, I can either send now, or I can schedule it for a later date and time. So for example, if you want to send it on a Saturday, it might be the case you want to put that in Saturday at a certain time, as you might not be working at that point. And yeah, a super office will send that out for you. Tip two, use Pocket CRM to send SMS messages. SMS messages have an average open rate of 98%. You can send the SMS messages, including URL links to all the contacts you have registered on a project, a sale, or an activity. You can download Pocket CRM on the Apple App Store and on Google Play. Just search for super office. Now we can see how to bring all that information together internally by collaborating effectively with your colleagues. Tip one, register all your activities in your diary. Carl will show you how to do this. Thanks Matt. And just to explain, we are currently in the diary module now. A few things to highlight. You do have the ability to view your own diary by day view, week, and month. You also have the ability to view your entire team's diary and availability. Now this becomes very useful in this moment of time, because if you do need to schedule appointments with your colleagues, it's very important that everyone's diary is up to date. And I will be showing that in a moment as well. But just to very quickly show you, I can see my team's availability. I can also departmentalize this as well. So you can assign, shall we say, a sales team's diary view, technical marketing and services as an example. But I can also change the diary. So I'm on mine at the moment. I could actually move this to Chris as an example. And now I'm seeing his diary, day, week, and month view. I can also see Chris's upcoming activities, anything overdue, and his sales secretary, so his upcoming sales. So it's very useful to know that you can do this at this point. If I was able to go back to my own diary, it's also important to remember how important communication is at the moment. So let's ensure we're updating our own availability so my colleagues know when I am free and what I'm doing. So as you can see here, I've got my full week's availability here. And I have ensured that I have updated this. So any annual leave I've been taking, I've been updating these appointments and ensuring that this is up to date for my colleagues to know. For instance, I'm also looking at my activities. So this is my to-do list, ensuring that my upcoming activities are updated. Now it might be the case that I know I need to make this call Cherry Shop Sales. So it might be the case I've got some availability this afternoon. So actually I can drag and drop this in and make this an appointment. So I know this is extremely important. I need to call that specific time. So as you can see, it's now dragged into that particular date and time. I've also got an overdue activity here which I can go and investigate if I wish. So to have a look why that's overdue, I can now click the company icon. And I'll actually take me to Harry Samuels. And I can now have a look into this. It might be the case I want to update it. I might want to click into it. This is a phone call conversation to discuss an upcoming project. Maybe I've completed that call now. And I can put this as all is good as an example. And that is the note I'm leaving against that particular task and appointment. I can actually tick that off as completed. If I was to go back to the diary, the kind of last thing I want to show you on the diary is the cell secretary as well. This is a fantastic area to ensure your own cell's pipeline is updated too. Keep an eye on this, make sure it's updated. Because if you were not at work, you'd want your colleagues to be able to access this via the diary review and to be able to actively update. But as you can see, I've got an overdue cell here. I can very easily click into this to investigate why that's overdue or the cell date has passed. Whilst we are on the subject of productivity, please remember to also take a look at our App Store. We do have a free integrations to Office 365 and Google, along with many other apps to boost productivity. And these integrations allow you to access and work on the same documents at the same time. So no matter that physical distance, you can see the same data and share thoughts, ideas and information in the same virtual space in real time. As Carl says, tip two, use Microsoft 365 and Google G Suite integrations where possible. They are free apps that help integrate the online version of Microsoft 365 and G Suite with your web tools, allowing for efficient document management. Tip three, use dashboards during meetings. Let Carl show you how we can do that in Superoffice. Yes, thanks Matt. Absolutely, dashboards are a fantastic way to give you some visualised data for a meeting in these purposes. As an example here, I am on my dashboards at the moment. I've got a very generic homepage. We have 48 dashboards you can choose from that are out of the box. Also the ability to create custom dashboards via selections. So any selection you create, you have also the ability to create custom dashboards, which is very good if you want to build your own dashboards for a meeting. As an example, I'm going to create a new tab. I'm going to call this as an example team. Team relevant dashboards, shall we say. I'm going to have a two tile on this. For this, I've already created a dashboard I've put into the system called OpenCells. This is showing me the whole team's OpenCells, really useful to bring into a meeting. I can extend this out and actually physically see those results. I can download this or print it off at this point, but I can also manipulate the data. So from this point as an example here, I can see the cell stage is proposal is the highest of everything with the amount. I can click into that and actually see the physical data and from here go into that information too. From a managerial perspective, absolutely useful as well as a user's perspective to see that information. I could also, if I wanted to have an activity based custom dashboard, which I've created here, which is the overall team's activity, another useful one to bring into a meeting. It could be the case that I want to use this to reference how our activity rates at the moment compared to the previous week. And as you can see, you will have the results listed here as a percentage up or down from the previous week. Also seeing that very important overdue activities, same again, live data. If I wanted to, I could click into that and see the relevant particular activity that is overdue and action it in the meeting. So very useful area to go the dashboards to to get that visual data and then to be able to bring that into a meeting. Anything you have filled based within super office, you could build a selection from and then create a dashboard to use in that meeting environment. So you're now collaborating well internally, but what happens if your colleagues are ill or in the current situation furloughed and you need to cover their work. In our final section, we cover three quick tips to help you. Quick tip one, take over your colleagues to-do list. I would like to show you how easy it is to see your colleagues diary and actually take over their to-do list to ensure tasks are completed while your colleague is not currently working. Your CRM solution contains both your colleagues diary and their to-do list. By changing the view from your own diary to that of a colleague, as an example up here, I can click the dropdown and change it from myself to Chris. I can now change it to Chris can see all of his upcoming activities for the days and weeks ahead. As well as this, I am able to also see his appointments by day, week or month. I can also see Chris's sales secretary from here as well to help with following sales. But for the purposes today, just as an example, I can see there are quite a few overdue tasks in this to-do list. If I was to click on as an example zebra construction, I can now click the company card icon and it will take me to zebra construction. I can now see the activity I just clicked on and from here, I can ascertain if it is something I can help with. I might then be able to follow up on his behalf or schedule for a later date upon Chris's return. Once I have updated this and gone back to the diary, I can now refresh this and know that it is no longer an overdue activity. Just to let you know as well, because I can actually see other colleagues activities, I can confidently ensure their to-do list is looked after and updated while they are off work and will be up to date upon their return. Tip 2, follow up on all open sales opportunities. Carl. I would like to now show you how easy it is to view all your open sales. This could then also be amended to be more specific, depending on what you are looking for. In this example, you should have this current selection included in your super office and this is what we call a standard selection. If I was to click on selections here and start by typing sales, there will be few options for sales. One of them in particular today is sales opportunities pipeline. Now as you can see now I have opened this up. It has given me all the results of the current open sales for the business. In these circumstances, it is a fantastic way to see the whole pipeline. And if needed, I am now also be able to see specific people's pipeline or colleagues of mine. To do this, as this is currently showing all open sales, I can now click add here and add an additional criteria. For today, I am adding the user ID being my colleague Carl. I will move Carl to the selected value and I will now refresh my results. Now I am seeing Carl's full pipeline. What's good about this now is that as Carl is away, I can actually follow this up for him on his behalf. I can also from here, a good thing to note is I have the ability to go to task. It might be the case that I want to do a bulk update. It might be the case I want to bulk update the closing date as an example. Or if I wanted to as well, I am able to create a mailing from this particular list. It might be the case that I want to just touch base with all of these customers of Carl's, just to make them aware of the situation or any follow-ups that need completing. Tip 3, take control of all active projects. I would now like to show you another useful standard of selection you could use to find all active projects in the business. If I go to selections here and I start by typing in project, you will notice there is an option for projects all active projects. Now I have gone into this selection. You will now clearly see all the current active projects with the status in progress. Meaning these are all currently active and we need to ensure that all of Carl's projects are in hand while he is not at work. I will now add the criteria that I only want to see Carl's current projects in the list. Now it works very similar to the sales one I showed before. You click add on the criteria here. But this time I am choosing project and I am finding the user ID. And this will again be, is one of Carl being the selected value. Now I have added this to the search criteria and I click refresh. It is now showing me all of Carl's current projects in progress. As you can now see, it has been amended now so you can see all of Carl's current active projects. I can now actively follow up on these if needed. And just like the sales based selection, I can also complete actions via the task tab. Such as bulk update or again if the companies if I wanted to send a mailing out to project members in the current project. Finally, I have a tip to help you focus on what matters the most. Use filters. You can use filter functionality to filter the activities tab by such criteria as owner, a group, an individual, associate, date and activity type. Just select the required period and the owner of an activity or a document and narrow down your search by removing all unnecessary information from your view. We hope that you have found these useful and that these tips help you in these times of crisis. Thank you for watching and do look out for more of our crisis webinar shortly or contact your account manager for further information on 0800 193 2820. Thank you.