18 November 2018

HOW TO: Set Up a Free CRM That Magically Syncs with Your Inbox

In the professional world, time plays one of the most important roles. The more amount of time you can save in completing a process, the more your productivity increases. In light of this, Customer Relationship Management (CRM) is the best tool businesses can adopt in order to become more efficient.

What is CRM?

CRM refers to software programmes which allow businesses to manage their interaction with leads and customers, and generate and analyze data based on these interactions. There are also sales CRM software programmes which aim at improving the sales cycle of businesses and predict future trends and behavior which is beneficial for mapping future plans. 

There are many free CRM software programmes, including HubSpot, Fresh sales, Zoho, Capsule, and Agile. Implementing a CRM system can do wonders for the productivity and profitability of your business. In addition to this, there is another added advantage of employing CRM—it syncs with your inbox.

How to set up a free CRM that magically syncs with your inbox

Emails still play a crucial role as a means of communication in the professional world. Having everything in your inbox is a necessity, and when everything is done on the CRM software is synced to your email, your work becomes easier. 

Be it a call, a meeting, or a reminder, everything will be recorded by the CRM software and will be in your inbox. Here are the steps using which you can set up a free CRM:

1) Create a CRM account: The first step to set up a free CRM is to create an account on the concerned CRM’s platform. Setting up a CRM account is not a time-consuming task; in most cases, the primary details required are the domain name and the email address. 

2) Add your team members’ emails: Once you set up the CRM account, the next step is adding your team members to it. You can add team members as users, administrators, or managers. The difference lies in the amount of control they get on the account. An administrator can add or delete users.

In this step, you can also give specific control to your team members, based on the employee’s role. Once the employees have been added to the CRM account, they must download the extension. After doing this, they can record every email sent by them in the CRM, simply by the click of a button.

3) Define deal stages: In order to track the deals being handled by your company, in the CRM, you must define the various stages undergone by a deal at your company. 

You can track the stages of the deal as being new, ready to move forward, qualified to be closed, already closed, or the likes of these. 

Based on what names your company uses to call the different stages of a deal, add the deal stages to the CRM to track them accurately. Once this is done, the concerned employees can define the stage of a deal simply by dragging and dropping the deal under the correct stage. 

4) Add website leads: Most of the leads generated these days are through websites. You can automatically add website leads to your CRM. You may have to set up another account for this. However, once you do, all the leads generated on your website are automatically added to the CRM. 

Any form filled by the leads on your websites, the pages viewed by them on your website, and the time at which they visit your website are recorded on the CRM. The recorded time can be used by the sales representative to schedule contacting the leads.

5) Lead distribution: Once you have generated leads, you need to distribute them among your sales representatives. You can do so easily through your CRM system. Leads (deals, contacts, companies, and the like) can manually be assigned to the concerned sales representative. Leads created by a specific person are automatically assigned to them and can be assigned by them to others as well.

6) Enter custom data about specific aspects: Using the CRM tool, you can enter customer data about your contacts/leads, companies, and deals. You can also ask the sales representatives to do so. In some cases, you may require extra information about a specific lead (their preferred pattern, or the like). The custom field option comes in handy at such a time.

7) Add past data: Existing customers or referrals are good sources of leads. Adding past data helps the CRM make more accurate future predictions regarding sales, based on customer behavior and trends among many other aspects. Data from the past can also help you in understanding what kind of new leads you can generate.

8) Define lead stages: Defining lead stages helps the sales representatives keep track of the leads they have called, they need to call, or they need to follow-up with.

9) Customize views: Once the deal and lead stages have been created, you can create custom views of each stage of the deal and/or lead. Custom view of each stage makes it easier for the sales representatives to track and organize every category.

Most CRM systems are capable of generating reports for their users to monitor the results. This can help one understand how the organization is doing, based on which the future plan of action can be created. All in all, using CRM is the key to expanding your business effectively.


Apoorv Bhatnagar
Digital Marketing, Freshworks Inc
p : +91 9529958242
e: apoorv.bhatnagar@freshworks.com

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