A contact management system is only as good as the data that goes into it. To realize the benefits of a CRM / shared contact management system, everyone in your team must adhere to the clear rules of entering sales, marketing and customer support data into the shared CRM system (CRM stands for customer relationship management and it builds on the concept of contact/client management). That means entering notes and emails into the system whenever important data is exchanged, communicated and agreed with your prospects and existing customers.
That sounds great in principle, but sometimes people forget to enter the data, sometimes they don’t understand the importance of the imposed discipline. As a small business owner you should try to get people to buy into the vision by explaining the benefits of sharing the data and the efficiencies that brings. It makes everyone’s lives easier and the users can focus on selling, marketing or customer support, without having to worry about where the data is, about scrambling to put it all together just before a deadline hits.
On our side, we’re always looking at making the data entry simpler, more intuitive, effortless, in order to encourage users to do it and to make the whole process as efficient as possible.
The personal dropbox is part of that effort. The personal dropbox is just a set of dedicated email addresses that users can forward customer emails to or they can CC or BCC on emails sent to their contacts. This automatically attaches that email as a note under the respective contact. If the contact is not in the CRM, the contact will be added.
How does the system know which contact to attach the note to? It auto-detects the contact by their email address. So, it’s important to add all the known email addresses for your contacts into the CRM.
The other dropbox emails are for adding cases, opportunities or tasks. They work in a similar fashion. You forward, CC or BCC emails to these email addresses and the system will add cases, opportunities or tasks respectively, with the details in the email.