12 TIPS TO GAIN
TIME

A CRM Love Story per month for sustainable time management

Learn how your “colleague” CRM can help you manage your time. Our tips will give you more freedom, new energy and lots of fun, both for your work and for your private life.

Time management with GEDYS-IntraWare-CRM
12 tips to win time 6

What is particularly important to you and what you would like to gain more time for, you decide for yourself. Whether for the next project or more creativity, for innovative developments, for further education or for your family – we show you where a CRM can relieve you and save time.

1. Love at first sight

Gain time with CRM through intuitive operation
and more order


A look at the interface, navigation, and widgets of a CRM application provides clarity about the user experience. It is an important criterion when deciding for or against the purchase of software. A CRM systemthat makes it easy for the user to find his or her way around intuitively provides a lasting (love) relationship between user and software rather than a complicated system.

If you can easily concentrate on your tasks through intuitive operation, you are in the flow, working faster and thus gaining time. For better time management and order, you can also:

The central data management

Centrally collected customer data in a single customer database saves you from searching across different systems. It also provides all employees of a company with access to the same information at all times.

Ideal from any device, even on the go. This saves time, but also gives you more freedom. They can decide when and from where they want to work.

Use the CRM requirements overviewto determine what is important for your CRM.

The 360° view of customers

You can save time by working with a CRM that can view all data about a customer within a browser window. This way you can see all customer data collected in CRM at a glance, which saves unnecessary clicks.

If you see all important documents or transactions in addition to the customer history, you can react faster,for example, in the customer conversation on the phone or via chat.

This way you gain not only time, but also happier customers.


2. No day without him

Optimal time management


A well-organized schedule helps us to master our professional and private everyday life every day. Without him, we have pure chaos. But how do you organize your appointments in the best possible way? How to keep track?

The digital CRM calendar

A wide range of calendar functions support you in almost all planning and time management:

  • You can flexibly enter, move, change, delete appointments
  • A memory function helps against forgetfulness
  • You can find past appointments by search function – without scrolling for a long time
  • A free time search finds the best date for all involved
  • Sending invitations to appointments is possible with the click of a mouse
  • You can create reports to load the week, month, or even in a project
  • You may even be able to enter appointments by voice command (possible here in Mobile CRM app)

Especially in a company, the electronic CRM calendar makes sense as part of an effective CRM. All employee appointments are collected and displayed in the company calendar. Private entries remain private.

Colleagues from the head office, the team or the manager can provide information quickly and easily or create appointments themselves. Without losing control of your calendar, because you will be informed immediately and can react.

You’re guaranteed never to work without a CRM calendar again. It is at the heart of time management.

3. One for you, one for me

The high art of task juggling


Thank God, there are CRM features today that help you when it gets tight in the schedule and thus the task completion becomes difficult. To keep track of your job management, digital support for task management is important.

The great art of task juggling: tasks in CRM delegate
The great art of task juggling: tasks in CRM delegate

Focusing on your own tasks

You know your tasks and can estimate the time for implementation. You will find that your schedule is too full to do everything on time. It’s time to delegate some tasks.

Check what your responsibilities are. What tasks or appointments can you postpone? Which ones do you create yourself, which ones do you give up? With a digital time management, you have all the necessary information within reach with in the click of a button.

Transparency for the assignment of tasks

Project work is often carried out across teams and locations. By collaborating with a CRM calendar and task management,you’ll find the colleagues you can support, not just in your location, but across the enterprise.

You can see not only who would have time, but also whether employees have the necessary experience to work with you on projects or to take them over completely.

Status for delegated tasks

Once a colleague has completed your task, you will receive a message from CRM. If there are any questions about the status in between, the CRM will give you all the information adhoc.

But not only for that. What tasks are still to be done? Which ones are already overdue? Who else do I need to inform?

You always have a 360° view of your tasks and projects.

No running around, no phone calls, no file rolls or colleague interviews but more time management – thanks to the use of CRM software.

Tip on time management


Do not plan more than 60 of your working time per day and pay attention to enough buffers between appointments. This applies not only to your own planning, but also when you delegate tasks. The CRM gives you the necessary information as well as time and task management. Otherwise, delays are inevitable.

4. With one click to happiness

Living CRM and coping with the email flood


Living CRM means meeting customer expectations. But you can only do this in teamwork, because your customers always look at the entire company. That’s why all employees need to be able to quickly access the central customer information for thoughtful responses. Central also means that all employees store their e-mails to and from the customer in the CRM system.

Your mailbox and CRM merge into one workspace

Luckily, with one click, via email integration
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Look forward to this work relief: You do not waste any time researching customer questions. And your mailbox is always tiptop maintained.

The number one means of communication is still e-mail in today’s world of work. Has the flood of e-mails already captured you? Don’t be afraid of the time-eater mailbox,because technologies are already developed to help you save time.

In concrete terms, this means that you can see all CRM data about the sender directly in the mailbox and can access it via a link in the CRM. In the same way, you document the e-mail by action to the contact and process in CRM, from which you can also send your answer immediately. New accounts and contacts are easily recorded using the sender’s signature.

Time management is wanted

It not only merges your mailbox with the CRM, but also your customer communication “moves” immediately into the CRM system. No extra work, but more time for a life-filled customer relationship management. And at the same time, you meet the company’s requirements for customer management.

Tip on time management when working with SAP and e-mail


What applies to the CRM system is also appropriate for SAP and email.

You will save yourself various complex steps if you need SAP data and transactions to become an e-mail sender. Another important point for modern time management.

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5. Mr. Postman, is there a letter for me?

Automation in email marketing frees from routine activities


Creating texts for newsletters and mailings takes time. So is the conception of the campaign process. A CRM cannot provide this creative part of your work. But the whole downstream process already.

Sales and marketing in a team

You send newsletters and mailings. You put valuable information on your homepage. But how are you supposed to get in touch with interested parties now – without fishing in the tart? Calling contacts from the recipient group indiscriminately is more of a waste of time.

Today, modern CRM systems work hand-in-hand with specialized email marketing software. The marketing team sends beautifully designed HTML mailings and newsletters to the contacts from CRM. Afterwards, the system will show you which information your contacts are interested in. quantitatively and qualitatively for the individual contact. An acquisition call is now promising.

Time gained for more creativity

Or you can go one step further and design an email campaign together with marketing.

Due to the click behavior in the newsletter or after a download from your website, further information is automatically sent to the interested readers and website visitors. No further screening and selection of the contacts on your part is necessary for this.

If CRM in marketing is also used, sales and marketing can work together perfectly. The constant mailings of the campaign enrich the contacts with additional data (interests). You recognize which stage of the purchase decision your contacts are at and address them in a targeted manner.

The time-consuming search for the truffles for distribution, as Mr Dirk likes to say, is passé. And your time management is optimized!

6. Everything I do, I do it for you

Time management for resource planning in service


What makes your service customers happy? Quick reactions, adherence to appointments and kindness in conversation! To do this, you need to consider a few factors when scheduling service staff. Especially if you want to plan economically at the same time. Traditional methods with Excel quickly reach the limits here.

What do customers expect from you? Immediate help.

All customers want an appointment as quickly as possible, where they will be helped and preferably without long waiting times.

With a CRM for Service & IT, which already contains all customer information, all data is transparently available for scheduling operations: from addresses and purchased products to contracts and service agreements up to possible complaint transactions. You can find appointments quickly and easily via a CRM deployment calendar for all service technicians.

The urgency of the order, the importance of the customer, his SLA (Service Level Agreement) and the availability of suitable technicians play the most important role. The CRM already provides information during a phone call with the customer or at the e-mail inbox – for example, about free appointments or the location of the customer.

Deliver perfect work without time stress!

Quick scheduling for the customer facilitates a planning cockpitconsisting of CRM deployment calendars, created tickets and the list of suitable service technicians. This allows a dispatcher to immediately see who has time to complete an order. The combination with Google Maps also shows which technician is near the place of order.

As soon as a dispatcher in the planning cockpit sets an appointment for a technician, this technician not only receives his new appointment, but also all information about the sales order from the CRM. When the technician is on the move, he can retrieve his data via mobile devices and compile his orders for an efficient tour with route planning. If he has dictated his report to the mobile device after an appointment on site and sent it to the operations manager, the latter can record the times incurred or record necessary follow-up appointments. Later, this data can be used directly into the creation of an invoice.

Digital time management for a service

7. I found you …

Minimize search times, optimize time management: through accurate assignment of documents


Your colleague has an important question, your customer urgently needs information or the boss is waiting for relevant information. And you need a specific document right now to be able to provide answers – but don’t find it. The sensible and structured storage of documents is an art in itself.

Your customers over 360° in view

A CRM system helps you master this art. This is because the CRM customer file collects all information about your customer and the relevant processes centrally and clearly. With just a few clicks, information or documents are assigned to a customer file.

For example, you can find about the company, the department and the contact:

  • Emails, mailings, campaigns, and event participations
  • Phone notes and visit reports
  • Dates and tasks
  • Opportunities and offers
  • Projects and tickets

Last but not least, automations increase data quality, such as:

  • Plausibility check of e-mail address
  • Automatic calculation of the sales representative, etc.

No more file XY unresolved!

Not only your customers, but also your projects always have over 360° in view with the CRM system. In the project file, you can easily see all the important information – project name, project type, project manager, start and finish date, categories, status, budget, description, participants, and more.

Relevant documents, such as request catalogs, sketches or organization charts, simply load them into the file. CRM operations from the phone note to the meeting log can be assigned to the corresponding project file in no time.

In addition, you can follow documents and are always informed about new information or activities – optimal time management!

8. I got you, babe!

Reduce unnecessary clicks with the Action Panel


A CRM system lives and grows with the requirements of your company. Over time, this can lead to an increase in the number of applications and the paths to the target become more and more complex. With the Action Panel, however, this does not become your problem – your CRM keeps your back as always and ensures optimal time management.

Clicks saved with the handy action panel

With the Action Panel, long click orgies are a thing of the past. From the home page, the shortcuts directly provide the features you often need.

  • Phone note
    Had an impromptu phone call with customers or partners? You don’t have to search for a long time in CRM during the phone call, but create the phone note with one click in the action panel and arrange it at the right contact.
  • Visit report
    They just had a customer appointment and want to record thoughts and new information as quickly as possible before details are lost. With the Action Panel, you enter all relevant information directly from your CRM home page – whether sales or service.
  • Quick detection
    With quick recording, you have even more options. Select which customer is at stake, what information to collect, and even schedule deadlines if necessary. In a few seconds, everything is captured – directly from the home page.
  • note
    Easily capture thoughts, info or to-dos with the Note feature. Assign them to customers, colleagues, and appointments.
  • Data upload

Simply drag and drop into the Action Panel to create new documents with direct file assignment.

9. Take me with you

Quick on-site visit reports with CRM app


Have you experienced this before? You have had three customer appointments today, finally arrive at the office or home office and now have to gather all the details for the final visit report. This takes even longer because you have to remember all the information – rather no optimal time management.

Visit reports on tour with the CRM app

With the CRM app, you create visit reports practically by the way. Directly on-site at the customer, you create the report directly in the CRM, enter all relevant information, which is then directly available to colleagues in the internal service and continues.

Pre-configurations enable individual reports, because of course other information is relevant for every industry, strategy or department. By smartly configuring the reports, the employees, whether sales or service, are easily guided through the visit report.

The speech-to-text function lets you easily dictate the visit report even in the car. This saves you even more time and you don’t have to go to the office in the evening!

Blog article: 6 expert tips for mobile work on the go
Blog article: 6 expert tips for mobile work on the go

With mobile CRM, you are well informed at all times and are constantly in direct contact with your colleagues.

10. I just called to say I love you

CTI – Telephony at the touch of a button


With CTI (Computer Telephony Integration) you integrate your telephone system directly in the CRM system. This has enormous advantages for customer support as well as for your time management.

Answering calls and information with one click

You can answer incoming calls with a click of the mouse. If the contact already exists in the CRM system, you will also be shown directly who the caller is. Pre-definable application actions open all data that might be relevant to you now, such as customer file, service tickets, or the last phone note. This allows you to focus on your customer and his concern right from the start.

No more tedious phone number juggling

With just one click on the phone number in the contact profile, start the call. This saves the manual input of phone numbers. If you call an unknown number, simply place it in the CRM system with just a few clicks and even assign it directly to an existing profile if necessary.

Phone calls are more concentrated, information is not lost, and multitasking is reduced. Your employees and customers will be just as happy about this as your time management!

11. And i love you both

Dashboards & Reportings: Annual Financial Statements Without Stress


The year is coming to an end and you have to submit figures to your superiors. Often this takes a lot of time and degenerates into stress: search, collect, evaluate, compare, …

Everything always in view with individual dashboards

You certainly don’t just want to keep an eye on the figures at the end of the year, but actually always. This makes it all the more prepared for reports and necessary decisions. With handy dashboards, this becomes easy.

Configure your dashboard to meet your individual needs. This then shows you in clear tables and modern graphics all the KPIs you want to keep an eye on. And in real time.

Quickly and thoroughly work out information with reporting

In addition to many pre-made reports, you can also customize reports according to your needs. Present the current figures clearly and easily comprehensible. Reports can also be easily exported as PDF and sent directly from CRM by e-mail.

Thus, time management becomes a breeze at the end of the year.

12. All I want for Christmas is you

Help with Christmas mail: Use mailing sands and templates


Every year the Christmas greeting to customers and partners is coming up again. But who should receive the greeting? What should it look like? Your CRM also helps with time management in this annual routine.

Setting the distributor

Whether mailing or letter in form – with the address search in your CRM system, you can quickly narrow down your desired distribution group based on several individual criteria. For example, you export the resulting list as a CSV file for distribution to external printers or save it as a list for use as an e-mail distributor, which you can access again at any time. This saves you repeated searches.

Using templates

Use MS-Word integration in your CRM to create templates for your various mailings, whether it’s email and letter templates or individual text modules. This ensures a uniform corporate design and standardized customer communication. And all this quickly and easily with just a few clicks.