Efficiently Managing Important Calls: Tips and Strategies

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Discussion Overview

The thread focuses on various strategies and tools participants use to manage important calls, particularly in the context of following up with recruit leads. Participants share their personal experiences with different methods and software for tracking contacts and scheduling calls.

Discussion Character

  • Anecdotal
  • Opinion-based
  • Exploratory

Main Points Raised

  • One participant expresses frustration about forgetting to call recruit leads and seeks advice on tracking calls effectively.
  • Another participant mentions using a Rolling Contact List shared by their director, suggesting it helps keep track of calls.
  • Several users discuss their experiences with P3, noting both its benefits and challenges, including the effort required to input data.
  • One participant shares their positive experience with ACT! by Sage, highlighting its organizational features compared to P3.
  • Another participant expresses curiosity about the Quickbooks Contact Manager and its potential use for managing contacts.
  • Some participants share their struggles with remembering to use tools like the Rolling Contact List and the Customer Care Log.
  • One participant reassures others that it is never too late to call someone, emphasizing the importance of accountability.

Areas of Agreement / Disagreement

Views differ on the effectiveness of various tools and methods for managing calls, with no clear consensus on the best approach. Some participants find success with specific software, while others struggle with organization and consistency.

Contextual Notes

Participants share a range of experiences and tools, reflecting the diverse challenges faced in managing follow-up calls within their consulting practices.

Who May Find This Useful

This discussion may be useful for consultants looking for different strategies to manage their contact lists and improve their follow-up processes.

Kristina21
Kristina21
Messages
376
Ok, they can be...anyway

I keep failing to call people when I need to because I forget about them until it's too late! I've had, I kid you not, 6 recruit leads I needed to call but did I??? Nope, plum forgot to call them! Now it's too late and I have no idea what to do!

What is the best way to keep track of people you need to call? I've tried a binder with tabs and paper, it worked for a lil bit...but then faded out. I've tried just using my planner...too many names. I tried using PP+...

I'm thinking maybe a ongoing list/chart of some sort...I dunno
 
Have you tried the Rolling Contact List? My ED shared one with me - keeps a running list of everyone you need to call. Ask your director - she may have one. Hang in there - it's tough, and you really need to be disciplined at first, but once you make it a habit, it becomes SUPER easy. JUST DO IT! :)
 
I seriously lack in that area too. I am very curious of others advice. I'm thinking about keeping it all in P3 and then printing a weekly call list that I can take with me... but that's a lot of work to get it all into P3....I dunno either...
 
  • Thread starter
  • #4
jcsmilez said:
I seriously lack in that area too. I am very curious of others advice. I'm thinking about keeping it all in P3 and then printing a weekly call list that I can take with me... but that's a lot of work to get it all into P3....

I dunno either...
Click to expand...

I had it going in PP+ for a while, but it is a lot of trouble to put it all in at first...maybe I'm just lazy? LOL :D :D I like the idea of printing a weekly call list! I didn't think about that.
 
I actually use P3 for my contact "to do" list, and it really works well for me. I don't print anything - I just open P3 and look at the top-left to see who I need to call that night. It does require entering the info. when you get it, but I find it really helps when I have to put someone in a "call later" date - I'd never remember if I just filed it somewhere, but to have it pop up on the date that I keyed in that I would talk to her works really well for me. Of course, it also helps if you "make that appointment" with the person first, too. Then you feel obligated to call because you said you would. That holds me to it, as well.Find ways to make you accountable - get a buddy (you two might be good cyber-buddies!), make a sign above your computer, whatever it takes to keep you motivated to keep doing these regularly until they're a habit. Good luck!
 
I just started using ACT! by Sage. I really like it. It's kind of like P3 but much more powerful. I am keeping all of my contact information in there so everything is in one place. It is working great for me so far.

I didn't like P3 because I didn't think that the area for keeping notes was very good. Also, I didn't like the fact that notes for shows were not also kept in the contacts record. Too many places to make notes and I would lose things. I also tried the binder and putting everything on paper. That worked for a bit when I remembered to look in the binder. The other problem that I found though was that when I made a call and would leave a message I would make a note on that contact's page and then move it to when I was going to try them again. If they called back it would take me a while to find their page. If they called a few days after I called them I would even sometimes forget that I called. Being embarassed on the phone one time was enough for me to want to change that method!

ACT! has remedied those problems, so that is good. It is just taking some getting used to a new program. Also, it was a bit expensive. I paid $199 but am getting a $100 rebate. I also had some "reward bucks" (or whatever they are called) from Staples so it actually just cost me $76. Well worth the cost for my piece of mind that my contacts are well organized, and I can work with them in a way that makes sense to me.

ETA: I forgot to mention that there is a free 30 day trial on their website. ACT! by Sage 2008 - Contact and Customer Relationship Management Software | Home
 
Sarah - good points about P3 - you should submit these to HO, I'm sure they'd appreciate the feedback (and we'd appreciate the improvements!) :)
 
Does anyone have a copy of the rolling contact list, I have the one from the printables cd rom but I have to remember to use it too!!
 
  • Thread starter
  • #9
The Act software made me think of the Quickbooks Contact Manager...I totally forgot that I had seen that program at work (I work at Staples). Hmmm
 
  • Thread starter
  • #10
cewcooks said:
Does anyone have a copy of the rolling contact list, I have the one from the printables cd rom but I have to remember to use it too!!
Click to expand...

There is?!? I gotta go look now! ...I can't find it:cry: Am I missing something?
 
cewcooks said:
Does anyone have a copy of the rolling contact list, I have the one from the printables cd rom but I have to remember to use it too!!
Click to expand...

Are you talking about the Customer Care Log? That's a good one - lots of boxes to check off what the person is interested in and what the results were from the call.

I'll see if I can dig up that Rolling Contact List, but I think I got it hard-copy.
 
Is there a good computerized program ie. ACT!, Quickbook contact manager, etc. that is made for a mac?

That is the other really frustrating thing about P3, it takes so much more time when I have to wait for Parallels to load, then wait for P3 to load just to find a phone number :grumpy:
 
Kristina21 said:
Ok, they can be...anyway

I keep failing to call people when I need to because I forget about them until it's too late! I've had, I kid you not, 6 recruit leads I needed to call but did I??? Nope, plum forgot to call them! Now it's too late and I have no idea what to do!
Click to expand...

It is NEVER too late to call someone!!!!! Just pick up the phone and apologize for blowing it and move on.
 
  • Thread starter
  • #14
DebbieJ said:
It is NEVER too late to call someone!!!!! Just pick up the phone and apologize for blowing it and move on.
Click to expand...

But I feel so dumb though! To admit that I'm a flaky person isn't a happy thought. :(
 
Kristina21 said:
But I feel so dumb though! To admit that I'm a flaky person isn't a happy thought. :(
Click to expand...

But, if you apologize and admit that you made a mistake, you look like a bigger person to them, and they'll respect you more for that than just "blowing them off" completely.
 

Frequently Asked Questions

What are some tips for preparing for an important call?

Preparation is key to managing important calls efficiently. Start by outlining the main points you want to discuss and any questions you need to ask. Ensure you have all necessary documents and information at hand. It can also be helpful to practice your talking points or role-play the conversation with a colleague to build confidence.

How can I minimize distractions during important calls?

To minimize distractions, choose a quiet location for your call where you are unlikely to be interrupted. Turn off notifications on your phone and computer, and inform others in your vicinity that you will be on an important call. Consider using noise-canceling headphones to help you focus.

What strategies can I use to stay focused during a call?

Staying focused during a call can be challenging. Take notes during the conversation to keep your mind engaged and to help you remember key points. Additionally, actively listen and ask clarifying questions to ensure you understand the discussion. If your mind starts to wander, refocus by summarizing what has been said so far.

How can I effectively follow up after an important call?

Following up after an important call is crucial for maintaining communication. Send a thank-you email summarizing the main points discussed, any agreed-upon action items, and next steps. This not only reinforces your understanding but also shows your professionalism and commitment to the relationship.

What tools can help me manage my calls more efficiently?

There are several tools available to help manage calls efficiently. Calendar apps can help schedule and remind you of important calls, while project management tools can track action items and deadlines. Additionally, using call recording software (with consent) can allow you to revisit discussions and ensure nothing is missed.

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