To use a CRM effectively, we must populate it with the outcomes of our daily work, as a CRM really shines when reflecting on the past. But the reality is that with so many balls in the air we know it can be challenging enough to manage the business’s day-to-day requirements, let alone capturing these daily details in a system that will build a rich history of your entire business. We often get bogged down in the immediate—answering emails, tracking tasks, setting reminders, and making sure nothing falls through the cracks. At times it can feel like we are spending all our energy just keeping our heads above water. However, when we overlook the importance the bigger picture, failing to invest the small bits of time to build the habits needed to organize all of the day-to-day information in a way that helps us later, we inevitably work harder not smarter, and our business suffers for it.
Picture This
You have a big project that has a timeline of 6 months to finish, with numerous staff people assigned to help. Each person has their responsibilities to complete independently and report back on. It is critical to keep everyone in the loop of day-to-day activity which informs the bigger picture needed for this job to be successful.
Without a system, attempts to keep everyone updated would require sending multiple disjointed emails, texts, messenger messages, phone calls, etc. To check-in and ensure everyone is on the same page would likely require an (at least) monthly meeting to get status updates and make sure everyone is up to speed. However, even then, without a centralized place to log and track the specifics as you go, lots of important information is inevitably lost.
With a system, collecting all the data as the team works, such as emails, meeting notes, call notes, tasks, daily updates, etc., in one place as you go, makes reviewing and collating key information seamless, allowing everyone a full view of the details and overall bigger picture immediately, anytime! The best part – with everyone having access to the most accurate and updated information, you no longer have to have a status update meeting at all! Think of all the time you will save getting people up to speed when all the information you need is always updated and immediately accessible, anytime!
Make Chaos History
We know change is hard, but…
What if you had a system in place that was designed to be the every day tool that naturally collected the low level data and then organized it into high level structures that built useful and easily revisit-able rich business history?
What if implementing just a few small habits into your routine now allowed you to focus your energies on completing jobs, while simultaneously filing and organizing the details in a way that compounded into a rich history of your business operations for the future? Even better, what if you developed these habits now, so in time, they became a natural part of your routine (a habit you won’t want to kick!) and your history inevitably grew with little to no effort on your part?
We want this for you!
We built Daylite for this purpose exactly – making it seamless for you to capture your day-to-day details and turn them into the rich history you need to make your business soar.
5 Tips To Make You a Daylite Superhero!
Check out these 5 tips to build habits that allow you to nurture both the day-to-day responsibilities, while simultaneously building a rich history of your business in one place.
Tip # 1: On Your Mark, Get Set…Create and Log!
By design, Daylite is built with the tools necessary to manage your business’s interactions in and from one place. Building the habit of creating tasks, logging notes, recording details, booking meetings, etc. directly from emails, conversations with clients, and more, keeps everything connected and in one place. This helps you manage your daily and upcoming responsibilities without any details falling through the cracks, while simultaneously growing your rich history of leads and client interactions.
Here’s an example of how building the habits of creating tasks and logging details will only positively impact your business’s future: Your client, John, emails you to let you know he needs to reschedule your meeting, as he is going away on an impromptu vacation. Track and remember these details by immediately rescheduling the meeting and sending the update to John easily through our external meeting functionality. Add a personalized touch by creating a follow-up task directly from the email for one day after John returns, to see how his trip was and tell him you are excited to hear all about it when you meet next. Even better – John is so impressed by your attention to detail when you follow up, he tells his friend, Jack, and all the sudden, you have a new referral! Nurturing the habit of logging details in the moment, when Jack connects with you, you can now link Jack and John, noting John’s referral and how they know each other. See how creating, noting, logging in the moment effortlessly begins to build inventory and history for you to reference later?! Magic!
Don’t make it harder on yourself by putting off these notes, updates and changes, or trust that your brain will remember these details later (you have so much going on!!). Developing the habit to track the little things now only helps you in the present and the future! The benefits of this habit are plentiful: don’t let warm leads go cold, minimize growing anxiety over incomplete or forgotten details, keep up to date with all the pressing things you are required to do, WOW your customers! Develop the habits of taking small bits of time now to create what you need to do later yield more return than you can begin to imagine!!
Tip #2 – Link, Link, and Link some more!
One of the most important and unique features of Daylite is its ability to easily link relevant information together, giving you the opportunity to connect related information, sharing the knowledge between two pieces of data. We got a little taste above of how easy it was to link the new lead Jack as referred by client John, but the linking options are endless!! For example: You may have several contacts at a single company, or have multiple contacts linked to a single project. Perhaps you have an upcoming meeting with multiple stakeholders, all of whom are involved in the project you are presenting. Do you know what role they all play? Linking details together in Daylite couldn’t be quicker or easier – with the option of doing it manually with a few clicks of your mouse, or have Daylite do it for you automatically. This habit is SO simple, and a mega-game-changer! You will quickly see how your daily details relate to one another, and very soon understand how all these connections grow your business’s history exponentially! What are you waiting for?!
For more on the importance of linking – check out this article in our Fundamentals Guide.
Tip #3 – Categorize and Conquer!
Let’s talk about Categories and Keywords and why it is so important to develop the habit of assigning these to your data pieces! Categories and Keywords are critical because they help you to segment (dividing and grouping similar data together based on the chosen parameters and characteristics so that you can use it more efficiently) your data!
First things first – Categories!
Categories are the primary means of organization in Daylite. Every item, such as People, Companies, or Tasks in Daylite can have a separate list of Category, each with their own colour.
You have the option of adding one category designation for People, Companies, Meetings, Tasks, Notes, Opportunities and Projects. Here are a few examples of Categories you might use:
People Categories | Company Categories |
---|---|
Prospect Client Employee Freelance | Prospect Client Vendor Agency |
Assigning a category and then segmenting based on category can help you to organize and manage each area of Daylite more effectively, and enable you to create better targeted and personalized interactions that resonate with your audience.
Now let’s talk about Keywords!
Keywords are a second means of classifying information in Daylite.
You can apply as many keywords to an item as you wish (though we do recommend you don’t let them multiply out of control!)
Some examples of Keywords would be:
People Keywords | Company Keywords |
---|---|
Existing Client March Birthday Introducer Newsletter Distro List | Hot Lead VIP Marketing Referral |
The idea is that if you can group items within Daylite and then target their common characteristics, it may result in higher conversion rates, increased customer loyalty, and ultimately, higher revenue for your business. Getting into the habit of adding categories and keywords to the information pieces in your database helps to sort your information as you go, keeping it clean and up-to-date, which informs your building history and ability to access and filter out information down the road with speed and precision. A little bit of organization today goes a LONG way!
For even more on all the ways you can segment and organize your data – check out this article in our Fundamentals Guide
Tip #4 – It’s the ‘Little Things’!
One of the most helpful habits you can develop is paying attention and immediately recording the small details about the people you speak with. This small time investment as you go not only helps you track and maintain important information about the people you are working with, it serves to help you WOW your customers, making you the talk of the town and someone everyone wants to work with!
Start with the foundation: ensure that all contact information is complete—like phone numbers, addresses (personal and company), birthday, etc. Then, get creative: show your customer’s your care and attention to detail by recording the more personal details, like their spouse’s name, their favourite hobbies, or even their dog’s name. These thoughtful touches make them feel valued and seen. Personalizing your interactions not only builds rapport but shows genuine interest in their lives beyond business.
The best part – it couldn’t be easier with Daylite! Daylite makes capturing and organizing these details effortless. You can populate the details field to track everything from how they take their coffee or their favourite wine, to birthdays or anniversary date, helping you prepare thoughtful gestures like personalized gifts or recognition on special occasions. Reviewing these details before meetings or interactions allows you to refresh your memory and impress your clients with your attention to detail.
Going above and beyond with personalized touches can turn small gestures into lasting impressions. Whether it’s a holiday greeting with a handwritten note or remembering a detail they mentioned months ago, these efforts leave a mark. Clients may even share these thoughtful actions on social media, expanding your reach and solidifying your reputation as a caring professional. By committing to this practice, you demonstrate genuine intent and effort, which ultimately deepens client loyalty and leads to more referrals.
For more stories of how Daylite helps you grow your business, check out the YouTube video on How to make clients feel more special so you get more referrals
Tip # 5: Time Boxing
A key habit to build and one Daylite is unbeatable for, is time boxing! Time boxing is where you take your task list – all of the things you have to do – and actually go to your calendar to block out individual times to get those things done, chunking out your days and weeks to prioritize and execute the things you need to do!
Time boxing helps you to manage your very busy workload – but since it really captures your overall workflow practice, it admittedly takes time to build it into your routine to ensure this tip is effective! But it is SO worth it – we promise you! The good news is, though, since everything you need is already in one place with Daylite, beginning the practice of time boxing just got a whole lot easier!!
Here are a few ways to build the habit of Time Boxing:
Start small with one day at a time! As you begin to develop this skilled habit, avoid setting yourself up for overwhelm and frustration, which can ultimately lead to totally abandoning the practice. Choose one day a week to time box until you get good at it! For example, start with Mondays – estimating and blocking out the time it will take to: check emails, write that blog post, summarize the key points from your meeting, walk the dog. Once you perfect one day at a time, try it for a week!
Plan Out the Types of Tasks! A common and inefficient mistake is to list every single task that must be completed. This is tedious work and will make you hate time boxing. So instead, set time for the types of tasks you need to do. For example – rather than listing all the individual emails you need to send to clients (prospects, invoices, etc.), batch them together as similar and chunk out a time called ‘Follow Ups’, ‘Emails’, ‘Invoices’.
Colour-Code Types of Tasks! Categorize your calendar – ensuring every type of task you are working on has a specific colour. For example, ‘Invoices’ is green, ‘Emails’ is orange, ‘Follow Ups’ is blue. This helps you to go back later and see where you are spending most of your time – which is important information when you are reviewing and assessing your tasks, days, overall schedule.
For more on time boxing and how you can maximize your efficiency, we highly recommend you check out this oldie but extreme goodie video here!
And again – you’re already one step ahead with Daylite, as it seamlessly supports the habit of time boxing since all you need is in one place – your calendar, your tasks, your prioritized work list.
Habits You Won’t Want To Give Up!
Building strong CRM habits is not just a matter of keeping things organized; it’s an investment in your future success. By consistently taking a few extra moments to add complete contact information, assign categories, and link essential details like meetings and relationships, plan your day, etc., you set yourself up for long-term efficiency and growth. Though it may seem like a small effort in the moment, these habits act as a form of kindness to your future self, allowing you to quickly access vital information when needed. Tools like Daylite become indispensable when used this way, streamlining your processes and enhancing your ability to manage client relationships effectively. Ultimately, forming good CRM habits today can pay dividends in time saved, better communication, and stronger business outcomes tomorrow.
Discover Daylite – The Ultimate Business Suite for Apple Devices
Discover the power of Daylite on Mac, iPhone and iPad today with our free 14-day trial. Experience how Daylite seamlessly combines CRM, Sales, and Project tracking to help you streamline how you manage your small business, developed specifically for Apple devices. Start your trial now and embrace the efficiency and organization that will improve your business and improve your life.
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