Keep large projects organized with company records

This article was included in the December 6th, 2016 issue of the LACRM Newsletter.

Large clients usually mean great business because they tend to come with multiple projects for you. But this also means it’s harder to keep track of what you have to do and have already done for each project. When juggling so many things in the air, it is easy to miss out on details which could potentially slow a project down or cause unnecessary delays.

When dealing with large clients, Cathy Cain-Blank, President of CC Marketing and Communications, makes sure that she keeps all her notes organized. Every project has their own production timeline, their own associated notes, their own set of documents, and losing track or mixing anything up is not an option. To make sure nothing is missed, she manages all her projects with her clients through separate records in her CRM:

“We take a key client and set up different company records for them. One company record would contain informational things, the other record would be for billing notes, and the third would be for links to old projects we’ve done for them. We put these records into a group, so if we need to revisit any particular piece of information about a company, we pull up the group and click on whichever record we need. This way, we can really organize our notes about the projects we are doing with these companies.”

-Cathy Cain-Blank, President of CC Marketing and Communications

Tip to try: Cathy’s method of splitting a client up into different company records and then grouping these records up together works best with large clients, but if your company works on a smaller scale, keeping everything in one record is still a good way to make sure you have access to all your notes and project documentation.

Nonetheless, if you have lots of large clients with multiple company records, creating a group for every one of them could become overwhelming. Rather than creating lots of different groups, try using a custom contact link field, or using the relationship with another contact feature instead.

This allows you to organize your data accordingly, making it much simpler to quickly pull up whatever information you need!