Why Keeping Comprehensive Records Is the Key to Sales Success and Efficient Team Collaboration
Updated: Oct 2, 2023 5:51 PM
The golden rule for working leads is keeping great notes. Why?
Because I can’t possibly keep it all in my head. And even if I could, it doesn't allow me to share with others.
Notes can be a flashlight in the dark. Otherwise a record is just contact info and that’s not so helpful when trying to do follow up on a lengthy exchange.
From my experience many conversations can drop off the radar for awhile because leads get busy. Sometimes they resurface months later. It’s not feasible that you’ll remember every detail of your previous conversations with them but that’s what is expected.
If I’ve kept notes on each exchange in the record in the CRM I’m covered. Plus, any new teammate can just as easily pick up where I left off.
EXAMPLE - Phone rings, it’s a lead I haven’t talked to for months.
“Hi John, it’s been a while, let me put you on hold while I make my way back to my desk.”
I quickly look up their record and skim the notes, which I leave in bullet point form for quick reading so I don’t have to keep them on the phone more than a minute or 2.
Now I don’t have to ask John to jog my memory on which property is his etc. Some people get pretty annoyed if you ask them to bring you up to speed, and you can lose face. The lead will lose confidence in you and your company being professional and efficient and could second guess working with you.
Your first note should be your longest. It should contain property description details, previous rental experience, and personal details that help you remember who they are beside just that they have a nice property.
Each time there is another exchange via text, email or phone, a new note should be a recap of what was discussed.
Notes should be left in the CRM as you are speaking with the lead. Ideally on the computer but Vintory also has a mobile app for when you are on the go.
Avoid updating notes later. You’ll likely get sidetracked and forget the most important details or not leave notes at all. If you keep notes in an actual notepad. STOP. You’ll waste time copying notes into the CRM if you ever do and you could lose your notebook and lose those deals.
Spreadsheets don’t allow for lengthy notes and setting reminder tasks. If the sheets are excel and on your computer something could happen to your computer.
Leads should not be worked as if they were a secret to keep. They should be worked like a long math problem. Show your work. That’s the best way to make your follow up smoother and keep all teammates in the know.
In my years of sales coaching this continues to be one of the main areas to improve. It’s the simplest way to up your sales game.