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Guide to Getting Started with Zoho CRM Features

January 27, 2022

Guide to Getting Started with Zoho CRM Features _ Encaptechno
If you are interested in sales, have a knack for selling absolutely anything to people, or work in the sales department of a company then you would identify with having that desire to be a smart sales representative at work.

Winning the sales game has a lot to do with using a good CRM system to its full potential. For example, with the Zoho CRM features, your sales can be completely automated leaving you to entirely focus on customer interaction and closing deals.

In this blog, we will be seeing the features of Zoho CRM that can help you in becoming an efficient sales representative who knows how to ace customer relations and be one step ahead. Keep reading to see and understand these features one after another.

Use Zoho Mail Integration

 

Sales have a lot to do with being prompt with the customers. In case you are a sales representative, you cannot afford to miss out on an important email from a customer. Let’s imagine that you are running through all of your emails and replying to them simultaneously.

However, by evening you realize that you ignored an important email from a hot lead. Now the probable reason behind this could be a cluttered inbox with many emails. Missing out on this important email may not be by intention but the fact is that as a sales representative you cannot afford something like this for your business.

It is important for the sales representative to attend to all the leads as soon as possible and for doing the same, there needs to be a filtered view of all the prospect emails. One of the most used Zoho CRM integrations called Mail Magnet allows you to not just receive emails but also get a filtered view of your prospect’s emails as well.

With this email integration, you will not need to keep checking the emails all the time. Every time you receive an email from a prospect, you will be notified by the mail icon that pops up right on the Zoho CRM home page. Remember that MailMagnet will be available with the Zoho Mail Integration only, so ensure that you ask your Zoho consultant to enable it and configure the email account with Zoho CRM.

Organize Emails According to Sales Priorities

Organize Emails According to Sales Priorities _ Zoho CRM _ Encaptechno


Another important thing to remember while dealing with the customers is that the most recent email is not always the most important too. If a lead has emailed asking about the price of a product or negotiating on the price of a product, then these emails must be immediately accessible. This can save considerable time and effort.

It is natural that you will be organizing the sales activities based on the pipeline and the level each deal is in. What’s notable is that you can organize your emails in a similar way as well with the use of Zoho CRM features. Using the SalesInbox, you can access columns, filters, folders, and columns that can show your sales priorities and allow you to stay at the top of the emails that matter.

SalesInbox functions smartly by organizing all emails according to the way in which you have set up your CRM. Even though the regular email clients allow you to filter emails based on the address of a sender, SalesInbox allows you to filter emails based on the sender’s email address and sales parameters.

For instance, if you get emails from customers who are offering you deals of more than 1 lakh, then that can be specified with the name Top Leads. Using SalesInbox allows you to create many folders and also shows them right on the side of the folders you have.

Using SalesInbox, you can also automate the lead creation in your inbox, get automatic reminders, and work with useful information.

Monitor Customer Activities

 

For all sales representatives, one of the most critical aspects to ensure sales success will be timing. SalesSignals gives you an immediate notification about what the prospects are up to. You will also know if the lead that you have been chasing has opened your email or not. An alert will be sent to you as soon as the email is opened.

Always keep in mind that the prospects and customers can reach out to you from different channels. They can visit your website, fill surveys, raise support tickets, and post on your social media. To improve customer relations, you will have to be consistent and prompt. The use of SalesSignal helps you track all customer activities by displaying them in an organized way.

SalesSignal will give you a prompt when your leads send you an email, open the email sent by you, click on the links in the email, or when the email gets bounced. You will also be notified when missed calls are received, surveys get filled, new tickets, comments, and responses are received, missed chats are received, or the support tickets are overdue or escalated.

Leverage Social Media for Getting Leads

Leverage Social Media for Getting Leads _ Zoho CRM _ Encaptechno


As a sales representative, you must be aware of all that interests your prospects, the kind of products or services they are looking for, and what their likes and dislikes are. Just like most people in the world, your potential customers use social media and also post regularly. In this process, some of them may also be talking about the prospects they are using, their influencers in decision making, and the product and services they wish to use.

Being a smart sales representative, you must convert every like, reshare, or comment coming from your prospects into an asset. You can effectively convert the social media conversations into actionable leads by lead generation automation through a workflow. All you have to do is configure your social media channel properly.

In case someone tags your organization’s replies to your social media posts then you can add this person as a lead and assign the lead to a sales representative. Anytime someone messages you on social media or comments on your posts, you can also add that person as your contact and assign this contact to another sales representative.

Customize Templates

 

All sales professionals do not like manual data entry. There are times when complete days get wasted in typing emails while leaving only a little time to do what you are actually hired for and that is selling. Email Templates is one of the Zoho CRM features that can help in getting rid of this.

You can personalize the emails for every activity and send these emails to individual prospects. In addition, you can also send mass emails to a list of leads. If you have imported leads from market research and wish to engage prospects, then you can send thank you emails. All that you have to do is choose the list of leads and send a mass email.

To customize the templates, you have to design your template with the help of text, images, and tables; merge fields to your template, and add headers and footers to the templates.

Track Email Performance
Track Email Performance _ Zoho CRM _ Encaptechno

You can also monitor how your emails have performed. Remember that you will not be able to send better emails in case you do not know how they have performed. Hence, a smart sales representative must be able to consistently send engaging emails that can grab the attention of prospects, get them to read and respond as well.

There are smart insights available on how the templates are performing and by using these insights you can get closer to writing better content. The email insights can also get you every day, weekly, and monthly reports on the open, click and bounce rates of the emails. The dashboards can tell which email templates have the best open and click rates.

Keep in mind that you can use the templates that have the highest open rates, update existing content, and create new templates as well. In case the email template that you have been sending then your job is done.

Complete Sales Activities On the Go

 

The sales representatives work all the time while also being a part of customer meetings, events, and conferences. While managing so many meetings altogether, there must be something handy to update the activities, keep the team in sync, and do important things on the go. Zoho CRM features solve this problem by coming into your pocket.

With Zoho CRM Mobile, you can add leads, create tasks, receive email notifications, find customers, etc. You can locate all prospects near you using Map View and locate leads, contacts, and prospects in any area while scheduling meetings on your trip. You can log in all your visits so that your team knows about all locations that you have visited.

In addition, you can also record your takeaways from a recent meeting with a customer effectively. There is no need to type out lengthy notes, you can just record the voice notes when you are walking and driving, associate the audio files with the records, and download them for reference.

Use AI-Based Sales AssistantUse AI-Based Sales Assistant _ Zia _ Zoho CRM _ Encaptechno

Being a sales representative, you should not let multiple calls go unanswered. There is a smart approach called Zia, an artificial intelligence-based sales assistant that shows you the notifications that let you know if your leads, prospects, or customers have been opening up and replying to your emails.

This assistant keeps a track of the time at which the prospects participate in surveys and posts on social media and based on this information, it tells you the correct time for reaching out to the prospect. If you know the best time to get in touch with your customers, you will be able to get more replies from them and at the right time.

Automate Actions

 

Being a sales representative, you will be following a fixed set of actions while contacting leads. For example, if you have a target of contacting 40 leads a day, and 30 of your calls get answered, then you can leave an email or even a voice message for the other ten leads.

After you complete your daily activities, you will update the tasks done. However, there is no need to manually follow a similar routine because you can automate these actions with macros. All you have to do is just choose the records and run the macro so that the repetitive tasks are taken care of automatically.

The Zoho CRM features know that a large part of your day includes a regular set of actions which is why it prompts you automatically with a suggestion to run a macro. If you call a lead, send that lead a follow up email and create a task then Zia can suggest the same list of actions as a macro the next time. All that is needed for you to do is run the Macro if it suits your needs.

Use CRM View for Activities

 

The workday of a sales representative is full of multiple events and activities that could be anything from visiting a prospect, demo shows, task creation for calling a prospect, or following up with customers after visiting a website. The main question is that how can a sales representative know which task needs to be taken first on priority?

The CRM View for Activities lets you prioritize all sales activities by being available for tasks, calls, and events in the Activities module. The interface uses a view that lets you plan who should be followed up on that day. This view is divided into the categories called Customers including all tasks associated with the customers; Open Deals including all tasks associated with deals in the pipeline, Leads including all tasks associated with leads and contacts, and Others including all other records.

Streamline With Tagging

 

You will need special identifiers associated with your CRM records that can help you search, sort, categorize, filter, and also segment the records effectively. The tags can help you in clearly prioritizing all records and contacting them as well. If you have some leads in your account that must be given high priority then you can tag these leads as Important and also filter all of them easily from other leads in the Zoho CRM account.

Conclusion

 

If you use all the amazing features of Zoho CRM that are listed above then you will see your productivity go very high. Zoho CRM can be used for maximizing your potential as a sales representative but for that you need to have knowledge of all the features offered by it.

If you need further support in the implementation of Zoho CRM then you can get in touch with our expert Zoho consultants. They come with years of experience that can lead them to help you maximize your potential.

 

 

 

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