Turning Notion Into Your Automated CRM system
Summary
TLDRIn diesem Video erklärt der Sprecher die Bedeutung eines CRM-Systems für ein servicebasiertes Unternehmen. Er betont, dass ohne ein CRM das Verfolgen von Kundenbeziehungen und -prozessen unmöglich ist, was zu Stress und verlorenen Kundenführen führen kann. Der Sprecher führt durch die Schritte der Kundenreise und zeigt, wie man mit Whimsical und Notion einen effektiven CRM aufbaut. Er erklärt, wie man mit externen Tools wie Zapier und E-Signature Services automatisierte Prozesse erstellt, um den CRM-Prozess zu optimieren und Zeit zu sparen, um sich auf die Kernaktivitäten des Unternehmens zu konzentrieren: die Serviceleistung und das Marketing.
Takeaways
- 📈 Ein CRM ist unerlässlich für ein servicebasiertes Unternehmen, um Kundenbeziehungen effektiv zu managen.
- 🚀 Die Kosten für das Nicht-Einführen eines CRMs können hoch sein, einschließlich verlorener Kunden und schlechter Kundenerfahrung.
- 📝 Entwickle die Kundenreise als erstes, um zu verstehen, welche Schritte ein Kunde durchläuft.
- 🎨 Nutze Werkzeuge wie Whimsical, um die Kundenreise zu visualisieren und zu planen.
- 🔄 Automatisiere Prozesse, um Zeit zu sparen und den Stress zu reduzieren.
- 📊 Verwende Notion als zentrale Datenbank für die CRM-Systeme.
- 🔧 Erstelle Eigenschaften wie Status, Zahlungen, Anrufinformationen und Nächstes Kontaktdatum für jeden Kunden.
- 🔗 Verwende Select-Eigenschaften für Status, um Automations zu ermöglichen.
- 🔄 Richte Automations ein, um bei Statusänderungen automatisch zu handeln, z.B. bei der Erstellung von Angeboten oder zur Erinnerung an Follow-ups.
- 🔗 Verknüpfe externe Apps wie Cal.com und E-Signature-Tools mit Notion, um ein nahtloses CRM-System zu erstellen.
- 📧 Erstelle Vorlagen für Anrufnotizen und Angebote, um den Prozess standardisiert zu halten.
- 📅 Setze Filter ein, um den Fokus auf den Kunden zu legen, mit denen du in der nächsten Zeit Kontakt aufnehmen musst.
Q & A
Was ist das zentrale Element einer servicebasierten Geschäftstätigkeit?
-Das zentrale Element ist ein CRM-System (Customer Relationship Management), das hilft, Kundenbeziehungen zu verwalten und den Geschäftsprozess zu optimieren.
Warum ist ein CRM-System für ein wachsendes Unternehmen unerlässlich?
-Ein CRM-System ist unerlässlich, weil es ohne es unmöglich wäre, alle Kundeninteraktionen effektiv zu verfolgen, was zu verlorenen Kundenpotenzialen, schlechter Onboarding-Erfahrungen und einem allgemeinen Stress für den Geschäftsführer führen könnte.
Wie beginnt man mit der Entwicklung eines CRM-Systems?
-Die erste Schritte bei der Entwicklung eines CRM-Systems beinhalten das Design der Kundenreise, also der verschiedenen Schritte, die ein Kunde durchläuft, von der ersten Kontaktaufnahme bis hin zur Kundenbindung.
Welche Tools werden in dem Video zur Verwaltung der Kundenreise genutzt?
-Im Video wird das Tool Whimsical genutzt, um die Kundenreise visualisieren und zu planen.
Wie wird in Notion ein CRM-System aufgebaut?
-In Notion wird ein CRM-System aufgebaut, indem man eine Datenbank erstellt und verschiedene Eigenschaften wie Status, Zahlung, Anrufinfo und ein Nächstes-Kontaktdatum hinzufügt. Anschließend werden verschiedene Ansichten und Filter erstellt, um die Daten effektiv zu verwalten.
Was ist die Bedeutung der Status-Eigenschaft im CRM?
-Die Status-Eigenschaft ist wichtig, um den aktuellen Zustand eines Leads oder Kunden zu kennzeichnen und entsprechende Aktionen oder Automatisierungen auszulösen.
Wie automatisieren Sie den Prozess, wenn ein Kunde einen Anruftermin bucht?
-Der Prozess wird automatisiert, indem man eine Verbindung zwischen dem Terminservice (wie Calendly) und Notion herstellt, wodurch bei jedem Buchung automatisch eine Datensatzerstellung in Notion ausgelöst wird.
Welche externen Tools werden im Video genutzt, um den CRM-Prozess zu automatisieren?
-Im Video werden externe Tools wie Zapier (oder Make.com) genutzt, um automatisierte Aktionen zwischen verschiedenen Apps und Notion zu erstellen.
Wie wird in Notion eine Vorlage für Anrufnotizen erstellt?
-In Notion wird eine Vorlage erstellt, indem man eine neue Datensatzvorlage im CRM erzeugt und dort feste Script-Texte für den Anruf, sowie Platz für die Anrufnotizen einfügt.
Wie automatisieren Sie den Prozess der Erstellung und Sendung eines Vertrags?
-Der Prozess wird automatisiert, indem man in Notion einen Webhook verwendet, der bei Statusänderung auf 'Vertrag gesendet' oder 'Vertrag erstellt' eine Verbindung zu einem dritten Tool (wie E-Signature-Diensten) herstellt, um den Vertrag zu erstellen und an den Kunden zu senden.
Wie kann man den CRM effektiv nutzen, um Leads zu verfolgen und zu verwerten?
-Man kann den CRM effektiv nutzen, indem man regelmäßig die Status der Leads überwacht, automatisierte Benachrichtigungen für Follow-ups einrichtet, und den Prozess der Vertragserstellung und -sendung automatisiert, um Leads nicht zu verlieren und Zeit für den Service-Delivery und Marketing zu gewinnen.
Outlines
📈 Einführung in CRM für Service-Geschäfte
Der erste Absatz betont die Bedeutung eines CRM-Systems für serviceorientierte Unternehmen, insbesondere bei der Skalierung. Ohne ein effektives CRM kann es schwierig sein, potenzielle Kunden zu identifizieren und zu binden, was zu Stress und einem schlechten Kundenerlebnis führen kann. Der Sprecher erklärt, dass er in diesem Video zeigen wird, wie man ein perfektes CRM aufbaut, indem er zuerst die Kundenreise planen und dann mit dem Aufbau des CRM in Notion beginnt.
🔍 Design der Kundenreise und CRM-Setup
Der zweite Absatz beschreibt, wie man die Kundenreise im Detail planen und mit dem Tool Whimsical visualisiert. Der Sprecher erklärt, dass er die ersten Schritte der Kundeninteraktion versteht, indem er die erste Kontaktpunkte der Leads identifiziert. Er verwendet Notion, um die CRM-Datenbank zu erstellen und erklärt, wie man Eigenschaften wie Status, Zahlungen, Anrufinformationen und das nächste Treffen für jeden Lead einrichtet.
🤖 Automatisierung von CRM-Prozessen
In diesem Absatz erklärt der Sprecher, wie man mit externen Tools wie Safeer und Make.com sowie internen Notion-Automationen die CRM-Prozesse automatisiert. Er zeigt, wie man nach Buchungen von Currently automatisierte Notizen erstellt, wie man Leads in verschiedenen Statusgruppen organisiert und wie man mit E-Signature-Tools wie DocuSign oder E-Signatur automatisierte Verträge erstellt und versendet.
📊 Abschluss und Überblick über den CRM-System
Der letzte Absatz bietet einen Überblick über die verschiedenen Ansichten und Filter, die im CRM-System erstellt wurden, um den Überblick über die Kundenbeziehungen zu behalten. Der Sprecher erklärt, wie man mit automatisierten E-Mails und Zahlungslinks die Kundenbeziehungen pflegt und wie man den CRM effektiv nutzt, um Zeit zu sparen und sich auf die Kernaktivitäten des Unternehmens zu konzentrieren.
Mindmap
Keywords
💡CRM
💡Customer Journey
💡Automation
💡Lead
💡Proposal
💡Onboarding
💡Whimsical
💡Zapier
💡Make.com
💡E-Signatures
💡Notion
Highlights
The importance of a CRM for a service-based business is emphasized, especially as the business scales.
The cost of not having a proper CRM can lead to missed opportunities, poor onboarding, and a negative customer experience.
The speaker uses Whimsical to design the customer journey, which is crucial for understanding the steps a customer goes through.
The first step in the customer journey is booking a call, which triggers the creation of a record in the CRM.
Automation is used to streamline the process of creating proposals and re-engaging with clients.
The speaker emphasizes the importance of automating as many steps as possible to reduce stress and improve efficiency.
The CRM is built using Notion, which allows for customization and integration with other tools.
A general databases page is used to host all databases, providing an overview of the system's databases.
The speaker creates a Select Property for status in Notion to enable automations.
The CRM includes properties for tracking payment amounts, call information, and next catch-up dates.
The speaker demonstrates how to create a user-friendly CRM interface in Notion with a board view and color-coded columns.
Automations are set up using external tools like Zapier and Make.com to trigger actions in Notion based on events from other apps.
The speaker explains how to use webhooks and third-party tools like E-signatures to automate the proposal creation and sending process.
The CRM system is designed to be almost fully automated, reducing manual follow-ups and allowing for better focus on service delivery and marketing.
The speaker provides a detailed example of how to set up automations for sending payment links and onboarding new clients.
The CRM setup allows for a clear view of client fulfillment statuses and tasks, improving organizational efficiency.
The video concludes with a summary of how the CRM system can significantly improve business operations and free up time for the business owner.
Transcripts
one of the central pieces of your
service based business is your CRM cuz
when you are doing everything by
yourself and you start having some scale
it is impossible to keep up with
everything without one and the cost of
not having a proper one is very high cuz
you may miss out on some possible
customers you may on board them poorly
or even worse manually and basically
give them an overall not very good
experience so they will not recommend
you and even worse of all you will be
stressed out and that's the last thing
that I want for you I want you to be
free so let's see in this video how we
get the perfect CRM done so before
starting to build the CRM itself the
very very first thing that I always
always do is to design what is going to
be the customer journey and what do I
mean by this all the different steps
that a customer is going to go through
in our case now we're just going to talk
about the leads so once they become a
customer it is exactly the same so the
tool that I'm using for this is called
Whimsical and we can see it over here
this is an example of a web development
agency
and H the way that we kill this is
basically to understand which is the
very first step and the first point of
contact of a lead in our case was that
they book a currently call with us so
once they book The currently call then
we have the call we will have one
automation here that creates a record in
our CRM and we have the goal if the
client wants to continue we create the
proposal if the client is thinking about
it then we will create something to
re-engage with the client and according
to a follow update and we will send the
proposal if he on if proposal is
accepted automatically we can send the
link for the first payment and then we
will on board the client and everything
will be automated and the same applies
to every part of then the service
delivery okay so it's exactly the same
but we are going to focus on this today
CU this part is what may make you lose
sales so let's start building the CRM
now that we have defined this let's go
into our CRM this is how the system is
going to look like after we have gone
through the process even if it looks
simple there is a lot of things
happening behind the scenes but we will
see everything in notion a very good
practice is to always use a general
databases page to host all the different
databases that are powering the whole
workspace this is the only way that we
have to understand which databases we
have in the system and I'm going to
create one database over here full page
for our CRM we can call it CRM now I'm
going to be creating the properties that
we are going to need for this now I want
to I want to build the status property
in notion there is a status property but
I don't want to use it because it
doesn't work with the API it doesn't
work with automations so and I want to
be able to trigger automations with this
status property so what I'm going to do
instead is to use a Select Property
which can be built as a status property
and then we can we can can trigger
automations with it so for the Select
Property what I'm going to do is to
already in this part of the process I
build these which are the statuses that
we're going to be using in notion so I
will just have to copy them okay I just
added the last one converted instead of
continuing with all the the statuses yes
we are just going to be focusing on the
on the lead side this is going to be the
amount that he's paid the format is
going to be USD and then I want one text
property with call info cuz typically in
can L when people book calls H we also
use forms to get information from the
potential client before the call so I
would want all this information to come
here and finally I always have the
catchup next date property so we can
follow up with them in case they're
thinking about it and everything and we
will see where we're going to be able to
see the people we have to catch up with
so this is going to be the base of the
CRM now let me add some data here so we
can see this the examples better okay
and now this data databas is in the
databases page but is not where the
users are going to be using this we want
to have something like this that is more
user friendly so let's build it we going
come over here generate a blank page and
this can be our CRM so now to bring this
database in here and customize the view
that we are going to be seeing we do
slash link view of database and this is
basically asking us where we want to
take the data from in our case is from
the CR database that we have just built
new new Mt view and this is our leads
now for all these status based processes
I always use a board view color columns
don't show database title and now if we
go to group I don't want to hide empty
groups okay so this is going to be the
the first and most important view where
we see the status of everyone now we can
build a second view I'm going to build
it over here but we have a lot of
options this view is going to show us
who we need to contact I'm going to call
this view catch up with and from here I
can create a filter and it's people that
that I want to catch up with this week I
mean this you can say on or before today
whatever I'm going to use this week like
this I have a little heads up and this
is going to be sort ascending so let's
say that I have another lead and by the
way even if I created this this view
over here and is not the core database
that is in the general databases I can
still create records in the database so
let's say that I have this guy over here
and I say that I want to catch up with
him here so that lead is going to appear
here this we don't need to see this
probably we want to see and that's it
okay so how are we actually going to be
using this cuz we want that the biggest
amount of steps of this are automated so
I'm going to be using a couple of tools
it is very different when the automation
is triggered from notion and when an
automation is triggered from an external
app so what is the very first step let's
go to our Whimsical this the first step
is that the lead books a cently called
and this creates a notion record so this
is an external app so four external apps
we're going to be using an external tool
that in this case is called safeer we
can also use make.com these are the two
that I use the most but in in this case
we're going to be using sapier so let's
go to the browser let's go sapier and we
can basically see what I have already
built over here this is using cal.com is
the same service as as curently but the
process is exactly the same and in fact
we will just need this very first step
and this fourth step so the way that sap
here works is we need here to identify
which is the trigger in our case is
Curly and we will go through the setup
process the event is going to be booking
created or event created then we will
have to link the account and finally we
will test the trigger to get some
information inside of Sav here that is
it if we have already used cly to book a
call then the the latest sessions are
going to be shown here if not some
sample data is going to appear That's it
continue with select a record and then
we are going to create another step that
the app where the app is notion and the
event is create a database item so what
this is doing is whenever there is a
booking sapier is going to create that
inside of notion we'll have to select
the database add the pr name whatever
like all the different data that we want
to add into notion and that is it we
will just have to publish it and this is
already running I mean if it's not
running just check that this is turn on
and that is it from now on Whenever
there is a call booked in currently it's
going to go to our CRM over here okay so
let's say that the lead has already come
here but now we have to have a call with
him so what do I typically do I create a
template for having a space to write the
C notes in CU here in notion we can open
this database item and here we can write
so we can use this space to write our
call notes but I want everything to be
useful and beautiful so what I'm going
to do is to create a new template for
that and this is a very good place so if
you have a script that you follow during
your first call you can paste it here
and then below you can have the intro
call notes I mean this is a template you
can you can play with it and that is it
now for these records that were created
before I need to run this manually and
that's it and I have it here so let's
say that I'm going to have the code with
is with this guy and these are all the
notes that we got from the from the call
so now during the call he told me that
maybe later so he didn't tell me no but
he tell me maybe later so what I can do
is I can bring him to this status and I
can add him okay so I'm going to catch
up next next Tuesday and that's it like
this I don't forget that I need to meet
with this person or that I need to text
this person to see what's up but this is
crucial for winning projects that we may
lose if if we don't follow up cuz people
are dispers maybe they don't even
remember about you they have all the
things on the table so it is very good
that we that we follow up with them and
once this time comes Daniel is going to
appear here reminding me about that
there's one thing that we can add to
this database which is a filter by the
status I just want that the status is
qualified maybe later CU once they get
out of this then I don't want to I don't
want to see them anymore here so now
let's see what other kind of automation
we can be using in notion and with these
two kinds we can build everything trust
me so now the automation that I want is
to be able to send a proposal
automatically from notion so how does
this look like my idea is that whenever
I drop this guy over here an automation
is triggered and it goes to a third
party software to create the proposal
and sends the proposal automatically to
that person how do we do this well of
course we will need the email of the
person in here and this will will come
from cly and now what we are going to
need is a third party tool that I always
use that is called E signatures this is
basically just an app to send documents
that then people can sign and they are
legally bind in some people also use
docu sign but I prefer this one is much
simpler and the only thing that we need
to to create is a a template of our
different H contracts and here is where
we are seeing how good is to be able to
standardize the service that you're
offering if you're able to always have
the same Contra for everyone same
pricing same deliveries same everything
then you're winning you don't need to
spend time crafting a new contract every
time that a new lead comes to your door
so here as you can see I just only have
three but basically I just use one so
you can create yours and once it is
created then we can build the automation
this automation so I can show you the
other automation tool I have created it
in
make.com this can also be done in ins sa
here I just want to show you both
options so you can see which one you
like more and this is the automation
it's quite simple in my case a little
bit more complicated because I have
three different options for of contract
but in your case it can just be from
this to this and now you may be
wondering what the f is this okay so
this a web hook and this is a way that
apis have to send information from one
place to the other I mean if you're very
technical of course this explan is quite
shitty but just so way I can understand
so how is information coming into here
well I'm using another tool that is
called the gist this is one of the
simplest tools ever and what it does is
to listen what is happening in a notion
database and when that thing happens it
is triggered and send the information of
that record over via web hook to another
place so this is the trigger that we
have set up in my case when the status
matches contract sent in our our case
over here when the status matches
creating proposal and once this happens
then call a web hook this is the option
that we need to select and this is the
web hook that make provided me with so
if I create this web hook step this URL
is going to be what I paste over here
and that is it that is all the setup
that we need to do in the gist and now
we go back to make and let's see how I'm
creating this step in signatures there
is a way to create variables within the
documents you can see how in the in the
app itself because app is different but
there is always a way and then we can
populate these variables with which is
the real client's name which is the
scope I don't know first payment
whatever payment and all this
information is going to come from notion
so that's why it's very important that
we have a notion all the information
that we need in order to send the
proposal if you need more information
then maybe you need to add more
Properties or more questions to your C
so the properties are already filled or
properties that you fill manually but
everything has to be inside of a notion
property and once everything is done
that is it we just need to turn this on
and it will be running so whenever I
move this guy status to here an email is
going to be sent to the customer and why
an email because instead of a signatures
there is this option to whenever you
create a live contract that contract is
sent automatically via email and that is
it then following the whole step we can
build all the different automation
just using these two methods things that
are triggered from notion we're going to
be using the G directly things that are
triggered from outside of notion we're
going to be using sapier or make
directly using whatever trigger other
things that we can do is whenever we
move this guy over here is that he's
going to receive an email with a payment
link so he can do our first payment or
even better we can also create an
automation that the trigger is going to
be that a contract from E signatur has
been signed and then automatically the
client is going to receive an email with
that payment link so then it is fully
automated and we can also do that in the
back end this guy is moving steps
forward then the next automation that we
can that we can build is that whenever
we have received the first payment the
lead is move to convert it and maybe we
create their project in our notion
database for example and we send them an
email on boarding them into our service
with all the different links of data
that he needs to read and how to and
everything so as you can see by having
this very simple setup and all the
automations that are connecting all our
different apps we can build an almost
automated CRM system with a very simple
but useful way to follow up with
different kits that I am sure that is
going to make your life so much easier
give you so much more free time so you
can actually focus on the service
delivery itself and on marketing your
services and then of course you will be
able to have a view such as this one
then all the client fulfillment statuses
and inside of them with all the
different tasks and meetings so this is
going to allow you to do all this so
well that is it for this video and as
always
Proxima
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