Turning Notion Into Your Automated CRM system

Summary

In 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

00:00

📈 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.

05:02

🔍 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.

10:04

🤖 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.

15:06

📊 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.

Keywords

💡CRM

Customer Relationship Management (CRM) ist ein zentrales Tool für servicebasierte Unternehmen, das hilft, Kundenbeziehungen zu verwalten und zu optimieren. Im Video wird betont, wie wichtig ein CRM ist, um potenzielle Kunden nicht zu verpassen und eine gute Erfahrung für sie zu bieten. Ein CRM ermöglicht es, den Kundenkontakt zu verfolgen, Angebote zu erstellen und den Verkaufsprozess zu automatisieren.

💡Customer Journey

Der Customer Journey beschreibt die Schritte, die ein Kunde durchläuft, von der ersten Interaktion bis zur Kaufentscheidung und darüber hinaus. Im Video wird der Customer Journey als wichtiger Schritt im Aufbau eines CRMs hervorgehoben, um die Interaktionen mit Leads und Kunden effektiv zu verwalten.

💡Automation

Automation bezieht sich auf die Verwendung von Technologien, um Prozesse zu automatisieren, um Zeit zu sparen und Effizienz zu steigern. Im Kontext des CRMs ermöglicht Automation die Erstellung von Workflows, die automatisch Aufgaben ausführen, wie das Erstellen von Aufzeichnungen, das Senden von Angeboten oder das Follow-up mit potenziellen Kunden.

💡Lead

Ein Lead ist eine Person oder ein Unternehmen, das als potenzieller Kunde angesehen wird. Im CRM-Prozess geht es darum, Leads zu identifizieren, sie zu qualifizieren und sie schließlich in Kunden zu verwandeln.

💡Proposal

Ein Angebot ist eine formelle Anfrage oder ein Vorschlag, mit dem ein Unternehmen oder eine Person einen Dienst oder ein Produkt anbietet, oft mit spezifischen Bedingungen und Preisen. Im CRM-Kontext dient ein Angebot als Schritt, um den Verkaufsprozess voranzutreiben und den Kunden dazu zu überzeugen, den Kauf zu tätigen.

💡Onboarding

Onboarding ist der Prozess, bei dem neue Kunden oder Mitarbeiter in ein Unternehmen integriert und ihnen die notwendigen Informationen und Ressourcen zur erfolgreichen Teilnahme am Geschäftsprozess gegeben werden. Im CRM-Kontext bezieht sich Onboarding auf die Einführung von Kunden in die Dienstleistungen und Produkte des Unternehmens.

💡Whimsical

Whimsical ist ein Tool, das verwendet wird, um visuelle Diagramme und Flowcharts zu erstellen, um Prozesse oder Kundenjourneys zu visualisieren. Im Video wird Whimsical genutzt, um die Schritte des Customer Journeys zu planen und zu visualisieren.

💡Zapier

Zapier ist ein Online-Dienst, der es ermöglicht, verschiedene Apps und Softwaretools miteinander zu verbinden, um automatisierte Workflows zu erstellen. Es wird im Video genutzt, um den CRM mit externen Apps wie Cal.com zu verbinden.

💡Make.com

Make.com ist eine Plattform, die es ermöglicht, automatisierte Workflows zu erstellen, indem man verschiedene Apps und Dienste miteinander verbindet. Im Video wird Make.com genutzt, um den CRM-Prozess zu automatisieren.

💡E-Signatures

E-Signatures sind elektronische Signaturen, die verwendet werden, um Dokumente zu unterzeichnen und sie rechtlich bindend zu machen. Im CRM-Kontext ermöglichen E-Signatures die Erstellung und Verteilung von Vertragsdokumenten, die Kunden online unterschreiben können.

💡Notion

Notion ist eine flexible Plattform, die für die Verwaltung von Informationen, die Erstellung von Aufgaben und die Koordination von Teams verwendet wird. Im Video wird Notion als CRM-Tool genutzt, um Kundendaten, -interaktionen und -prozesse zu verwalten.

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