How Could I Keep Contact With My Customers Based On Different Call Frequency Periods?

[LegrandCRM]

A question that occasionally is asked at the Legrand Support Desk is “we have an existing customer base that we want to contact, depending on the customer this could be every month, every quarter or every 6 months. What is the best way to handle this?

One method that can be considered is to use the keywords in conjunction with the No Transaction Report. You could add company keywords that refer to the frequency of calls – E.g. Monthly Contact, Quarterly Contact, Half-yearly Contact etc.

An optional step would be to create an activity note type that reflects these particular periodic conversations with the clients, for example “Regular Follow-up”. This activity note type is to be used when creating an activity note following a conversation with these clients.

You would then have the staff member who is responsible for calling these customers periodically (once a week for instance – or once a fortnight) go into Reports>No transactions Report, and search for the list of contacts who have the required keyword and have not had a activity of type “phone call” (or, of the specific activity note type set up in paragraph 2) for a period of time relevant to the keyword in question.

For example

- A group of companies that need to be contacted each month have a company keyword called “Monthly Contact” assigned to them.
- Following these regular touch-point conversations with the client, the Legrand user will create an activity note of type “Reg. Follow Up”
-Fortnightly, the Legrand user will click on “Reports>No Transaction report”, and then search for the following criteria:

Since the follow up type is monthly, the search period would be for the preceding month. Once the list is generated, you can right click on the search results and add the contacts to the contact work-list. This work-list can be used to make the phone calls. Once a contact is reached, an activity note will be created with the type selected being “Reg. Follow-up. This would then prevent this contact from appearing in the No transaction list for the following month.