Tasks and To-Do Features

Video Transcript

00:00
Welcome back. In this video, you'll learn how to use the Tasks feature in the CRM to manage your leads more efficiently. So to get started, let's go to your lead list and select one of your leads. Let's go ahead and choose John, for example. Now imagine you've been working with John and his wife, but they're on hold waiting for interest rates to drop. Now since they've told you they won't be ready for at least 90 days, you want to schedule a follow up.

00:32
Now this will be a callback and you'll want to set it for three months from now. So we open it up and we pick January 17th since that's three months from now and that's on a Friday. And we're going to give ourselves a one week window to complete this task. Now go ahead and save that. And once you've saved the task it's ready to go. So let's go back and check the dashboard. Now you won't see this under tasks this week since it's scheduled for a future date.

01:02
So let's set another task for the next week. So go back into your lead list and find Dana.

01:12
Go ahead and click on it. Now you've scheduled an appointment with her to attend an open house this weekend at 123 Main Street. So create an appointment task for Saturday at 9.30 a.m. and block out your time until 3 p.m.

01:30
Mark this as a high priority, and go ahead and hit Save. After saving, head back to your dashboard. Now you'll see that that task is listed in the Tasks This Week section.

01:44
There's one additional way to add and monitor your tasks. In the left sidebar, click the To Do button. This opens up a list of all of your active tasks and at the top of the field, gives you a way to add additional tasks. So let's do that. Click on the Add New button. In this case, the appointment will be a follow-up from the listing presentation you did today. So when you call, you'll be scheduling a signing appointment and a time to have photos taken of the property.

02:14
So you're going to schedule this as an action item and block out the agreed upon time, in this case, 9.30 AM on Monday morning. Make sure that you allow enough time for your calendar so that you have enough time to meet with the customer if they want to meet Monday. Increase the priority of this by clicking the Priority icon and hit Save. And as you can see, your new appointment has been added to your To Do screen.

02:41
This is how you can use the CRM to streamline your activities and stay organized and stay on top of every customer. If you have any more questions, visit the Agent Elite Knowledge Base at help.agentelite.com. Thanks for joining me today.

Summary

This video explains how to effectively use the Tasks feature in a CRM to manage leads and stay organized. It starts by demonstrating how to select a lead, such as John, and schedule a follow-up task for 90 days in the future when interest rates are expected to drop. After saving the task, it won't appear on the dashboard until it's closer to the due date. The user is reminded to set realistic timelines and future callbacks to keep track of opportunities effectively.

The second part walks through creating another task for a lead named Dana, involving a scheduled open house visit. The appointment is marked as high priority, set for Saturday, and the time is blocked from 9:30 a.m. to 3:00 p.m. Once saved, this task becomes visible under "Tasks This Week" on the dashboard. The video emphasizes the importance of setting clear priorities and properly managing your time through the CRM.

Lastly, the video covers how to add and monitor tasks using the "To Do" button on the CRM's sidebar. It demonstrates adding a follow-up appointment related to a listing presentation, with the task set for 9:30 a.m. on Monday. The task's priority is increased, and it is saved to the "To Do" list, ensuring nothing slips through the cracks. The video concludes by encouraging users to visit the Agent Elite Knowledge Base for further assistance and reinforces how the CRM can help streamline activities and improve customer management.

Step-By-Step Instructions

How to schedule follow-ups for leads.

1. Access the Lead List:
2. Setting leads from the lead list
   1. From the dashboard, in the left hand column, click on lead List.
   2. Select one of your leads, for example, John.
      1. Let’s say John won’t be ready for at least 90 days.
   3. At the top right corner of the “To Do” Field click New
      1. Enter a title in the Title Field
      2. Put whatever information is pertinent in the Description Field
      3. Select the task type (in this case “Call Back”)
      4. Enter a starting date and time in the date and time fields
      5. Select a Due date in Due Date and Due Time fields.
      6. Click on the priority flag for high priority activities
   4. Save the Task
   5. Return to the dashboard\
3.  To use the To-Do List for Task Management
   1. Access the To-Do List:
      1. In the left sidebar, click on the To Do button.
         1. This opens a list of all your active tasks.
   2. Add a New Task from the To-Do List:
   3. Click Add New to create a task.
      1. Example: You need to follow up after a listing presentation to schedule a signing appointment and a photo session.
   4. Enter the title in the "Title" field:
   5. Enter relevant information in the description field
   6. Select a task type from the "Task Type" field
   7. In the “Assiociated Lead” field type the name of the lead you are scheduling a task for.
   8. Set Start Date and Start Time in the “Start Date" and ”Start Time" fields
   9. Set a Due Date and Time in the "Due Date" and "Due Time" 
   10. Click the Priority icon to set it as a high-priority task.
   11. Save and Verify:
4. Use the Tasks and To-Do features to keep all activities in one place.
   1. Easily manage follow-ups, appointments, and action items, ensuring no customer is overlooked.