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  by Sean Si |

CRM Hacks to Improve Your Productivity

CRM Hacks to Improve Your Productivity

A Customer Relationship Management (CRM) tool is a great software solution for managing your leads and prospects.

It answers questions like “How many leads did you get? Where did they come from? Who exactly are they?

Your CRM conveniently organizes this information for you to look at whenever you want.

However, even a robust CRM software can only take you so far if you don’t take full advantage of it.

So in this article, we’ve listed our top 5 CRM hacks that will increase your productivity so you can capture leads more effectively and get more sales faster than ever before.

1. Integrate Your CRM with an Email Marketing Software

Your sales team and marketing team both share a common goal: to get you more customers. That’s why it makes sense they both have access to the same customer data.

But here’s the thing:

They don’t.

In many companies, sales and marketing teams work with different data – and hence, both the mass-marketing campaigns and the one-on-one sales calls aren’t as personalized as they can be.

A better solution is to integrate your CRM software with your email marketing software.

Here’s why:

  • Your sales team can look at behavioral data of a lead (such as what they clicked, downloaded, opened etc.) and make the next follow up call more personalized depending on what topics/activities they engaged with the most.
  • Your marketing team can look at CRM data of individual leads and segment them more effectively in order to craft hyper-targeted and highly personalized campaign messages for your leads and prospects, thus improving your conversion rates.

2. Integrate Your CRM with Google Forms

Are you still manually collecting your leads and adding them one-by-one to your CRM all by yourself?

If yes, a better way is to direct your audience to a simple Google Form and ask them to enter their lead information over there. Then you can set up an automation where the lead information is automatically stored in your CRM.

Plus, automation tools like Zapier and IFTTT make the process of adding lead data to your CRM extremely easy.

All you have to do is set up an action so that any time a user enters their information in your Google Form, it automatically gets added to your CRM. But before you can do that, you’ll have to set up the fields from your Google Form in your CRM in advance so that the information can get entered in your CRM correctly.

While you don’t necessarily have to use Google Forms, it has two big advantages that make using it a great choice:

  1. a) It’s free to use and you can record an unlimited number of responses.
  2. b) It’s easy to add and use a Google Form regardless of whether you have a website or not.

3. Email Templates with Merge Tags

Writing emails for your leads can be time-consuming and hard to do, especially if communicating through emails is a big part of your marketing strategy.

A more effective way to do email marketing is to create pre-written templates where all you have to do is add and modify the content instead of creating an email every time from scratch.

Here’s an example of how you can implement email templates for your business:

Suppose you send out a weekly newsletter to all your contacts regarding your blog. Instead of creating a new email every time, you can create an email template that includes your logo, starting a paragraph, content headline, summary etc. So, every time you want to send out the weekly newsletter, all you have to do is modify the content headlines, summary plus add any other information you want and send it.

This makes it a much faster way to send repetitive emails.

Another great tip is to add merge tags in your templates for even more faster personalization.

Here’s what a merge tag does:

A merge tag is a shortcode which will replace itself with the data it represents.

For example, |FIRST_NAME| is a merge tag that will get replaced by the name of the sender whom you are sending the email.

So instead of having to write down each individual’s name, you can add a merge tag that does this task for you automatically.

4. Email Welcome Journeys Using Automation Emails

When someone signs up and gives you their email address, it means they want to be contacted by you.

In order to solidify the start of your new relationship, a good strategy is to send a welcome email to each and every new lead, introducing yourself and briefly describing who you are and what you can do for them.

The good news is that if you use a CRM, you don’t need to write and manually send these introductory emails every time you get a new lead.

Instead, you can create a workflow in your CRM which gets triggered when a new contact is added. Then all you have to do is set up a condition making sure the email field has data and is not empty. If this condition is true, your workflow can automatically send a welcome email to the new contact automatically, thus automating the welcome email sending process.

5. Create Follow Up Tasks While Importing Based on Dates In Your CSV

There are some repetitive tasks every salesperson needs to do.

When a new lead added, a follow-up meeting needs to be created. When a deal is closed, invoices need to be sent. When a new contact is added, emails need to be sent etc.

These repetitive tasks can soon become burdensome and can lead to errors such as salespeople forgetting to follow up, marketers forgetting to send welcome emails etc.

The solution is to automate much of these repetitive tasks through ‘workflows’.

Workflows are a powerful CRM feature that operates on an ‘if-then’ bases.

Here’s how it works:

Suppose you need to follow up with every new lead that gets added to your database after a fixed amount of time, say, 5 days.

For this, you can set up a ‘workflow’ so that when a new lead is added, it triggers the action of setting up a follow-up task due set 5 days after the lead is added.

Now, whether you add a single new lead or mass import your list of leads from a CSV file, your leads will automatically be set up with a follow-up task assigned to a sales rep.

Plus, you can add additional filters as well.

For example, you can set the workflow to create a follow-up task only if the lead source is from ‘California’, came from a ‘webinar’, signed up through a ‘landing page’ etc.

6. Set Up Hidden Fields With Default Values To Autofill Crucial Information

There are times when you need additional information from your visitors but are afraid of making your sign up forms too long.

Because as you might know, the bigger the form, the fewer the users sign up.

So, how do you solve this problem?

One handy feature your CRM lead capture form generator has is the ability to add ‘hidden’ fields your visitors can’t see.

So, suppose you have different landing pages for different visitors. Some came in through Google Adwords, others came in from Facebook and a few came from a webinar.

You want to know exactly which customer is coming from where in order to measure the effectiveness of your campaign.

One way is to do it manually.

You tag the people who came in through Facebook as ‘fb’, those who came through AdWords as ‘gads’ etc.

Another simpler, easier way is to add a custom hidden field in each respective form that automatically ads that data for you.

For example, you can create your form with fields like ‘name’, ‘address’ and ‘city’. At the bottom, you can add a hidden field called ‘source’ and put ‘fb’ in it by default.

Now every time a Facebook user signs up using the form, they’ll only enter the information to the visible fields i.e ‘name’, ‘address’ and ‘city’ while the additional info of ‘source’  will be automatically added thanks to the hidden field.


Some CRM don’t require you to do even that. You can simply set the form to auto tag the leads with ‘fb’, ‘gads’ or ‘webinar’ and this will make finding those leads in the CRM even easier.

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