Using Reminders and Tasks Properly.
Good reminders and tasks make follow-up easier to manage. They should be clear, timely and assigned to the right person.
Reminders and tasks are simple, but they are one of the most useful parts of a CRM.
They help make sure important follow-up does not rely on memory.
Make the task clear.
A task should explain exactly what needs to happen.
Instead of:
Follow up
Use:
Call vendor about appraisal timing
or:
Check whether buyer finance is approved
The clearer the task, the easier it is to act on.
Give every task a date.
Avoid vague reminders such as:
Call later
Follow up sometime
Check next month
Add a realistic date based on what was discussed.
Assign the right person.
Every task should have a clear owner.
This is especially important when:
Leads are shared
Teams work together
Administrators support agents
Staff are away
Opportunities move between agents
Use recurring reminders carefully.
Recurring tasks can be useful for:
Pipeline reviews
Long-term seller follow-up
Past-client contact
Important anniversaries
Regular database checks
Do not create recurring tasks simply because the CRM allows it.
If nobody finds the reminder useful, it will eventually be ignored.
Use reminders to prompt personal contact.
A reminder does not always need to trigger an automated message.
For example:
Settlement anniversary reminder
may simply prompt the agent to make a personal call.
The reminder can be automated while the conversation stays personal.
Close completed tasks.
When the task is done:
Record the outcome
Complete the task
Add the next action if needed
Do not leave old tasks sitting overdue when the conversation has already happened.
A short daily task routine.
At the start of the day:
Review tasks due today
Check overdue tasks
Prioritise active opportunities
Move anything no longer relevant
As tasks are completed:
Record the outcome
Complete the task
Add the next action
Before finishing the day:
Check anything still outstanding
Reschedule only where appropriate
Make sure important opportunities still have a next step
A few minutes each day keeps the task list useful.
Keep the task list useful.
Review overdue and old tasks regularly.
Ask:
Is this still relevant?
Has it already been completed?
Does it need a new date?
Should the opportunity be closed?
Is another person responsible?
A task list should help you see what needs attention today.
If it becomes full of old or meaningless reminders, agents will stop trusting it.