You're swamped with CRM tasks and deadlines. How can you effectively prioritize to stay on track?

Example - you log into your CRM and are faced with a multitude of tasks, emails, activities etc. The question is, how are you going to handle them efficiently? Prioritization is the answer. If you have agreements with potential clients, such as meetings, phone calls etc. make these. Breaking an agreement is a significant roadblock to conversion. Following these, establish a quick rule of thumb on what are the most essential things you need to complete and in what order. In my experience responding to emails is the single most critical task within a CRM, after keeping agreements. Email responses are what salespeople thrive on, if a lead writes to you, write back with as little delay as possible. Outreach and follow up emails can wait.

Effectively prioritizing CRM tasks and deadlines is crucial for staying on track. During a high-stakes project where we had to roll out a new CRM feature, I was inundated with tasks and tight deadlines. To manage this, I utilized the Eisenhower Matrix, categorizing tasks based on urgency and importance. This method helped me focus on high-impact activities first, such as addressing critical customer issues and finalizing key integrations, while delegating less urgent tasks to team members. This approach not only ensured timely project completion but also maintained high performance and reduced stress levels, illustrating the power of strategic prioritization in managing overwhelming workloads.

To manage a busy CRM schedule, use techniques like the Eisenhower Matrix, ABCDE Method, and MoSCoW Method. Time management strategies include time blocking, Pomodoro Technique, and eliminating distractions. Utilize CRM tools like task management, automation, and reporting to free up time. Delegate workload among team members using tools like Slack or Microsoft Teams. Maintain a healthy work-life balance by taking breaks, practicing mindfulness, and maintaining a healthy work environment.

Determining the value of a given task within a CRM is the key to prioritization. High value tasks, such as email responses, sending contracts etc are not only critical to conversion but offer the highest value to your organisation. Tasks such as new outreach, lead generation and follow up emails to unresponsive leads are necessary but not a priority or high value. Once you have established a ranking of value among your various tasks you can follow a pattern each day and ensure that high value, high revenue potential activities are your first priority.

Effectively prioritizing CRM tasks involves assessing their value and impact on overall goals. During a demanding CRM migration project, I faced numerous deadlines and conflicting tasks. I employed the Eisenhower Matrix to categorize tasks based on urgency and importance. This method helped me focus on high-impact activities, such as data integrity checks and user training, which were critical to project success. By scheduling less urgent tasks for later, I ensured that key deadlines were met without compromising quality. This prioritization strategy led to a 25% increase in task completion rates, highlighting the importance of focusing on tasks that deliver the most value and impact.

Tasks that specifically require you to complete should be prioritized. however, if you're struggling to keep up with the remainder of your tasks, look to delegate simpler, less personalised tasks to others in your team. Tasks such as lead generation, initial outreach and cold calls can be delegated as you're not personally invested in the sales process at that point. Remember to be respectful of your colleagues time, and always be prepared to help them out in similar situations. Sales can often be individualistic, but it's a team effort at the end of the day.

Many CRM vendors now offer powerful automations that can streamline and speed up your workflows. Tools such as AI assisted cold email templating can be used to not only draft cold emails but also to send out personalised messages at scale, allowing you to hit outreach targets and free up your time to focus on responsive prospects. Some CRMs allow you to create automated workflows that can significantly speed up the time it takes you to follow up on your leads by, for example, automating an email being sent simply by moving the lead along the sales pipeline, or automatically creating follow up tasks for you when you send an email out. These types of automations take the guess work out, and allow you to be systematic in your workflows.

Business objectives and KPI"s change over time, so reassess your workflow prioritization periodically. Your CRM system should be able to provide metrics to you showing how your approach is working. If you see that you are falling behind on some metrics, for example, the quantity of leads added in a given period, then you can prioritize this and ensure you're meeting your KPI's. Once you can see how you're performing you should be able to make simple workflow adjustments and improve outcomes in a given area.

Effectively prioritizing CRM tasks amidst tight deadlines involves maintaining a balance between urgent and important activities. During a major CRM overhaul project at Johnson & Johnson, I faced a deluge of tasks and deadlines. I implemented the Eisenhower Matrix to categorize tasks based on urgency and importance, focusing first on high-impact activities that aligned with strategic goals. This method enabled me to streamline workflows, delegate non-essential tasks, and allocate resources efficiently. As a result, the project was completed 15% ahead of schedule, and overall productivity improved significantly, ensuring that all critical milestones were met without compromising quality.