Improving Communications with Batchbook

Guest Blogger Brandie Kajino

I'm a small business owner and consultant. I have clients I need to keep track of, which can be a challenge. I looked around and found many different flavors of contact management systems. Oh sure, I had an address book, and even a spreadsheet to keep track of where I was at in the follow-up process with client leads. I was also doing my best to keep track of communicating with my current clients. I was failing miserably.

It's not that I didn't want to have better follow-up. I just couldn't find the right fit. Many of the big players in the CRM ("contact record managers") software arena were way more than I needed on a daily basis. This year, I found Batchbook, and we are happy partners these days. Let me tell you why:

Visibility. I know when I talked to a contact, a copy of the email and any other documents or communication I sent out to this person (attached to their record in the virtual world). It's all in one place, instead of spread out over spreadsheets, searching through my email "Sent" folder and other hidden away corners of my workday. I open the record, and I know what
is going on with Suzy, and if it's time for me to get back in touch with her.

Improved communication. Batchbook made it simple for me to get in touch. A click or two helped me send an email, which is then logged in their record (my account is also associated with my Google Apps for Business account). I wasn't guessing or going by some feeling I had about the last time I had let my client know I was thinking of them. Even better, if I told someone I would call them in a couple months, I didn't have to try and remember that in my busy mind. I just make a note in Batchbook to call them, set the date and know I will get a reminder to
call. So easy!

Improved client relations & continued business. I also found more diligent (and purposeful) communication made it easier for my existing clients to do business with me as well. Many times after sending a note to check in on how things are going, the client would call or email back shortly after thanking me for contacting them. They would also mention they had been thinking about the work we had done, and were ready to book another appointment. This was a huge revelation to me. By keeping that relationship going, we both win.

I guess the lesson I took away from all this was: Keep the communication going. This product helped me keep a very important piece of my business running efficiently: improving communication with clients, leads and partners. It was the right fit for me!

"Brandie Kajino is a small business technology expert, consultant, author & dynamic speaker. Empowering clients with information, tools, technology and simple solutions is her specialty. For more information on her services, products, podcast & internet radio show and free resources, visit http://www.sohosolutionist.com/ "

Keep Up with the News to Improve Your Communication

When coaching people I ask, “Do you keep up with the news?” A common reply is, “No, I do not like to hear all the negativity.” Hmmmm. These same people complain that they are bored, or they ask me how in the world I come up with such interesting functions to attend.

I still read the newspaper, for that is where I find little gems. We are used to skimming the large advertisements in newspapers; yet, it’s interesting how often the fine print announces an event the companies are sponsoring. These events are often free and open to the community. They help me keep up with developments in my own community by giving me an opportunity to interact with people from different disciplines.

The morning television news shows are a great way to catch up with happenings overnight. My recent trip to Europe, a nine-hour time change from my home, illustrated how much actually happens in the world while America sleeps. You can easily listen to these shows while you get ready for your day’s activities. Then, once you are out about, you will at least have a broad idea of what is going on in the world.

The Internet provides rich resources for up-to-date news. If there is breaking news during the day, at least a skeleton of information is available. By the way, I check the headlines on my homepage when I open my computer in the morning.

Social media is part of my world, too. I pay attention to LinkedIn, FaceBook and Twitter every day. Social media is not where I go for news, though. I go there to learn about new strategies and their application, and to share my expertise on improving communication.

You can easily see that I would never be able to read everything in detail—or I would never get anything done. As for those negative articles… Why do I want to read about the latest fire in Florida when I live in Vancouver, Washington? Sound cold? Maybe it does. But as my daughter, who is in public relations, pointed out, the reporters look for the worst areas to photograph and the most distraught people to interview.

Just give me the facts. I have places to go, things to learn, so that I can share.

Sign up for Weekly Wisdom my Ezine that offer insights and thought provoking comments about communication. http://www.kathycondon.info

Professional Pictures Improve your Image

After an eight-month stint working in Palm Springs, CA, my appearance had changed. My hair was lighter, for one thing. The fun factor seemed to pop out much more frequently, too, as it’s easy to become more of a free spirit when you have bright sunshine every day.

Once I returned home, I noticed that my professional picture seemed so structured and dark. It had been two years since I’d had one taken. Because I was preparing my new website, it seemed to be the perfect time to take the leap and have a new photo taken.

It was time to find the “right” photographer…

The first person I asked was Brandie Kajino http://www.sohosolutionist.com/ She replied with a big smile and said, “You have to use Kate Singh of Aevum Images http://www.aevumimages.com —she’s terrific.” Since Brandie and I are in a mastermind group, I knew she was looking out for my welfare.

I contacted Kate through Facebook. Shortly thereafter, I got a call from her and we proceeded to interview each other. We set the date and location. We planned to get the pictures taken at the Grant House here in Vancouver, WA, on the veranda—trusting that it would be a sunny day.

Kate asked me to bring different sets of clothing, and she reminded me not to wear anything that would clash with the color of my website. Never would have thought of that on my own.

I made an appointment to get my makeup done at Nordstrom http://www.vancwa.com/ I contacted a girlfriend, who is an artist, and asked her to come along for the shoot. I knew she would keep my hair, clothing and everything else nice and neat through it all.

The sun shone brightly on the morning of the photo shoot. Perfect, for I was determined not to have a usual background—I’m not known for following the rules.

It took a village to get the new photograph on the top. I’m thinking it has a little more personality than the one below it. How about you?

IMPROVING COMMUNICATION WITH ONESELF THROUGH A GOAL SHEET

About three years ago I was using a goal sheet, filling it in and reporting to my executive coach. The line on the form that said “What have you accomplished this week?” proved to be one of the most helpful.

Now returning to the use of this goal sheet reminded me of the value of writing down my activities. I had gone through the week writing, meeting with people and doing my normal one-hour a day communicating on social media sites. It wasn’t until I completed the summary that I realized, that instead of feeling like I wasn’t accomplishing much, I had made great strides forward toward my three quarterly goals.

Do you take the time to write down the activities you are doing that are propelling you toward your goals?

IMPROVING COMMUNICATION THROUGH IN PERSON NETWORKING


A couple of nights ago I decided to Google http://www.google.com/ my name to see where my articles and comments are showing up with search engines. I had delved back into pages four or five pages in a long time because I figured most people wouldn’t go there anyway. Yet, it was good resource for me to see who was publishing my free articles.

About page five, there was website where I had commented on a well-known networker’s site. She had outlined great steps for networking at an event. However, I commented that she had missed the last step. Thus I stated I felt it was to call the person up and set up a face-to-face meeting, perhaps over a cup of coffee.

Here reply, “Kathy, good observation, however I feel that is a ‘waste of time’ now we use social media for the next step.” It was late at night and I knew I was irritated so decided to let it go. Obviously, I haven’t since I am writing this blog.

For the next two days I was out and about at meetings that I had set up solely for the purpose of networking. At each stop, now keep in mind these were all different age groups, I asked the question, “How important do you think face-to-face first meetings are to build rapport with a person? Can the same thing be accomplished with social media without meeting in person?”

What was fascinating was the look on their faces? Since they knew I taught networking, they looked at me like that was one of the craziest things I have ever asked. The answer, 100 percent, was “No, sitting down with a person is where you really learn about a person.”

My hunch was right in my small survey. Social media is too superficial and you cannot hear the tone of their voice or see their body language. You only have words. Yes, I know video is being used to a great extent in social media, however, as we all know, that can be edited at any given point.

As a professional, I guard my recommendations closely. I need to know if the person is really who they say they are. A recent article in a Wharton School of Business newsletter http://www.tiny.cc/b6nlk illustrates how people are providing untruths in their resumes and social media profiles.

This week, I had two lunches and coffee with people that were set up for the expressed purpose of getting to know the individuals better. Ideas flowed and we figured out ways we can help each other. Interestingly, we have been connected on social media and occasionally write on each other’s LinkedIn wall http://www.linkedin/.com or comment on Face Book http://www.facebook.com/

However, it wasn’t until we sat down in a relaxed atmosphere were we able to share our recent experiences, challenge each other and truly connect. Just for the record, any of these people I met with this week, I would be happy to recommend. I am convinced they love what they do. Their body language was congruent with what they were saying. Nothing better than recommending a person that truly enjoys his/her life’s work.

What is your opinion of in-person versus social media networking? I welcome your comments.

THE MOVIE JULIA AND JULIA ILLUSTRATES COMMUNICATION SKILLS

I had been wanting to see this movie and just never got around to it. Today it rained for the first time since I arrived in Palm Springs on August 4th. Checked out the movies and there it was at a theatre that was charging $2 admission.

I got my ticket and then noted that I had gotten there an hour early. As luck would have it, I looked up and there was my gym, 24 Hour Fitness http://www.24hourfitness.com My gym clothes were in my trunk. There was no excuse for me not to spend the next hour working out.

After a good workout, it was time for the movie. I sat back with my bag of popcorn and my Dr. Pepper (the only time I allow myself to drink it). Determined that there were not too many movies I am looking forward to in the near future according to the previews that were shown. It was interesting to note that the theatre was filled with equal number of men and women.

Meryl Streep always seems to be having so much fun with her characters. One kind of gets the sense there is a giggle under her acting for she knows she is pretending to be the person she is portraying. Yet, she throws herself into the characters and becomes so believable.

Julia who decided to make all the recipes in “Mastering the Art of French Cooking” is portrayed so well by Amy Adams. Not only is she believable, she expresses the emotions of someone doing what seemed to be the impossible. She has a full-time job, cooking every night at least one new recipe and then taking the time to blog about her experiences---leaving nothing sugar coated.

Equally as interesting was the role the husbands played in their lives—supportive of their ideas and there when the two Julias really needed them. At the same time, the men showed their frustrations.

The movie was a wonderful example of communications. Communication between married couples, between friends and the difficulties it can be working with various businesses, whether the business are government entities or publishing companies.

It is not often one can find a movie that keeps your interest, and motivates you to start thinking about how much more you can accomplish. It worked for me; I came home and immediately sat down and started writing this article for my blog.

BUSINESS COMMUNICATION TIP:

Carry a notebook with you at all times. One never knows when a brilliant idea will come up. Without making a note, that brilliant idea could be lost forever.