The Why, Where and How of using your CRM starting TODAY!

By Stephanie York, Executive Coach

The number one complaint I receive from clients is about having a CRM and not using it enough or at all. Is it the CRM's fault? Does the CRM trick you every day and show up late for work? Does it hide when you come into the office? No, I didn't think so. Robust, useful, necessary those are what a CRM is, great at hiding, not so much. Getting a new program can be very tricky for a business owner. You saw your business one way and now the new program is changing everything and you are going to have to change with it.

People have so many different reasons to not get the CRM up and working for them. Not enough time, too complicated, I am not good with computers, I have to "put out fires". When I meet with my clients they are very honest with their reasons. These reasons have taken on a life of their own and become the hurdle to using this amazing new tool. The intent is there to use this product, they paid for it and know it will help but intentions cannot make you successful. Action, or as Tony Robbins calls it "Massive Action" does.

Let's get to the top three reasons people do not use their CRMs. I believe you will find that no matter what your reasons are they will fit into one of the three categories, "why" you run your business, "where" you run your business and "how" you run it.

1.    Problem: You don't know Why - This is a big one, many books are written on it and I have really long conversations about my client's why. For our purposes we cannot search the soul and find you meaning to life in this short forum. However, we can start scratching at the surface of why you bought a CRM and how that HAS to affect your daily success. Did someone tell you that a CRM was necessary to be successful? Did you buy one because it looked good? Do you know why you are using it?

Solution: Stop looking at the CRM as someone else's solution. It is yours, you own it and you have to use it. Yes it can be the best tool you ever bought but not if you don't start and keep going.
Set aside a regular time each and every day to work on the database. This is best if you block out the first half hour or hour of everyday to work on one thing, one tiny aspect. Here is a list of potential items to focus on. Pick one, get started, learn it and keep going.

a.    Tasks - go through your contacts and make sure you have tasks set up for each and every one of your leads, loans, referral partners and contacts. If they do not need to be contacted do not create a task for them.

b.    Set up groups, make sure you have everyone in every group you want them to be in for marketing purposes.

c.    Learn how to send an e-mail.

d.    Learn how to set up an e-mail template, create one for quick e-mails to the database.

e.    Turn on a marketing campaign. Mortgage Planner CRM has some amazing ones ready to be turned on, they work for you. Learn about them and get started right away.

2.    Problem: You don't know Where - This sounds a little goofy but the fact is many of the clients I start with have a lot of contacts in the CRM and they have some leads lying around on the desk but they really don't know where the business is.

Solution: Start getting organized about how you run your business. Find out where your leads, loans and everyone else is inside the CRM and get them set up on a regular contact system.

1.    Get a loan process in place, there is one in the CRM. Find out what the steps are and get it set up for your business.

2.    Run a pipeline report and know exactly how much business you have in the CRM right now and at any given point.

3.    Get all of your prospects into the CRM. If you have to create an intake form with the required information lines on it and then have a place you put leads then get it done. Then during your blocked out time each morning you can enter them into the database.

4.    Always be aware of how many leads you have and how many loans are in the pipeline for the next two months. This is your money and you have to track it.

5.    Find your referral partners in the CRM and schedule regular contact with them. This means a call or an appt. with them must be in your tasks and your calendar. They have your business. Set them up on a marketing campaign. Know where your business is!

3.    Problem: You don't know How. Yep, the big one. Of course you don't know how, it's why you are reading this article, you want to know how to fix this problem. The much bigger issue is you will not be able to make any positive changes to your use of a CRM until you really change the how.
 
Solution: If this is your first attempt at databasing, or for some "real" attempt, then you are going to have to change the how in your brain. I don't like to use big psychology words often but for this it has to be done. In the book, "7 Habits of Highly Successful People",  Steven Covey talks about paradigms and shifting them. Page 23 states "a paradigm is a model, theory, perception, assumption or frame of reference. In the more general sense it is the way we "see" the world." Today too many of us see the world framed in e-mails, voice mails and meetings ( even facebook and twitter). These are forms of communication not systems to run a business. In order to really use a successful business system you must shift your paradigm/view to see through the CRM/program using it to run the business and turning to the e-mails and voicemails to do just communicating. Outlook does not manage a database, it delivers and sends e-mails.

a.    First thing, every day, you turn on the CRM. It should be the first thing on, last thing off and reviewed and used all day long, not e-mails, not the voicemails. You turn on the CRM and start your day focused on what your virtual assistant has for you today. You control the day, you stay focused and then you can start communicating. Change your view.

b.    First thing everyday review your tasks, figure out when is the best time to do those and block out an event in the calendar to make the phone calls you must make. Plan your day for the tasks and appts.

c.    Create a checklist for yourself at the end of each day. Number 1 on the checklist should be "Turn on CRM and check for tasks.". Have this available every morning on your keyboard when you walk in. Changing habits can be difficult but it can be done with a plan.

d.    Put the sticky part of a post it note in the corner of your computer screen that says CRM on it, cut off the lower half. This will help to remind you to always have the CRM on and always go back to it.

One last small problem I am not going to address to the fullest extent. If you are still saying you are no good on the computer or you stink at technology or any of the other myriad of excuse phrases then go take a class at the local college, go online and learn. The world will not care if you could not learn the computer, your competition took the 10 minutes a day it takes to learn what they need, it is your turn. Reach out, there are a lot of resources to learn from and no one likes excuses. Saying you cannot use technology only reinforces that thought.

Your CRM is the best employee you will ever have, it is a virtual assistant that can get you
started first thing every day, laser focused on all of your high priority activities that will bring you wealth and success or you could not even turn it on. The ball is in your court.


Stephanie York, Executive Coach, DES Coaching
coaching@descoaching.com, (805)701-8508

Successful people understand the importance of setting achievable goals in their lives. Self- help books, seminars and speakers devote entire sections to setting goals and developing a plan of action for your life. Yet most of us spend more time planning dinner  or booking a weekend vacation than on charting the course of action for the rest of our lives. This practice of goal setting doesn't just apply to the big talkers, the success gurus or the million-dollar idea people. It is a person's right to choose a better life and it is certainly a happier future that is at stake.

So, you say "I want and deserve a better life!" Great, what next? According to Lee Iacocca, the former President of Ford Motor Corporation and Chairman of Chrysler Corporation, "The discipline of writing something down is the first step toward making it happen."

1. Make your goals positive, about what you want to bring into your life, not focusing on what you want to get rid of. For example, instead of saying "I want to lose 20 pounds", write down and state daily, "I am enjoying good health and weigh 125 pounds" Stay focused on your end goal at all times. This is important.

Goals are a reflection of a higher living, the person you want to become, the life you want to live and the job you want to have. Make it easy on yourself so you will do it!

2. Think about your core values and how these goals tie into your belief system. Most goals directly reflect who you believe you want to be. If you can identify a belief for each of your goals then you will see why these goals are important. This will help you stay on track for a higher purpose.

3. Today, write down 5 goals for your business or your life. Keep them simple and clear. Where do you want to be? Post these on your wall and read them everyday. Consider them one at a time, and decide what can you do today to move closer to to achieving that  goal. Then do it!

Many people hire MPC Coaches to gain clarity and create specific actions items. If you are experiencing trouble setting your goals or working successfully towards achieving your goals, give us a call at (888) 771-7672 ext. 4 or e-mail us  at coaching@mpc-co.com to schedule a complementary evaluation.

In the next MOJO article: How to ensure you make CHANGE happen 95% of the time, IT CAN be done and it's simple!

I want to Change....Now!

What?! You don't like the way things are?

Well then why don't you just get up and do something about it? Go ahead, change everything you know is not working, and do it quick. If you know that you want change, and you know what needs to be changed, then why not do it?

Let's consider some things that wouldn't exist if change were easy:

·         Business Books
·         Motivational Speakers
·         Psychologists, Councilors, or Psychiatrists
·         A 5 Billion Dollar Diet Industry


People would just wake up everyday and begin the assessment of their plans, life, job, relationships, and mood - then make the correct changes based upon their self-evaluation.

Does this Utopia exist? No, it is very clear that it does not. All we have to do is look at our own lives to see how change doesn't take hold or happen easily.

The quote, "the only constant is change," leaves the impression that there is so much change in the world, we may as well suck it up now and endure. The truth is, the world is ever changing but it is our internal selves that help us adapt. At a very early age, we are taught to handle change based on who we are, what we learn from the world around us and from the people who influence us.

Each of us carries around a set list of guidelines for change, and we stick to them like glue. For some, the belief is to ignore it and it will go away.  For others, they embrace it, ride it along like a rollercoaster, leaving behind a wake of confusion. However, we can not afford to avoid or to be reactionary to external change.


Ask yourself how you react when:
·       The markets drop
·       The weather turns severe
·       A family member becomes ill
·       Your job is eliminated

 
These are uncomfortable situations - they are change. How you deal with them will make the difference in not only your business, but your relationships and, ultimately, your life.
 
Change causes stress.
By learning to handle change in a healthy and proactive way, you will:
        - reduce this stress
        - increase your satisfaction
        - lead a healthier, more fulfilling life

How do we get there?
Recognizing how you handle change, and then figuring out what to do about it is the first step.


In my next blog article I will discuss the four types of change personalities. Make sure you read through them and find which one you are!


For more questions or to discuss your change personality with Stephanie, e-mail her at Stephanie@mpc-co.com

Stephanie York
(888) 771-7672 ext. 4
 

Motivation is a Myth, How to Motivate Yourself from the Inside Out!

A giant room filled with eager fans, waiting for the speaker to come out, the music builds, boom....Boom....BOOM. Then they step out onto the stage and everyone jumps up. Wow, feel that...everyone is smiling, happy, pumped up. The light show, the message everything is engaging you and it feels amazing, you get it. So clear, the message comes across, you can change, the only one holding you back is yourself. What are you waiting for????? Go out and get it! It is all within your reach!!!! Now! Here! Today!!! One hour and 45 minutes of ON time. The team is there and everyone is on board. The show winds down, you have your notes, the idea is so easy, just go out and do it, you even have the how, these simple steps. No WAY you can not make this happen, make that change, grow your business, be successful and live the life of your dreams!!!!!

Lights are up, everyone is happy, excited this has been a great event, just what we all needed. As you leave the room you know this is going to make a difference. How can it not!?! Let's skip ahead after the dinners, celebration, promises to start right away. Let's go beyond the drive or flight home. Past the kids, family, home that welcomes you back. Let's get right to where the rubber meets the road...your first day back to the office. You have your list, the notes and the booklets and folders with you. You are the A-Train of change, get a ticket or get out of the way. The first meeting starts with the new ideas. These are great. Let's make all the changes we know we have to make, get it in place now, fast.

Ok, now let's jump to week three, week four. Now what is happening? You and the rest of the people in the office are back, doing business as usual. What has changed?
Who has changed? You?
Have the changes taken place?
What has happened to all the motivation you felt?
Why have things not changed?

The biggest thing to know, not even just understand but know is that change can not come from an external force. That is hard to accept but it's a fact. You want it to, you will it to. What about your own belief system? Have you started to magically believe you are someone different? No, no one is capable of becoming someone else over night. This is a really tough thing to think about. The fact that you want to be different is not enough to become someone different. You MUST put in the time.

We all come with a set of beliefs and concepts about ourselves. You may go to an event and want to be more than you are. You hope and dream and that is why it feels good for one hour, two hours, three days and then you are right back where you were. You are the same person just with a question of why you can not achieve what you just saw was possible.

This is not to say you can not change. You can, but the truth is it will take some fine tuning from you and a clear idea of where you want to go to do it. You must know why you want to change and then you will have to see yourself being the new person and grow into it.

The beginning of change is reshaping your thinking. How do you talk to yourself? What do you believe yourself to be? The things we say to ourselves, in our thoughts are the things that shape us. Ultimately we all decide, every single day, whether we are going to be successful. Are your thoughts successful ones or are they self doubting? You must reprogram yourself and start to think of yourself as a successful person. This can start with I am statements.

Here is your homework: Write out statements that say I am.... It can be; I am a great mother/father, I am successful, I am happy, I am a top professional. Own them and start to repeat these to yourself. Only as you start to change the internal dialogue can you start to affect change. This must happen every day, every morning, all day long. Break down the old ideas of who you are and rebuild the ideas of who you want to be.

For a free copy of the basic I am statements to help you start to create a better internal dialogue e-mail me at Stephanie@mpc-coaching.com. It is not a quick fix but you will start to see change over time. The landscape to become who you want to be is available. It is up to you to do the work.

Check out my next blog on how to make change happen and stick for you. As always call me if you have questions about what changes could help you be the person you want to be not just the person who you have been.(888) 771-7672 ext 4.

Stephanie York
Head Coach . MPC Coaching

Ok, let's face it, these have been some VERY tough times for everyone who is plugged into the world. You can not get away from the news and media blitz of the economic worries, from breakfast to bed it is constant: RECORD SELL OFF!!! NOT THIS BAD SINCE THE DEPRESSION!!!! WORLD WIDE FINANCIAL FAILURE!!

Even lunch or dinner with friends turns to the same worries and concerns. Everyone is talking about it. Here is the real problem though, how do you find the positive voice within you, the voice you need in order to go back out there everyday and keep making a living, forget about thriving? I believe this is as close to shell shocked and post traumatic as it gets for everyday people.  Let's step back from the facts and the media version of it all. There are always things to stress about and there always will be. It is how you find it within yourself to move back into a place of forward motion, not just getting up each day but actually building business and finding a clear path worth fighting for.  

Let's start with some basics. Some of you will really need this, some will and didn't know it and for the rest of you keep on doing what you're doing. Here is a simple formula for you to grab your emotional self and pull up those boot straps! Look at the following list of emotions. This is a simple list of what you can be feeling at any given time, granted it is very simple. That is the basis of this exercise, simple ways to feel better no matter what is going on. The top two are the ones we are always striving for. Now you do not need to be a cheerleader or even an over zealous believer to feel passion about life. Sometimes it is so far away though that we do not even remember what it looks like. Take a look further down that list, see anger? Fear? Anxiety? These are the ones that eat at us, hold us down and make a ruin of our lives, business and personal.  

   1. Joy/Knowledge/Empowerment/Freedom/Love/Appreciation
   2. Passion
   3. Enthusiasm/Eagerness/Happiness
   4. Positive Expectation/Belief
   5. Optimism
   6. Hopefulness
   7. Contentment
   8. Boredom
   9. Pessimism
  10. Frustration/Irritation/Impatience
  11. "Overwhelment"
  12. Disappointment
  13. Doubt/Worry
  14. Blame
  15. Discouragement
  16. Anger
  17. Revenge
  18. Hatred/Rage/Jealousy
  19. Insecurity/Guilt/Unworthiness
  20. Fear/Grief/Depression/Despair/Powerlessness

How about if I told you that you only need to find your feelings on that chart and pick the next one above it? This all came from a book called Ask and It is Given by Esther and Jerry Hicks. The day I found this I thought I was cheating! Honest to goodness cheating because how could I be so full of anger and by moving to blame I was doing better? I thought it sounded like an excuse. During some very bleak times for me I used this scale to haul myself up out of a really deep hole, you know how? One feeling at a time! It got to be so easy to get in touch with my feelings after that that frequently when something comes into my life to cause me to drop to the bottom half I can just look at my list and find a feeling at the top part and laugh. It feels good to let go of those other feelings, to be able to find hopefulness when you are discouraged.  

Here is how you do it, print off a copy of this list or even cut this one out of the sheet, tape it to your work wall, refrigerator, bathroom mirror or anywhere. The best place is going to be where you spend a lot of time and where there is often adversity. Now, when you are feeling less than joyful or passionate look at this list, find your feeling on it, or as close to what your feeling as you can. Pick the next feeling up and work on feeling that one. Maybe you're full of fear/grief/powerlessness, more month left than there is money, broken heart, health problems, etc. Well, I have been there, more than I ever cared to be. I could look at the chart, filled with fear and despair and find a way to be just discouraged or filled with doubt, look how much I flew up that chart!!!! I went from 22 to 16 or even 13!

The lesson is if you really work on owning your feelings, figure out what the source of them is you may find that the fear and anger are really coming from Overwhelment. That was my favorite one, I was really overwhelmed by everything I was facing and that caused me to drop straight into fear/anxiety/tears. Now I realized that by being overwhelmed and finding myself up the ladder I had a choice to figure out solutions to all that was coming down on me.  

Please feel free to contact me and ask any questions you have about the feelings list, how to find yourself on it, ways to diagnose real problems from perceived ones as well as your good stories about the success you have had using this method. Good luck and remember, Don't Ever Stop!!!!!!!!!!!!!

Stephanie York
MPC Coaching, Head Coach
stephanie@mpc-co.com

Personal Development

Time Management - No matter what you are working on when you try to add systems, actions or a process it will create stress in your day. You need to learn to manage the time it takes to work new things into your business as well as manage the new business you get.

Accountability - How do you keep yourself on track? Finding a partner who has an interest in your life and business helps a lot. By sharing mentoring they can give back to you while you help them out.

1.    Create a list of must do items that you will follow every day.
2.    Block out some time to work ON your business instead of always in it.
3.    Find a person to share ideas with and help each other be accountable.
4.    Create a business plan for the next 12 months. Break that down into goals and then into action steps.
5.    Every month sit back and re-evaluate what you have accomplished and get back on track.

Balance - Too often in business we get caught up in trying to get things done and we forget to take care of ourselves. Make sure you are making time for your family and yourself. Eat right, take time out to spend with significant others.

Read - Find books that help you grow as a professional. We have provided a list of some of the top business books as recommended by our members.

Invest in yourself with time, training, family and friends and you will be successful.

Marketing your business -


Evaluate all of the marketing

Review all of the marketing you have done so far. Pull the pieces out and review what brought in business. What were the costs. Which ones worked. The rest have to go away. Clear it all out.

Figure out who your market is:

Clients - Who are your clients? What is your demographic and how do you reach them. Create a newsletter that reaches out to this group. Send it once a month.

Affinity Partners - List out who yours are. When was the last time you met with them? Create a plan to make an appointment and have a business plan meeting.

Systems to Ensure Success


Client Management Systems

I think we can all agree that clients are critical to our business. They are our business! What you do from the first word to the last mailing with each and everyone of your clients is critical to your success, no matter what your business is.

Data basing -
This could use a whole section by itself. Many of you are here because of a data basing tool and I have one word for you, Fantastic! You got it, data basing is the most important thing you can do for your future success. If you can figure out your data base, get it dialed in and work it like a pro you will be light years ahead of every other person in your profession. Only one in four professionals use a data basing tool daily with every contact, this is your business's life blood.

Process to manage customer flow -
This could be an intake form, a series of steps to ensure consistency. What ever it is you must create a clear path of contact for yourself and everyone on your team when they interact with a client.

System for the actual processing of business-
You must know what systems are necessary in your filed to get business done. Ask around, what are others using.

Get training -
Learn to use the software and systems you have. Block out time. Schedule training. This is imperative. If you have purchased too many things, return them, buy them later. You MUST get control of the systems you already bought. Do not buy any more until you have control of all of the current ones you have.

Building a healthy business is just like building a healthy you. Through a plan, dedication to the goal and persistence you will get there.

The Ground Work

1. Do you have all of your essentials in place?
Make sure you have resources to find the answers your clients have. Do you belong to websites that provide daily information to not only share with your clients but to represent your knowledge to your referral partners? (examples: www.mpc-blog.com or http://darrenhardy.success.com/)


Selling Your Services

1.  Do you have a clear message?
Creating a USP, elevator speech or slogan will mean the difference between opening up conversation and being remembered to just, dropping a rock in the room.
 
Clarity
Make sure your message is clear and means what you want it to. Practice this with family, they are the most brutally honest. If you talk a lot think of ways to shorten the message, you may tend to over explain and lose the audience. If you are a very precise person you may not use a long enough explanation to create interest. Find a happy medium and ask more than one friend or spouse what they think. By varying the audience you will reach different opinions.

Let the message fit the audience
Create several messages, one should be 10 words or less and answer the question "What do you do for a living?" The next one should explain to your affinity partners how you intend to help their clients and answer the question "Why should I work with you?". The third one should be about 2-3 minutes long and explain what you do using at least 3 different ways to explain your business. This way you can reach the largest group of needs within your audience. This is more for a business lunch or meeting where people are finding out about your services.

2. Dress To Impress
Always be ready to have a business meeting. This does not mean coat and tie or high heels and fancy jewelry. It means keep your self clean and neat. Know the places you may be that day and dress accordingly. If it calls for a more casual day dress down but try to keep yourself more business casual than beach casual. It doesn't matter what everyone else is doing. You set the tone for your business, no one else does.

3. Clean Clear Marketing pieces

Company Logo - Do you have one? Does it look professional? This is critical!

Picture if appropriate for your business. - Decide if you need one and then go get it. Do not put this off, branding is a very important aspect of marketing your services.

Marketing Calendar- Do you have a 12 month plan for reaching out to your clients all year long?