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Creating Activities

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Recording all of your activities around a Sales Project or Prospect is a crucial part of keeping track of events and ensuring all of your notes, appointments and tasks are easily available. Its also important that this information is accessible for your colleagues or sales coach to help improve collaboration among the team.

In Membrain, an Activity is what we call any Email, Task, Note, Phone call, Follow-up task or Appointment recorded for the past or the future, and here are many ways these can be stored in Membrain.

Depending on where you create these Activities from, Membrain will suggest relationships for you to link these Activities to. For instance, if you create any activity in the calendar and connect it to a Contact, Membrain will highlight any Prospects or Sales Projects that the Contact is related to.  
Ensuring activities are recorded in the correct context is of paramount importance to ensure all activity reporting, filtering or activity goals reflect the correct information.

Appointments

Appointments can be described as meeting over the phone, via webinar or a meeting in person and once created will be visible in your Calendar as well as in the Activity Stream of a Sales Project or Prospect 

Creating appointments from a Sales Project

  1. Click on the Appointment button in the black toolbar
  2. In the pop up window, click on the Date and Time to add when this appointment will occur
  3. If required, add the address under Set Location
  4. Enter the details for the appointment in the main text field
  5. If you want to be more specific about the type of appointment this is (e.g. meeting or webinar) just click on the name Appointment up top, and choose an activity type from the list.
  6. The appointment will automatically be logged under the sales project and relevant company and contact, though you can also choose to delete or add where this appointment will be saved under the "Related" section to the right.
  7. Add the relevant participants or any related files to the right hand side
  8. Send invites to the participants from the options along the bottom, or later email everyone about a change in Agenda or address.
  9. Click save and close

Creating appointments from a Prospect

  1. Click the orange Schedule Next button to the right of the Prospect Card
  2. Choose Book Appointment and follow the same steps outlined above to create the appointment.

Creating appointments out of context 

Note: It is possible to create appointments from other areas of Membrain, outside of the context of a Sales Project or Prospect. However, you must remember to relate the appointment to the correct Sales Project or Prospect to ensure that it is logged correctly for tracking and reporting reasons. 2 examples are outlined below.

From the Sales Calendar

  1. Click on the date and time that you would like to add an appointment to
  2. Choose New Appointment and follow the same steps outlined above to create the appointment.
  3. Remember to Relate the appointment to the relevant Sales Project or Prospect, by using the blue Relate box to the right hand side. 

From Companies & Contacts 

  1. Click on the date and time that you would like to add an appointment to
  2. Choose New Appointment and follow the same steps outlined above to create the appointment.
  3. Remember to Relate the appointment to the relevant Sales Project or Prospect, by using the blue Relate box to the right hand side.

Follow-up Tasks

Follow-up Tasks are very useful when you want to record a small task for you or a colleague to follow-up on in the future.  For example, send a document to a prospect, make a phone call next week, or just a reminder to carry out a task in the future. 

 

Creating Follow-up tasks from a Sales Project 

  1. Click on the Follow-up Task button in the black toolbar
  2. Enter the details of the follow-up task you are scheduling
  3. Click on the drop down list to add participant to whom the follow-up is related to
  4. If you want to add a deadline, choose the date and time.
  5. Click on the Flag icon up top to mark it as important and generate a reminder in advance of the deadline. If it is not completed by this time, it will be marked as Overdue.
  6. If you would like to assign this task to a colleague, click on the drop down and choose who from the team is responsible for this task. They will receive an alert from the Notification Center, and also an email advising them of the task assigned.

    Note: You can also create Follow-Up Tasks directly from an Appointment or a Task, to act as a reminders. Click on the Create Follow-Up Task link found in the bottom right of the appointment or task window.

Creating Follow-up tasks from a Prospect 

Click the orange Schedule Next button to the right of the Prospect Card
Choose Create Follow-up task and follow the same steps outlined above to create the task.

Tasks

Tasks are similar to Follow-up Tasks in the sense that they help you keep on top of your to do list. The only differences are, they are created slightly differently, from different areas of Membrain, and are not automatically related to a Sales Project or Prospect.

Note: These tasks will NOT count towards your sales goals until they are related to a sales project or a prospect and matches any other criteria (commonly specific activity types).

You can manually add a related Sales Project or Prospect as you create the task by going to the Click to Connect box on the right hand side and selecting the correct Sales Project or Prospect.

Creating Tasks from the Task list

  1. Main Membrain Icon - Calendar and Tasks - Tasks Tab (Or use the Tasks Widget)
  2. Click on the Follow-up Task button in the black toolbar
  3. Choose Create Follow-up task and follow the same steps outlined above to create the task.

Creating Tasks from the Calendar

  1. In the weekly view of your calendar, you can see a short listing of tasks for each day.  
  2. Hover over the day you want to create the task for and click Create Task on the button that appears next to the date

Creating Tasks from Companies & Contacts

  1. In a Company or Contact Card click on the More option from the black toolbar
  2. Choose Create Task from the drop down list

Notes

Time isn't always on our side, but its still important to quickly record a telephone conversation, or make a brief note about something you've just discovered. The easiest way to do this is to use the Notes field in the activity stream throughout Membrain. 

Whether you’re adding the information to a Company, Contact, Prospect or Sales Project:

Scroll down to the Notes box at the top of the Activity Stream 
Enter your notes
Once done, click on Activity Type and pick the most appropriate type from the list.
If required, add a participant that may be involved to link them to the activity.  

Phone Calls

To save notes about a telephone conversation you've had, just click on the phone number of a contact and add the details in the notes box.

  1. Choose the right Activity Type that suits the call best.  
  2. Choose the Related Sales Project or Prospect
  3. You can either Save Activity or Save and Follow Up directly from here, which you can use to set a helpful reminder to contact them again in the future.