In order to really understand how Relenta CRM can help save you time and can help you dramatically increase your productivity, you need to appreciate the seamless way that the program works with David Allen’s Getting Things Done (GTD) time management philosophy. The core ideas behind the system are:
1) Collect.
Allen advocates that you collect everything that you need to remember or track or keep tabs on in a “bucket.” Allen believes that you should have only one “bucket,” which can be any container or storage device. The main criteria is that the bucket must be reliable and must be easy to use so that you do not keep anything in your head. Relenta CRM is a perfect “bucket.” You can easily access it from your internet connected PDA or phone or from any computer with an internet connection. You can dump all your ideas and plans into the Relenta Customer Relationship Management system and our servers will keep your information secure until you are ready to use it.
2) Process
Allen also believes that “buckets” need to be cleaned out to zero at least once a week. This means that you must start at the top and deal with each item. Allen advises that you only deal
with one item at a time and resist delaying action. For each item, Allen advises doing anything that requires less than two minutes, scheduling the action necessary, or delegation the action. Relenta CRM allows you to easily schedule or delegate actions with the press of a button. Allen suggests that if an item has no clear action, you should file it as a reference, throw the item away or place the item in a tickler file for possible future action.
3) Organize
Allen suggests organizing all tasks and items using a few lists:
a) Next actions. Allen suggests that you break down projects and items requiring your attention into actions that you need to take next. Ideally, he advises arranging these into lists of next actions to be done “at the office,” “by phone.” or “at the store.” For example, if one item requiring your attention is to address a customer complaint, your first action might be to find out what went wrong by looking at your customer history with Relenta CRM. You would write down “look at customer history” on the “at the office” list. That way, when you were next at the office, you could address that issue.
b) Projects. Allen recommends that every item that needs your attention but requires more than one physical action is a “project.” You will want a list of your projects to review regularly. Each time you review your projects, you should be asking “what is my next action on this project?” This will keep your work moving forward.
c) Waiting for. This list, Allen suggests, is for things you have delegated or for items you are waiting for someone else on. You will want to review this list periodically to see whether a reminder needs to be sent to move the project forward.
d) Someday/Maybe. This is a miscellaneous list that you might want to take action on someday. For example, setting up an affiliate program or opening an office in Hong King might be on your list.
Allen suggests that you also have an online calendar to keep track of deadlines and scheduled events as well as a filing system for reference materials. With Relenta CRM, you have a built-in calendar in the system as well as place for your lists and notes.
4) Review
Allen suggests that to avoid procrastination, it is useful to regularly review your lists of actions and reminders. As you work, focus on doing the one thing that is the most important thing for you to be doing. Once again, Relenta CRM can help. Relenta CRM allows you to easily access your lists and calendar whether you are on the go or at the office so that you can keep on track.
5) Do
Allen suggests that you should spend a considerable amount of time actually doing your tasks and getting them off of your lists. Since Relenta CRM combines email, Contact / Lead management, and CRM capabilities, you can easily work on your projects right inside the system.
