Zoho CRM Tips And Tricks

20.06.2023 05:19 PM By Karan Sharma

Cut through the noise and discover practical Zoho CRM tips and tricks to make the most for your business. Separate fact from fiction and optimise your CRM experience without the unnecessary hype.

Zoho CRM Tips and Tricks

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Introduction to our CRM Tips and Tricks

​Introduction to our CRM Tips and Tricks
In today's tough business world, companies are always looking for ways to work better and sell more stuff. Luckily, Customer Relationship Management (CRM) systems are like awesome tools that help make things easier. In this article, we're going to talk about some simple but super helpful CRM tips and tricks to make your sales game stronger and get more wins. Think of it like having secret weapons!

First, you can work smarter by using custom links. It's like having shortcuts to important info, so you don't waste time searching.
Next up, focus on the most promising leads. It's like picking the juiciest fruits first – they're more likely to turn into sales.
And don't forget to sync your calendars. It's like making sure everyone's on the same page, so you don't miss important meetings or calls.
Lastly, keep things organized. Think of it as tidying up your room. When your data is neat and tidy, it's easier to find what you need.

So, get ready to boost your sales skills with these Zoho CRM tips and tricks. Let's dive in and see how this CRM stuff can make your business super successful! 

1. You should know how to use ​Custom Links
As a savvy business owner, you know that every call you make to a prospect is an opportunity to make a killer pitch. But to truly succeed, you need to arm yourself with knowledge about your prospects and their businesses. Traditionally, this meant switching to Google search, painstakingly entering the lead or company name, and sifting through multiple tabs to find valuable information such as their contact number, company size, and the latest news. It was a time-consuming and cumbersome process, draining your precious time and energy.

Zoho Custom links
(Image Credit: Zoho)

But what if we told you there's a smarter way? What if we revealed Zoho CRM tips that allow you to seamlessly gather information right from the contact's page? Imagine accessing crucial details about a lead or company in Google with just a single click.

Introducing the power of custom links. With this ingenious tool, you can transform the way you research your prospects and gather insights about their businesses. By creating a custom link, you can effortlessly search for the lead or company name in Google without the hassle of switching tabs or wasting time on repetitive searches. It's game-changing Zoho CRM tips that streamline your workflow and empowers you with instant knowledge at your fingertips.

But that's not all! Zoho CRM tips: Custom links aren't limited to Google search alone. Their versatility extends to other third-party applications as well. Imagine effortlessly accessing information about your leads or contacts from platforms like Google Maps, allowing you to pinpoint their location and plan your approach strategically. Or consider the power of using custom links with LinkedIn, seamlessly connecting you to their professional profiles, and giving you valuable insights into their experience, connections, and interests. The possibilities are endless, and the benefits are immense.

Don't miss out on this opportunity to revolutionise your approach to prospecting and enhance your sales effectiveness. Zoho CRM tips: Empower yourself with the knowledge and tools to make informed decisions, tailor your pitches, and secure more business. Visit our page today to unlock the full potential of custom links and take your business to new heights.

Remember, success in the competitive world of business is all about staying ahead of the curve. Zoho CRM tips: Embrace the power of custom links and gain the edge you need to succeed.

2. You should learn how to tap into High-Potential ​Leads
As a business owner, you know that every lead has the potential to be a game-changer. But what if I told you that untapped opportunities are waiting to be discovered within your existing lead pool? Our Zoho CRM tips in this case for this: These are idle leads with an impressive positive score and touchpoint score, representing a goldmine of untapped potential.

Imagine the impact of identifying leads that have a good score but haven't been contacted yet. By creating a simple report based on the Leads module in Zoho CRM and applying filters like "Not Contacted" or "Attempted to Contact" and Lead Score > 10, you can quickly uncover these high-potential leads. These Zoho CRM tips can help you streamline your lead management process.

Why let these valuable leads slip through the cracks? With this targeted report, utilising Zoho CRM tips, you can ensure that no opportunity goes unnoticed. By focusing on leads that have the highest potential for conversion, you can maximize your efforts and make the most of your resources.

By prioritising these new leads, and using effective CRM tips, you have the chance to turn them into loyal customers and advocates for your business. Each lead represents a unique opportunity for growth and increased revenue. Don't let them go to waste. Implement these Zoho CRM tips to boost your sales and achieve greater success.

3. You should know how to optimise your sales efforts with streamlined deal ​tracking
You know that staying on top of your deals is essential for success. Imagine having multiple deals scheduled to close this week, only to find out that some tasks are overdue. It can be frustrating and detrimental to your sales goals. But fear not, there's a solution as one of our CRM tips and tricks that not only addresses this issue but also helps prevent future delays. 

Introducing a simple yet powerful tool that will revolutionise your sales management process. Zoho CRM tips: With the ability to create and share a customized report that lists the deals closing this/next week, along with open and overdue tasks, you can take immediate action to ensure that all tasks associated with these critical deals are completed on time.

Deal reports in Zoho CRM
(Image Credit: Zoho)

To generate this invaluable report, you can leverage the summary report feature for the Deals module in Zoho CRM. By selecting Activities as the second module and choosing your preferred columns from both modules, you can easily view all the necessary information. This report not only helps you track tasks but also enables you to group deals based on their current stage, allowing you to prioritise your efforts effectively.

So, how do these Zoho CRM tips help you? The power of this report extends beyond task tracking. It provides a comprehensive overview of the financial impact of each deal as well. By viewing the sum of Deal Amounts, you gain insight into the potential revenue associated with each opportunity. This knowledge empowers you to make informed decisions, allocate resources wisely, and focus your efforts on deals with the highest chances of closure.

To further streamline your report and focus only on what's truly important, you can apply filters in Zoho CRM. By setting the filters to show deals closing within the current and next week, you narrow down your focus to the imminent opportunities. Additionally, by excluding completed tasks, you eliminate unnecessary noise and concentrate solely on the tasks that require attention.

By adopting this straightforward tracking system and following these Zoho CRM tips, you equip your sales team with the tools they need to succeed. The report serves as a constant reminder, ensuring that your sales reps are aware of the tasks associated with deals that have the greatest potential for closure. This knowledge motivates them to prioritize effectively, seize opportunities, and increase the likelihood of successfully closing deals that align with their business objectives.

4. You should use ​social media to automate the generation of leads.
As a business owner, you understand the power of data in driving growth and maximizing your profits. But have you ever stopped to consider the impact that messy, disorganized data can have on your operations? Outdated phone numbers, invalid email addresses, and duplicate entries can quickly accumulate, resulting in a CRM database that desperately needs cleaning. This can lead to various issues, including missed opportunities and ineffective marketing campaigns. 

Twitter automation
(Image Credit: Zoho)

Before we move to Zoho CRM tips, Imagine this scenario: one of your sales representatives is tasked with collecting customer data in a specific region to send out targeted email campaigns. While the relevant data is generated, some records are inadvertently left out. The criteria specified was "Country name is Australia," but it turns out that certain records were labelled as the United States instead. Although both terms refer to the same country, the inconsistency in data entry caused them to be overlooked.

Now, picture the confusion that arises when your team encounters inconsistent naming conventions. One note requests an 'Acknowledgement' email to be sent, while another note states that a 'Thank You' email has already been dispatched. The subtle differences in terminology may seem insignificant, but they can lead to unnecessary confusion and mistakes. It is essential to establish and maintain consistent terminologies within your CRM to avoid such issues.

Fortunately in our Zoho CRM tips and tricks basket, there is a straightforward solution to these challenges: data cleaning and standardization. By implementing a style sheet or set of rules, you can harmonize your data and ensure its accuracy. For example, specifying whether the country should be referred to as "AU" or "Australia" can go a long way in cleaning up your database. Similarly, creating a comprehensive list of abbreviations and standard formats for postal addresses, company names, designations, templates, and more can help establish consistency across your entire system.

Implementing standardised data entry practices is not limited to customer information alone. It can be extended to all aspects of your business operations. Whether it's maintaining a consistent naming convention for tasks or establishing a standard format for reports, following these guidelines reduces the risk of human error and enables you to generate accurate insights and make informed decisions. These Zoho CRM tips will help you.

As a business owner, you know that time is a valuable resource. By investing in data cleaning and standardization, you can automate lead generation processes through social media and optimize the efficiency of your CRM system. Streamlining your data management practices allows you to focus on what truly matters: growing your business, building strong customer relationships, and staying ahead of the competition.

To delve deeper into the importance of data cleaning, standardization, and other invaluable strategies for business success. Don't let messy data hold you back—discover how a well-organized CRM system can transform your operations and fuel your growth.

5. You should enhance efficiency by ​syncing the Zoho Mail calendar with the Zoho CRM calendar
If you're a business owner who relies on multiple Zoho products, chances are you're managing separate calendars for each one. For instance, you might update your events in Zoho Mail while keeping track of sales activities in Zoho CRM.

Synchronise Zoho calendar and crm
(Image Credit: Zoho)

However, it's crucial to note that these two calendars operate independently. Although they both come from Zoho, they don't automatically sync unless you manually opt for synchronisation initially. While some users prefer to maintain separate calendars, others find it beneficial to sync them seamlessly. If you fall into the latter category, follow the simple steps below to enable calendar synchronisation between Zoho CRM and Zoho Mail:

1. Visit Zoho Calendar.
2. Click on Settings, then select Zoho Apps and choose Zoho CRM.
3. Finally, click on the "Synchronise" option.

That's it! From now on, any events you create in either calendar will automatically sync with each other, saving you time and effort.

Let’s move to some of our next Zoho CRM tips and tricks.

Improve Workflow with Customised Related Lists
Now, let's delve into the powerful functionality of related lists within Zoho CRM. When you navigate to a record in the Deals module, you'll notice that it provides essential details about the deal, such as expected revenue, current stage, and win probability. Moreover, related lists offer a wealth of additional information, including sales reps' notes, attached documents, contact persons involved, product details, tasks, calls, email conversations, and more. In essence, every piece of relevant information is at your fingertips, not only for deals but also for leads, contacts, accounts, products, and beyond.

However, suppose you're on a call negotiating a final price. In that case, the information that becomes paramount includes documents containing invoice discounts, past email communications, desired products, and details about decision-makers and other stakeholders in the sales process. The question then arises: How can you easily access this specific information?

Allow us to provide you with one more Zoho CRM tip and trick.
Reorder and Organise Related Lists for Optimal Viewing
With the Module Customisation profile permission, you have the flexibility to reorder and organise related lists to prioritise the most critical ones. By clicking on the More Options icon and selecting Organise [Records] Details, you can effortlessly customise the layout.

Not only can you reorder related lists, but you can also hide certain ones that are less relevant to your workflow. Additionally, it's possible to customise the columns within the related lists to display only the fields that truly matter to you. For instance, you might want to have Attachments, Open Activities, Emails, Products, Contact Roles, and Invoices listed at the top. Furthermore, when it comes to Products, you can include specific fields that provide details about units ordered, colours, sizes, and more.

By tailoring your related lists to align with your business needs, you can enhance productivity, streamline your workflow, and access crucial information effortlessly.
If you reading this far. Congrats, you have appreciable learning capability. Let's move to our next Zoho CRM tips and trick.

6. You will get ​notified automatically whenever you have idle leads in CRM.
As a business owner, you understand the significance of leads in driving the growth of your enterprise. However, amidst the constant influx of new leads that require your attention, it's all too easy to overlook those that didn't generate a positive response during your initial contact. Over time, these idle leads can accumulate in your CRM, gathering dust and untapped potential.

Custom function
(Image Credit: Zoho)

But what if I told you that there's an opportunity hidden within these idle leads? By following up with them a second or even a third time, you could uncover potential deals that were previously overlooked. I know what you're thinking – manually filtering out these idle leads sounds like an arduous task. Fortunately, I have some valuable Zoho CRM tips that can solve this problem and save you time and effort.

Imagine receiving automatic email notifications whenever a lead remains idle in your CRM for an extended period, let's say 14 days. With the power of scheduled actions in workflow rules, you can transform this vision into a reality. Let me guide you through the process:

1. Click on Settings, then navigate to Setup and select Automation followed by Workflow Rules.
2. Click on Create Rule to initiate the rule creation process.
3. In the Create New Rule popup, choose the Record action and select Field Update. Specifically, pick the Lead Status field, which plays a crucial role in identifying idle leads.
4. Under the "Which" section, select All Records to ensure comprehensive coverage.
5. Incorporate a Scheduled action that will be executed precisely 14 days after the Rule Trigger Time. This step is pivotal in triggering the automated email notification.
6. Associate a custom function, as illustrated in the accompanying image, to this scheduled action. This function will define the content and recipients of the automated email.

These 6 steps are essential in our Zoho CRM tips.

Once you've set up this rule, any updates to the Lead Status field will activate the corresponding email configuration precisely 14 days after the modification date (rule trigger time). It's a simple yet powerful automation that streamlines your lead management process.

Now, you may be wondering about the exclusion of qualified leads from this workflow rule. Fear not, for I have an explanation. 

Follow these steps in Zoho CRM tips carefully.

The criteria (input. status != "Qualified") ensure the scheduler doesn't send an escalation email when a lead reaches the end state. In other words, you wouldn't want an unnecessary escalation email sent for qualified leads. By excluding the "Qualified" status from the workflow rule, it executes only for records that have remained in other states for more than 14 days – such as Not Contacted, Junk, and more.

Don't let idle leads go unnoticed and untapped. Leverage the power of automated notifications in your CRM to seize every opportunity for growth. By implementing this workflow rule, you'll maximise your chances of converting idle leads into fruitful deals. Stay ahead of the competition and ensure no lead slips through the cracks. Start reading our blog for more insightful articles on optimising your business's potential.

7. You should use Field-Level ​Security in Zoho CRM.
In our next Zoho CRM tips. First, as a business owner, you understand the paramount importance of data security in your CRM software. With the responsibility of managing sensitive information from your own company as well as your customers, safeguarding that data becomes a top priority. Perhaps you find yourself needing to conceal certain modules from your sales representatives due to the confidential nature of the information they hold. However, you also recognise that your sales reps require access to customer data to excel at their roles and drive successful transactions. So, what do we have in our chamber of Zoho CRM tips and tricks?
Field level security options
(image Credit: Zoho)

While it may not be practical to completely restrict access to modules for your sales team in the name of data security, there is a better solution at hand. Enter field-level security—a powerful feature that allows you to manage access to specific fields within a module, without necessarily locking down the entire module. With this approach, you can carefully control and fine-tune the accessibility of crucial data.

So, how do these Zoho CRM tips help you? Imagine a scenario where your contact module contains highly sensitive information, such as your customers' bank account or credit card details. In such cases, you can choose to hide these fields for certain profiles, granting access only to authorised individuals. Alternatively, if you prefer to maintain the integrity of the information without allowing modifications, you can simply assign read-only access to those fields.

Implementing field-level security in Zoho CRM is straightforward. Begin by navigating to the Setup menu, Customisation, and Modules and Fields. You will be presented with a comprehensive list of all the modules available. Locate the module you wish to customise, hover over the three dots, and select Fields. This will direct you to the Field Permissions page, where you can effortlessly modify the permissions for each field to align with your desired security settings. Under this Zoho CRM tips.

By leveraging field-level security, you strike a delicate balance between empowering your sales team with the information they need and ensuring data protection for your business and customers. It grants you the freedom to selectively grant or limit access to specific fields, enabling your sales representatives to carry out their responsibilities effectively while safeguarding confidential data from unauthorised exposure.

Take the first step towards bolstering your data security measures and optimising your CRM usage by exploring the field-level security capabilities in Zoho CRM. Empower your business and elevate your sales team's performance with greater control over critical information. Visit our blog to learn more about this indispensable feature and unlock its full potential to drive your business forward.

Remember, your data security matters, and we are here to help you navigate the intricacies of CRM customisation to ensure the utmost protection for your business and customers. let's move to our other Zoho CRM tips.

8. You should use Zia for efficient Contact Communication.
As a business owner, you understand the vital role that effective communication plays in the success of your sales team. Connecting with contacts and engaging in meaningful conversations is the cornerstone of any sales representative's daily routine. However, the process of reaching out to contacts and getting a response can be incredibly frustrating at times. But what if I told you there was a solution that could revolutionise your contact management and significantly enhance your chances of connecting with prospects? Allow me to introduce Zoho CRM's Best Time to Contact suggestions powered by Zia, the Artificial Intelligence assistant. One of the best Zoho CRM tips you may not want to miss!

Zoho Zia
(Image Credit: Zoho)

Gone are the days of blindly reaching out to your contacts and hoping for the best. With Zia's intelligent algorithms, you can now unlock the power of knowing the opportune moment to make that important call or send that crucial email. How does it work, you ask? Stick with our Zoho CRM tips.

Zia leverages the actions performed by your contacts to provide you with valuable insights into their behaviour. When a contact visits your website, engages in a chat, attends a call, or opens an email, Zia captures the time stamp of these interactions. This data is then processed and analysed to suggest specific timings during which your contact is most active in your communication. By aligning your outreach efforts with these suggested timings, you significantly increase the likelihood of connecting with your contacts and achieving the desired outcomes. This tip can benefit you as our other Zoho CRM tips.

To put Zia's Best Time to Contact suggestions into action, simply navigate to your Activities tab and customise your Open Activities view to include the dedicated column for these insights. By doing so, you can seamlessly plan your day around the recommended timings, ensuring that you optimise your productivity and save valuable time.

But the benefits of Zia's intelligent suggestions don't stop there. You can also access the Best Time to Contact suggestions within various pages of Zoho CRM, such as the record detail view, task detail view, task creation, quick create call/task, reschedule the call, and send email window. This ensures that you have quick and easy access to the optimal timings, no matter where you are in the CRM.

Furthermore, when your Zoho CRM system is integrated with other apps for email, calls, social media, and more, the accuracy of these Best Time to Contact suggestions is further enhanced. This seamless integration allows Zia to leverage data from multiple sources, providing you with the most up-to-date and precise insights into the ideal moments to connect with your contacts. What do you think about these Zoho CRM tips? You might feel like a lot of tips in one tip.

Bonus Tips
If you read the article and learn some valuable Zoho CRM tips and tricks, we have one more thing to offer you. We have posted some important videos on our YouTube channel that can help you understand CRM better. Here are two suggested videos for you: 

​Final words
I hope you find value in our collection of lesser-known Zoho CRM tips and tricks that can benefit you if you already use Zoho. Even if you're not currently using Zoho, these tips can provide you with a glimpse into the additional features and capabilities available within Zoho CRM. We would love to hear your thoughts on our Zoho CRM tips!

With the rapid advancement of technology, sales professionals must adopt innovative methods to stay ahead of the competition. As CRM experts, we specialise in CRM implementation and provide consultancy servicesto help businesses optimise their sales processes.

If you already have a CRM system, we can conduct a comprehensive free audit to evaluate its effectiveness and identify areas for improvement. Our expertise allows us to assess your CRM system's configuration, workflows, data management, and integration capabilities, among other factors. You can consider it as one of our bonus Zoho CRM tips.

Additionally, we offer a free consultancy session where you can book a dedicated time slot to discuss your CRM challenges and goals. During this session, our experienced consultants will provide valuable insights and recommendations tailored to your specific business needs.

If you're looking to supercharge your business, these CRM methods we're talking about in this article are like the secret sauce. They're not hard to understand, and when you team them up with our expertise, you can really make your business shine.

Think of CRM like a super tool that helps you keep track of your customers and sales. We're talking about things like making special website links, focusing on the most important leads, keeping your calendar in sync, making sure all your data is neat and tidy, getting automatic reminders, and protecting your important info.

We're kind of like CRM wizards, and we've got a bunch of cool Zoho CRM tips and tricks up our sleeves.

So, why should you care? Well, these CRM tips can help you find new customers, follow up with them better, manage your time smarter, keep your data accurate, and keep your important stuff safe.

Even small changes can have a big impact on boosting your sales and building long-lasting relationships with your customers. So, get ready to level up your sales game and make more money with these awesome CRM tricks.

Want to dive in? Reach out to us, and we'll chat with you for free about how these tricks can help your business.

And don't forget to follow us on social media and subscribe to our blog. We're always sharing more easy-to-understand Zoho CRM tips and tricks to help you out!

Karan Sharma

Social Media Expert IT Solutions Solved

Karan Sharma is a skilled content writer, SEO strategist and social media manager. He crafts compelling narratives, optimises content for search engines and designs engaging social media campaigns.