smplr times 22 · How do you track leads?

Hey there,

We have tried all sorts of software, and spreadsheet solutions to track those who are interested in membership, meeting space, and the podcast studio at hygge. Still, I’m 100% sure that we’re leaving good people, and significant monthly revenue on the table. With a new 20,000 square foot location, with 48 offices coming online in the new year we can not miss a single opportunity.

We’re making some moves to get more organized. Before I get to the new system, here’s what we’re using now, and why it’s not working great.

Asana: It’s project management software. We use it as a CRM, and have to update it manually every step of the way. We pay $9.99 per user/month with for a total of $50/month.
Front: It’s email inbox software. It allows us to have shared inboxes within the team. All emails, and communication that come in for membership, or meeting space can be seen across the team. We’re paying about $200/month for our 5 person team. I love Front, but I believe Gmail, alongside a real CRM that pulls in emails will do basically the same thing.

The problem with the current system is everything is incredibly manual, nothing talks to each other particularly well, and if we forget to update one task, or note the whole process breaks down. It’s easy for something to fall by the wayside. There’s too many times where we’re going through the list of inquiries, come across a name, and realize we never sent them a follow up after the tour. That sucks.

I need to be able to look at a lead, see all correspondence, and quickly be able to act on the information I’m seeing in front of me. We’re consolidating to a single platform. We’re going with Close.io. One of our hygge members works on the Close team, and I love it’s simplicity. It does only a few things, but it does each of them particularly well.

Some of the highlights:

  • We can connect all the teams gmail accounts, and just by adding a lead email we can see all previous correspondence.
  • We can set up automatic sequences. That means if a potential member does not reply in a certain period of time we can automatically follow up with a canned email.
  • We can sort by tons of variables, including last correspondence. That means no more allowing things to slip alway.
  • We can attach $$$ values to leads. Showing the true revenue potential of a lead adds a sense of urgency to the whole process. I love this.
  • We can look at lost $$$ at the end of a month, do some analysis, and then act on the reasons we’re losing the sale.

We’re just about to roll this out, but I have to say I’m really freaking pumped to use it. I’ll keep you posted on our progress, and results.

What are you using? Let’s discuss it over in the Wash Your Mugs community. And now, on to this weeks top articles.

🤖 From AllWork
This Australian Coworking Space is Fully Automated
But what about the community? Yes, this article calls that out. I’m always looking for ways to streamline hygge but I don’t think I’d sacrifice a single bit of the human element.

🤔 From GDN Online
Regus Launches New Membership Scheme
Regus has a massive network of members throughout the world. It’s logical that they make moves to expand that audience towards traditional coworking, but dang this feels like they are really late to the game. Definitely something to watch here.

👨‍⚕️ From Propmodo
Coworking Drives Innovation in Medical Office Buildings
I love watching how our industry bleeds into others. It’s only a matter of timebefore the flexible coworking model bleeds into every single industry. It’s worth keeping note of these things. There’s lots to learn in how other industries interpret the model.