$martWorks Storyboard Activity Management 3
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The document discusses activity management in SmartWorks2.0. It explains that activity management allows users to schedule appointments, calls, tasks and manage their daily activities. It outlines the difference between tasks, which don't have set start/end times, and events, which do. The objectives are to learn how to schedule activities, create and search for events, review calendars, schedule for other users, and set up reoccurring activities. It provides information on scheduling tasks and events and using the calendar tool.
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$martWorks Storyboard Activity Management 3
- 2. Activity Management Welcome to the SmartWorks2.0 Training.
- 3. What Is Activity Management? The Activity Management section of SmartWorks2.0 will help you manage your day to day activities. These could include setting appointments, making telephone calls, prospecting and or managing internal task. By doing this you will be able to manage your days, weeks and months and ensure that you respond to your clients in a timely manner. In addition you will be able to keep up with any task you would have assigned to other users in your office. Two types of activities are available for use in the system. Task (To do’s) and Events (meetings).
- 4. Learner Objectives After completing this training you will be able to: • Utilize the system to schedule your activities . • Utilize the system to. create new events • Search for scheduled activities and events in the system. • How to review your Calendar. • Scheduling Task or Events for another user. • Scheduling Reoccurring Activities. .
- 5. Activity Management Difference between Task and Event • Events auto completes. • Events or anything that has a specific start and stop time. • Event stay on the reps calendar and clients’ record. • Task do not auto complete. • Do not have a specific start to end date. Just a do date. • The rep has to manually set it as complete when it is complete.
- 6. Activity Management - Task
- 7. Activity Management - Task
- 8. Activity Management - Task
- 9. Activity Management - Task
- 10. Activity Management - Task
- 11. Activity Management - Event
- 12. Activity Management - Event
- 13. Activity Management - Event
- 14. Activity Management - Event Practice - Task
- 15. Activity Management - Event Practice - Event
- 16. Activity Management – Private Event
- 17. Activity Management - Event
- 18. Activity Management - Calendar
- 19. Activity Management • The benefits of Activity Management. • To help you keep track of your days, weeks and months. • Provide consistent and excellent service to your clients. • How to utilize My Task and Calendar tool. • Schedule a New Task and a New Event.
- 20. 20
Editor's Notes
- Notes: Before starting the training, go over the objectives of the training.
- Notes: Before starting the training, go over the objectives for the training.
- Notes: Using Captivate place emphasis on these facts: Events auto completes. Events or anything that has a specific start and stop time. Event stay on the reps calendar and clients’ record. Task do not auto complete. Do not have a specific start to end date. Just a do date. The rep has to manually set it as complete when it is complete
- Let’s set up a Task. In a situation where your client Asha Smith, calls, leaves you a message requesting a call back, on a specific date to discuss something about her retail account, you will need to set up that Task: Notes: Using CAPTIVATE highlight these areas.
- You can launch a new task by going to the HOME page, by going to My Tasks and clicking on New to open up the New Task page. However in this case we will star from Ms. Smith’s Person Account Details to retrieve her information. Notes: Using CAPTIVATE show the action of navigating to the New Task page.
- Scroll down to Open Activities at the bottom of the page. Click New Task. This will open up a New Task page. Notes: Using CAPTIVATE highlight these areas.
- At the New Task page, start filling in all of the Task information. Required fields MUST be filled in. Required fields are those with an orange bar inside. Required fields are: The Assigned To field. You can click on the magnifying glass to pull up the Look-Up Window , to assign the Task. The Subject field. Click the arrow in this field to select the Subject. This can be either a telephone call, email or other. The Status field. Here you can choose if the task has not started, is in progress, has been completed, waiting on someone else or deferred. Priority field shows if the task is of high, normal or low priority. The following additional fields are not marked as required but they could be necessary for your to do list. Due Date Related To Reminder. This is an alert to let you know when your Task starts. Recurrence. You can use this to create recurring series of Tasks, such setting up quarterly calls, monthly meetings or weekly staff support meetings. After entering all of the information click Save or Save and New Task or Save and new Event. Notes: Using CAPTIVATE highlight these different fields.
- Now that you are in the New Task page, did you notice how the Related To field and Contact self populated, with the clients name, as we opened this page? Lets fill in all the information. (Remember ALL Required fields MUST be filled in. Required fields are those with an orange bar inside). Assigned To. This field also self populates with the related reps name. (However, you can type in the name of the person and or representative you would like to do the task or click the magnifying glass to pull up the Look-Up Window, to assign the Task.) In the Subject field click the arrow to select the Subject. (The subject, can be either a call, email or other). Select Call. In the Notes field make a note of what the call will be about. Choose a Start Date (for the call). Choose February 25, 2011. In the Status field, click on the drop-down arrow, to state the status of the task. (You can choose not started, in progress, completed, waiting on someone else or deferred). Select Not Started. In the Priority field click the drop-down arrow (To identify if the task is of high, normal or low priority). Choose High. Set a Reminder. Check two days before. (Remember this is a Task so it will not auto complete. When it is complete, the rep has to manually set it as complete). In the situation where you feel it is necessary to talk to the client regularly every other month, Create a Recurring Series of Tasks. (For example, February 25, 2011 and the end date December 25, 2011.) When you have filled out all necessary fields, select Save and New Event. Notes: Using CAPTIVATE show the step-by-step process of filling in the Task Information, and scheduling a Task.
- Like the Task page the New Event page requires some Calendar Details to be completed. Required fields are those with an orange bar inside. The following fields in the Calendar details must be filled out: Assigned To. Subject. Start (time) and End (time). You can choose to also show the time as busy, out of office or free. Set a Reminder. (The reminder will pop-up a few minutes to the event time). When all necessary fields are completely filled out, select Save and New Event. Lets go to the next slide and schedule an event with your client Graig Kinard . Notes: Using CAPTIVATE show the rectangular and oval boxes.
- Go to the Graig Kinard ‘s Person Account Details to retrieve his information. Scroll down to the bottom of the page. Click New Event in the Open Activities section. This will open up a New Event page. Notes: Using CAPTIVATE highlight these areas.
- Once again notice how the Related To field and Contact sections self populates, with the clients name, as we opened the New Event page. Lets fill in all the information. (Remember ALL Required fields MUST be filled in. Required fields are those with an orange bar inside). Now fill in the following areas. Assigned To. Subject. Start (time) and End (time). Show the time as busy, out of office or free. Reminder. (The reminder will pop-up a few minutes to the event time). After you complete all necessary fields, you can choose to select Save, Save and New task or Save and New Event. When the Event is done, it will auto complete. Ok, why don’t you practice setting up a Task, and an Event. Notes: Using CAPTIVATE show the step-by-step process of filling in the Task Information, and planning a New Event.
- Go to the clients’ Person Account Details page. Open up a New Task page. Set up a Task. Notes: Using CAPTIVATE time the process of setting up a Task.
- Go to the clients’ Person Account Details page. Go to the New Event page. Set up your Event. Notes: Using CAPTIVATE time the process of setting up an New Event.
- You can also set up Private events. To set up a private event, in the Calendar New Event page, check the box by Is Private. As you check the box, notice how the Related To and Name fields, get blurred out, preventing you from inserting any information in those fields. You can uncheck the box if you decide to make the meeting public. To complete setting up your Private meeting fill in all other required and necessary fields, then Save. Notes: Using CAPTIVATE show the step-by-step process of using the calendar to set up a Private Meeting.
- Events can be set up through the HOME page. By the Calendar select New Event. This will immediately opens the New Event page. Notes: Using CAPTIVATE highlight the Calendar.
- Now that you know how to use the set up your To do’s using My Task and Event, let us see how the Calendar can help you in keeping up with your Tasks and Events. Once you log into your Home page, go to the left side of your screen. Click on Calendar, under Shortcut. This will open up your calendar for the day. Here you will be able to see all of your Tasks and Events for the day. You can also view your Tasks and Events for the Week and the Month. To view the schedule of someone else in your office, select Change. You can also view do Multi User Tasks and Events by clicking on the Multi Person Event Icon. Notes: Using CAPTIVATE highlight the following areas in the Calendar. - Calendar, Events, and Shortcut
- That concludes the third module of SmartWorks2.0 training. Before we close this training, let’s briefly go over the key points we have talked about in today’s training. We learned: That the Activity Management section of SmartWorks2.0 helps you manage your day to day activities. That it helps you keep track of your days, weeks and months activities. Provided consistent and excellent service to your client. How to utilize My Task and Calendar tool To schedule a New Task and a New Event.