A database and CRM solution to record external contact details
To ensure a continued professional service to our external clients and contacts it is essential to have a central database to record details of all communications and realationships. By ensuring we keep detailed records in Maximizer we can improve our service and add value by having a wealth of up to date knowledge to hand.
If a client calls to discuss a potential Knowledge Exchange project you can access the client record whilst they are on the telephone and have to hand the history of communications with that client. This enables you to give a professional service as you can see exactly what has been discussed in the past and what opportunites are recorded. It will also highlight any existing relationship with another area of the University.
What is Maximizer?
The CEI developed a CRM system for use across the whole University. A tool for Client Relationship Management and a central resource for the tracking of business liaison activity.
The key benefits of CRM:
- Communication with external organisations is structured, coherent and professional
- Opportunities are identified
- Targeted mailings and other campaigns are facilitated
- Client and project details are shared across the University
- Duplication of effort is reduced
- Reporting (eg to funding bodies) is simplified
- Data is controlled, updated and maintained regularly
Maximizer:
The purpose of the Maximizer database is to provide a central resource of information relating to companies and organisations with whom the University has an interest. The companies and individuals listed on the database consist of past clients, present clients and prospective clients, plus general information about companies the University should keep regular contact with, such as other education institutions and government agencies.
The Centre for Enterprise & Innovation has installed a copy of Maximizer in every school/dept and support unit. The main Maximiser user in each school/dept will be responsible for keeping up-to-date the records belonging to their unit. They will also be the central point of contact for other members of staff in their unit to report on business liaison activity, which should be entered into the system. School/dept users should keep records up-to-date with any new contact made by members of staff in their unit, in order that this information is made available to other users in the University. This increases the sharing of information and improves our relationship with our clients.
Maximizer Enterprise can be utilised for many tasks:
- You can store all client information including contact details and any correspondence sent or received, meaning that at a glance you have your client?s entire history with the University, at your fingertips.
- You can create, deliver, monitor and follow up campaigns such as an emailed survey or invitation to an event. Maximizer allows you to provide a more professional service to your clients.
- You can search extensively and find contacts with the exact criteria that you require, allowing you to provide a more tailored approach to projects.
- You can pull of a wide variety of reports to aid you in understanding your clients and providing an increased level of service in the future. These tools allow you to keep up to date on important client data.
- You can personalise your version of Maximizer to aid your specific day to day needs.
User support:
The database has been created by the CEI and is managed by the CEI team. All data is kept on a secure server at Park campus which is backed-up nightly.
Users may address queries about the system, at any time, to The CEI - cei@glos.ac.uk - 4104. Technical / IT difficulties should be reported to Sue Chrisp (4201).
Maximizer Guidance for new users
Guidance for new users a guide for new users of Maximizer.
User Manual a manuel for users of Maximizer.
Maximizer Administrator Manual a manuel for administrators of Maximizer.
Maximizer How To's
Step by step instructions for common Maximizer tasks.
Maximizer – Creating an email campaign:
- Select your list of contacts to email to in the address book
- Once selected ‘search’ ‘all fields’ ensure ‘narrow list’ is ticked, then click on ‘catalogue’ ‘**Include do not solicit** ‘retrieve’ then click ‘OK’ – this takes out all the contacts that do not wish to be contacted.
- Save your narrowed down chosen list as a ‘favourite list’ in the ‘View’ dropdown (top of screen)
- Click on ‘Marketing’ (on the left) then ‘Campaigns’ (also on the left) then choose ‘New’ (at the top).
- You will be prompted to choose a Campaign type, choose ‘Fixed Date Automated Campaign’ then ‘next’.
- Choose ‘New’ (template) click ‘yes’ ‘add..’ Start with a new black template
- Enter name/description of campaign, ‘ok’ ‘next’ ‘add’ choose ‘Email’ ‘ok’
- Fill in General tab choosing ‘New’ ‘Maximizer message body’
- Fill in name again, type your message and save.
- In Email address tab, complete details
- In Attachments tab add any attachments to your message
- ‘ok’ ‘next’ ‘finish’
- The email has been sent to your list, so now you can sit back and wait for the replies to start rolling in.
- When a reply email turns up, visit your outlook emails within the Maximizer frame, right click on the reply email and save it to that company/individuals Maximizer record.
Maximizer – resending an email campaign:
- ‘New’
- 'Fixed –date automated campaign’
- Choose existing template from the template drop down.
- Give the campaign a new name
- ‘next’
- ‘Favourite list’ choose your list in the dropdown.
- Select date to send out.
- ‘next’ ‘finish’
- The email has been sent to your list, so now you can sit back and wait for the replies to start rolling in.
- When a reply email turns up, visit your outlook emails within the Maximizer frame, right click on the reply email and save it to that company/individuals Maximizer record.
Maximizer - Make a hidden record accessible by all:
- You need to be logged in as a person who is able to see the hidden record, so either as MASTER or as a member of the security team who is allowed access.
- Locate the record, double click to open then click ‘Edit’.
- In the field ‘*Owner’ select ‘Public’ from the dropdown that appears when you click in the box.
‘ok’
- The record is now available for all to see and make notes etc.
If you have any questions regarding Maximizer, if you need help or would like to book a software training session, please contact The CEI - cei@glos.ac.uk - EXT 4104