Call Us: +44 (0)1748 473000

Call Us Facebook Twitter Pinterest Linked in Instagram Youtube GooglePlus

Find the Right Approach and Reduce your Stress

19 January 2017 Written by 

It’s not terribly surprising that a recent study presented to the British Psychological Society by John Hackston found that some people found receiving, replying, and managing their email inbox more stressful than others. The author suggested that different personality types will need to structure the way they approach their emails and to-do lists in different ways.

It all makes perfect sense to me (and I’m assuming most of you). I think about the way our “always on” MD likes to work compared with my preferred approach of working down a to-do list in a very systematic way that begins at 9am and ends at 5:30pm. Then I look at other people in the office who will use a mix and match of these approaches (as well as coming up with their own).

I thought it might be fun to take a look at some of the different styles of work that we have in our office and how this can be seen in the way we each use OpenCRM in slightly different ways.

The Scheduled

Sounds like a Martin Scorsese film, doesn’t it? :) 

In all seriousness, these are the people who have a series of tasks to do that are on a fairly tight schedule. This will usually involve a number of demos, training sessions, follow-up calls, etc. that need to be made at set times throughout the day.

Although these people will be checking their emails, looking at Opportunities or Projects, as well as a variety of other supporting material, they will largely be working from their Calendars.

It is vital that their days go according to plan to make sure they are in the right place at the right time for their next meeting or call.

The Man (or woman) with a Plan

Like our highly scheduled team members, our directors will have meetings and calls that need to take place at certain times. But unlike their more heavily scheduled counterparts, they will also have a variety of more fluid tasks that will be taking up the vast majority of their time.

These people will spend their time divided between their emails, OpenCRM system, and our other third party (and mostly integrated) tools like ClicData, Xero, etc. It’s not that they don’t use OpenCRM, it’s more that their job role requires them to wear a lot more hats.

They will rely on Activity notifications to remind them when time-sensitive calls and meets are due to take place, receive vital information from automated Reports, and dip in and out of all our systems to ensure the company as a whole is staying on track.

The Often Interrupted

Then you have our support team. They’re a great bunch of guys (and gals) who manage to stay on task and cheerful no matter how busy they get. Takes a certain type of person, I think.

These guys will live exclusively in our HelpDesk module, responding to Tickets, creating new ones, and solving all those little questions that come up when you use a sophisticated system like OpenCRM. And they do it all while picking up the phone and website chats from the beginning to the end of the day.

I personal struggle to get back on track when I get interrupted by a phone call or other question.

But not these guys, they have some very clever Custom Views and some Round Robin config that helps them pick up the next Ticket in the list the second they get off the phone with someone else.   

The List Maker

And then you get to the people like me who have a number of tasks to complete over the course of the day and/or week that are very rarely time sensitive (or they are time sensitive but we're talking deadlines of weeks or months rather than hours and days). I know that, at some point in the morning (ish) I need to make sure that our social media accounts are up to date. Then I just keep an eye on them throughout the day.

I may need to do some data cleansing or follow up on some research I was doing on new data laws, but very little of this is particularly time sensitive.

So I tend to work off a list of today’s Activities, going through and picking up tasks, making sure I complete them all by the end of the day. These are typically recurring and/or follow-up Activities showing my regular tasks and reminding me in the description of what exactly it is I need to do or maybe where I left off last time.

 

If I tried to work like Graham (or our guys on support), I would find myself feeling overwhelmed and nervous all the time. If he tried to work like me, he would worry about missing vital information at a critical time.

It’s all down to job roles and personality types, you just have to find the right way of working for you.

Rate this item
(2 votes)
Ashley Tallyn

Although I originally hail from northern California, as soon as I arrived in Yorkshire I knew it was the place for me! At OpenCRM, I started out in the Business Development team, and then moved into compliance and Q&A because I love telling people what to do...ok, that's not the real reason, but it makes for a good bio one-liner. When I’m not in the office, you can usually find me tramping through the dales, crafting, gardening, or with my nose in a book.

#WeAreOpenCRM

Twitter Feed

OpenCRM We're always on the look out for the right person to join our team. #Career #Job #NorthYorkshire #Yorkshire https://t.co/4vbC9Ndxsq
8hreplyretweetfavorite
OpenCRM The reason OpenCRM is special comes down to the range and depth of our feature library. https://t.co/qUBK9KuD1Y
10hreplyretweetfavorite

Address

HQ:
Software Add-ons Ltd
(OpenCRM)
1 Battalion Court
Colburn Business Park
Richmond
North Yorkshire
DL9 4QN
United Kingdom
Tel:
+44 (0)1748 473000
Fax:
+44 (0)870 125 5962
Skype:
OPENCRM_UK
Reg #:
England & Wales 05387424

marker Find on Google Maps

News

Credit Funding in Ope…

Earlier this week, we completed a minor release that will be bringing some exciting new features and enhancements to our customers’ systems over the coming weeks. You can find a little introduction to the two big ticket items over in our version release news story and further details will be available to all our customers in the release notes, published on our own customer portal. But I want to talk about one of the “minor” features that will be included in...

Business Efficiency –…

One of the main purposes of using a CRM is to promote your business efficiency – let you concentrate on running your business whilst the CRM takes care of processes and data management. Because of this, we are mindful that shortcuts and ease of use are keys to a successful CRM implementation and as a result we are always developing enhancements here and there to make the user experience that much slicker. As we prepare to launch the latest updates to...

Avoiding Holiday Chao…

Year end is here, hooray, you made it! But along with all the reporting and financial fun (not) that you have to tackle at this time of the year, there’s one more job that needs to be managed: the holiday rush. No, that the Christmas holiday rush, but the one where everyone suddenly remembers that they have a few days of holiday to use up and are desperate to organise “just a few days off.” In the last month of the financial year…and...

Being Part of the Com…

This can be a very difficult balance, do you do this just to gain some recognition or is a genuine effort to add something to your community or the place where you work? My son came to me recently as a coach of an under 8’s football team and asked if we would like to sponsor the kids with a new strip. After a short conversation, we decided that we would be delighted to and it would be a great thing...

Cloud Perspectives – …

Cloud storage is a big step towards streamlining your business. It allows you to store your client details and other information in a manner that is accessible from anywhere, at any time. You can build up a great web of data by interlinking Companies and Contacts with all manner of actions, sales details and support requests, helping you build a complete customer profile. Just like those clients, your own business is not a static entity - you are constantly evolving. Staff...

Having the Right Pers…

It is a common pitfall, especially in the tech industry, to assume that known tasks are therefore easy tasks. That just because you know how to do something (and that everyone in your office knows how to do the same thing), it is actually common knowledge. What do I mean by this? Let me give you an example: I was recently having a conversation with one of our developers about a new piece of software I wanted to introduce and had been...