By: Jarvis Group
This guide shows you how to use Personal CRM, a Google Sheets Add-On, to stay in touch with your friends, family, and all of your contacts and relations in order to grow and nurture your personal network. Let’s get started!
Google Contacts - You need to use Google Contacts. Personal CRM uses Google Contacts as your database of relationships.
Gmail - Either personal Gmail or Gmail for Business is fine. Personal CRM only works with Gmail.
Do you already have all your contacts in Google Contacts? If so, you can skip the next section. But, if you need to import any contacts, then go to the next step.
Importing Contacts into Google
To open Google Contacts, first go to Gmail, then click the little drop-down arrow beside the red Gmail label in the upper left.
Once Google Contacts is open, scroll to the bottom of the menu on the left. There you will see an Import or Import Contacts link.
TIP: Google Contacts has an old version and a new version. If Import is listed on the left under More, than you are using the new version. Instead, if Import Contacts… is listed on the left, then you are using the old version.
You can switch between the new and old versions by clicking Try Contacts Preview in the bottom of the old version’s menu, or Go to the old version in the bottom of the new version’s menu.
In the new version, you can import contacts from Yahoo, Outlook.com, AOL, Apple, and more. In the old version you can import any list of contacts that you have exported to a CSV file.
Follow the instructions in Google Contacts to import your contacts. Come back here when you’re done.
Now, switch to the new version (I just told you how in the tip above). At the top of the left menu is a Duplicates button. Click it, and follow the instructions to merge contacts in order to remove duplicates.
Adding Contacts to Groups
It’s essential to assign each of your contacts to one or more groups. I have a group for each place I’ve worked, one for church and each neighborhood I’ve lived in, then one for family, etc.
TIP: I found it easier to manage groups in the old version Google Contacts. You may not. See which one you like best. In the new version, groups are called labels. In either version, you select one or more contacts and use the menu buttons at the top of the page to add or remove groups/labels.
Don’t know about this new version / old version business? Check out the previous tip where I explain it.
Go ahead and create some groups and add each of your contacts to at least one group. For example, if you know someone from a club and they live in your neighborhood, then add them to both groups. If you have a lot of contacts, this could take several hours, but it’s worth the effort.
Okay, got all your contacts in groups? Sweet! Let’s install the add on.
Install the Add On
Click this link to get the Add-On. A new Google spreadsheet will be creates and you will be prompted to give premission to the add-on. Accept the prompts and click the Allow button.
If the add-on installed correctly, you should have a menu item for Personal CRM like seen below:
Using the Sidebar
The Personal CRM side bar should show up in a the spreadsheet. Click the Import Contacts button in the sidebar. Personal CRM will import your contacts. This may take a little time if you have a lot of contacts.
Once the import is complete. Your spreadsheet should look like the one below.
View Group - The group selection lets you change the group of contacts which are displayed in the spreadsheet. Personal CRM makes you work with one group at a time.
Refresh - Refreshes the current group. Use this button if you made changes to a contact in Google Contacts and you want to see the updated information
Some contact fields can be edited right in Personal CRM and saved back to Google Contacts. When you edit a contact, the row will turn blue until you save it.
Save Changes - Press this button to save changed contacts.
The following fields can be edited: Grade, First Name, Last Name, Birthday, Anniversary, Phone 1, Phone 2 and Address.
When you call one of your contacts, you need to log the call in Personal CRM. Choose the person from the drop down. The Person dropdown shows you everyone in the current group. If you don’t see the person you’ve called, then switch groups to find them.
By default the call’s date will be today. But you can uncheck Now and choose a different date if you are logging a previous call.
Describe the call in the Notes area and click Log New Call. Call logs for a person will show up in the bottom of the sidebar after you select that person from the drop down. The Last Call column of the spreadsheet will show the last time you called a person. You have to click the Refresh button after making a new call log for it to show up in the spreadsheet.
We need to add sorting capability to the spreadsheet, so you can sort each group by the last time you called or emailed. This is easy:
Click the top left header cell (step 1 in the screen shot below).
From the data menu choose filter (step 2 in the screen shot below).
Now, every column has a filter and sort icon at the top. You can click it and then sort a group of contacts by the last email or call date.