5 ways to improve your reservations processes with contact management in Trello
Transform your booking workflow with Email for Trello! We take a closer look at how strategic contact management can help your reservations team stay on top of customer service.
Organize incoming bookings and communicate efficiently with guests using contact management in Trello! In this article, we take a look at:
What contact management is, and why it’s important for bookings and reservations teams
How to manage your contacts in Trello with the Email for Trello Power-Up
5 ways to improve your reservations processes using Email for Trello’s CRM (contact relationship management) features
Let’s dive in!
Why is managing contacts important for reservations?
Managing your contacts effectively is an important part of customer service across all industries! With a comprehensive database in place, reservations teams can offer personalized service, track interactions with guests, and make sure bookings run smoothly.
A strategic approach to contact management enhances customer satisfaction and helps teams adapt more effectively to their customers’ needs.
What is contact management?
In short, contact management is the organization and maintenance of customer information. Managing your contacts effectively helps your team improve their administration services and offer better customer support – so it’s important to have the right tools for the job.
💡 Great customer service is an important growth driver for many small and medium-sized businesses. Learn more about the benefits of CRM software for small businesses.
How to manage your email contacts with Email for Trello
The Email for Trello Power-Up makes it possible to connect a shared email address to your Trello board, so that you can manage your contacts, emails and tasks – all in one place! Whether you’re running a guest house, hotel or venue, our advanced CRM features help reservations teams to:
Keep accurate records. Maintain a comprehensive database of contacts, notes and email conversations! With all your guest and supplier data in one place, you can access the information you need at a glance, reducing miscommunications and delays.
Collaborate in real time. A centralized bookings system means everyone can stay informed and responsive. Greater visibility also makes it much easier to collaborate with team members to avoid double-booking and scheduling conflicts.
Improve customer satisfaction. Everyone has complete transparency, which ultimately improves customer service by encouraging timely responses to incoming email enquiries.
Find out more about managing your reservations workflow with Email for Trello.
5 ways to improve your reservations processes in Trello
Let’s take a closer look at how contact management works in Email for Trello, so that your bookings team can get the most out of our powerful CRM features.
1. Keep your finger on the pulse with the activity feed
The Email for Trello activity feed makes all your emails, contacts and tasks visible at a glance. This can help reservations teams to:
Spot bottlenecks quickly. Greater visibility means it’s easy to spot any hold-ups at any stage in your workflow – from enquiries and check-in, to cleaning and check-out.
Share accountability. With all the information your team needs readily available, anyone can jump in to assist. This empowers team members take a proactive approach, which in turn keeps customers happy.
By consolidating all your Trello information in one place, your team can easily review activity across all boards, contacts, notes and emails.
Learn more about how to streamline your reservations workflow with the activity feed.
💡 Did you know? Our dark mode release means that you can enjoy the Email for Trello CRM dashboard in the same theme as your board.
2. Discover new business insights
The overview provided by the activity feed is not only a powerful tool for reservations teams looking to improve their response times and react quickly to real-time change. It’s also a really valuable way to discover new business insights, so that you can take proactive steps to optimize your booking processes and improve customer support.
Monitor service levels. The ability to view team, contact and email activity across accounts can help you monitor what’s being done – and plan for how to improve.
Make data-driven decisions. The activity view can help you spot trends and notice areas for improvement. Using this knowledge, you can apply your insights for better team communication and task management.
Use the contact overview to see how long it took to process a specific enquiry – and plan to improve your processes accordingly
3. Save time with contact import (and export)
Manual data entry can be a real time-suck for busy teams! Take advantage of Email for Trello’s easy import functionality so that you can:
Save team time. Importing contacts in bulk saves valuable time – and makes migrating your bookings inbox into Trello that much easier!
Ensure accuracy. Batch uploading contacts eliminates typos associated with manual uploads. Plus, we automatically take care of any duplicates!
💡 TIP Need to upload contacts to Trello? We’ve made it easy for you with this downloadable CSV template.
If you need to share contacts, or simply do a data backup, you can also export your contacts in just a few clicks. Learn more about contact import and export on the Email for Trello blog.
4. Keep your contacts organized with groups
Email for Trello makes it possible to group contacts by organization for better ease of reference. This is especially useful for teams that need to keep in touch with external suppliers like cleaning or caterering companies:
Keep contacts organized. Organization groups give you a better overview of your contacts, allowing you to see all correspondents associated with a single organization at a glance. Plus, we automatically assign new and existing contacts to the correct organization based on their email address!
Improve knowledge sharing. Team members can see all conversations in the context of a single organization, making it easy to stay up to date and keep track of the bigger picture.
💡 TIP After you’ve imported a contact list, Email for Trello recognizes similar email addresses and automatically groups them by organization.
5. Make record-keeping easier with custom notes
Custom notes are great for organizing extra details relevant to your contacts. For example, your team might want to add custom notes for guest preferences, specific requests, or even reminders for other team members. This can help to:
Make record-keeping easier. Keeping notes maintains a record of past interactions and observations, which can offer useful historical context and inform future decision making.
Improve team communication. Shared insights and updates make it easier to collaborate with colleagues, because everyone is working from the same set of information.
Time-stamped contact notes are visible alongside emails and comments in the activity feed
Learn more about adding custom notes to your contacts in Trello.
Transform your reservations workflow with Email for Trello’s contact management features
Improve your bookings processes with contact management in Email for Trello! Make the most of our powerful CRM features to ensure accuracy, foster accountability, and improve collaboration – so that you can offer top-notch customer service.
