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TELEMAGIC HOW TO:

HOW TO SELL MORE IN LESS TIME?

Sell more in less time managing and tracking calls, activities, notes and history.

Activity Manager

TeleMagic's calendar facilitates time management, productivity tracking, and contact history tracking. The TeleMagic Activity Manager provides all of the functionality common to calendar programs, plus an uncommon level of integration with the rest of the program. View lists of activities for any contact record, display the next pending activity right on the contact's record, and get instant access to contact details from a linked activity — even if the contact is in another database.

Send wireless messages from activities, automatically track document, fax, and call history using system-generated activities, print from a wide selection of standard activity reports, or create custom reports that integrate contact and activity details in one report.

The calendar screens have been designed to provide quick access to information. On-screen icons, color coding, and prioritization provide at-a-glance insight into your day. Check boxes provide instant identification of pending and completed items. To-Dos immediately indicate whether they are pending, due today, or overdue.

The Activity Manager provides you with five different views. You can display up to as many as four views at once. You can display multiple copies of the same view, each showing a different part of your schedule. There are several display configurations to choose from, each with its own advantages.

Calendar Views

TeleMagic provides five calendar views:

  • The Day view shows activities for the selected day. Display your schedule in increments from 5 minutes to 60 minutes.
  • The Week view shows your schedule for 7 days, displayed side-by-side for quick comparison.
  • The Month view shows a monthly calendar page. The number of activities scheduled is indicated and colored bars show extended activities.
  • The To Do view lists all of your To Dos. The font color of each To Do indicates how many days remain before the To Do is due. When a To Do is overdue, the number of days it is overdue is indicated.
  • The Detail view displays details of the selected activity or To Do.

Each view allows every user to easily schedule and view their workload. Users can tell at a glance what needs to be done, what has been done, and what should have already been done. Reconfiguring the Activity Manager is accomplished with the tools on the Activity Manager toolbar.

In addition to the standard calendar views, you can browse through a list of all activities and To-dos sorted by date. From the Browse list, you can edit any item or go to the calendar page for its due date.






The Activity Manager in Week View

Figure 1. The Activity Manager in Week View      


Each calendar view has been designed to give you all the information you need to plan your day, week, or month.

Full-Featured Schedule Maintenance

  • Set Reminders (Alarms) for each Activity. The Alarm program provides a pop-up when an alarm is due-even when TeleMagic is not open! A single click takes you to the activity, launching TeleMagic if necessary.
  • Easy maintenance: Activities and To-Do's can be completed by one simple mouse click.
  • Drag-and-drop organization. Change Activity times and To-Do priorities. Make a To-do into an Activity or change an Activity to a To-do
  • Built-in activity archive allows filtered groups of activities to be stored for batch processing or deletion.
  • Use the Detail view to see full activity details with a simple click of the mouse.
  • Easily edit activities by double-clicking them.
  • Grant access to your calendar to other users and control the amount of access each user receives.
  • Schedule Activities and To-do's for another user. Availability checking and conflict notification will help you determine when the user is free.
  • Notification for activities assigned to you with a rejection or reassignment options. Easy access to lists of activities you have created for other users and other users have created for you.
  • Incomplete Activities can be automatically rolled over to another day or reassigned to another user.

Time, Productivity, and History Tracking Made Easy

  • Generate system Activities for calls, documents, and faxes. Completed calls, linked documents, and sent faxes get recorded as completed Activities. Users can instantly view a history list of each call, document, and fax linked to each and every contact record in the database.
  • Extended activities (such as projects, vacations, or holidays) can be scheduled for individual users or globally for all users.
  • Schedule Activities for groups of users. Effortlessly assign teams and leaders for each group. Manage Resources such as conference rooms and equipment. Create a list of resources and assign times when they are being used and when they are available for use. If a scheduling conflict exists, users will be notified immediately.
  • Automatically update the scheduled time based on availability of users and resources.

Allocating resources, assigning multiple users to activities, linking activities to contacts, and scheduling recurring activities are all accomplished through the intuitive user interface.

The Pending Activity List (available from the Contact Manager) provides a direct link to the Activity Manager. Users can also use the Pending Activity List to track their daily progress.

  • Recalls (callbacks) can be created for a single contact or for all contacts in a filter. When assigning multiple recalls, you have complete control over how they are distributed to users.
  • Included Activity Reports simplify time management and productivity tracking.
  • Link Activities to Contact records. Include contact information with the user's custom Activity comments. Access contact information from anywhere the activity can be accessed.

Display up to four different calendar views at the same time. Display multiple copies of the same view showing different dates. There are 8 configurations and 5 different views available.

 

The Message Taker

TeleMagic's Message Taker is modeled on the phone message pads that have been in use in offices for many years. TeleMagic's Message Taker offers a number of advantages over these specialized notepads. Like the paper notepads, TeleMagic's Message Taker has a number of fields available for general information, like the caller's name and phone number. Most of these fields are optional, as they are on the paper notepads. Unlike paper notepads, TeleMagic's Message Taker is addressed by selecting the user from a drop-down list.

The Message Taker fills in the date and time fields automatically, and can accommodate messages of almost any length. Message Taker delivers the message for you, can page the recipient to let them know they have a message, and notify the sender that the message has been received. They are always legible, work with TeleMagic's Spell Check feature, and never get lost. They can be password protected, linked to contact records, and you'll never run out of them. Open the Message Taker by selecting Message Taker from the Office menu. Click the Create New Message button to begin editing the message.

The Message Taker

 

The Notebook

The Notebook provides you with a secure means of jotting down notes, ideas, or any other sorts of information that you may want to save for future reference. One possible use would be a list of product codes that you need to access quickly. You might also use it to record ideas for new products and slogans that occur to you while on the phone with your clients.

Notebook notes can be either Personal or Database. You can think of it as two different notebooks: one that anyone with access to the database can access, the other that only you can open. RTF controls are available for you to format the appearance of your notes.

The Notebook in Edit Mode

The notebook provides you with two indexes: Note ID and Description. This way, you can find, for example, the correct list or idea by using "product list", "marketing ideas", and so forth as your Note ID and indexing on the ID. There is also a browse view available from the Notebook toolbar that allows you to see your notes in table format. If you know the ID or Description, you can use the Go To Note feature by clicking the Go To Note button on the Notebook's toolbar.

To open the Notebook, select Notebook from the Office menu. In addition to using the browse and Go To features, you can scroll through your records using the arrow icons on the four corners of the Notebook. (If you are on the first or last record, two of the arrows icons will not be available.) To add a record, click the Add button. To edit an existing record, go to the record and click the Edit button.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 2. Allocating resources, assigning multiple users to activities, linking activities to contacts, and scheduling recurring activities are all accomplished through the intuitive user interface.

 

 

 

 

 

 

 

 

 

 

 

Figure 3. Display up to four different calendar views at the same time. Display multiple copies of the same view showing different dates. There are 8 configurations and 5 different views available.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 4. The Message Taker

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 5. The Notebook in Edit Mode

  For more information
Call: 1 888 TELEMAGIC
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