How to create an effective annual calendar

We recommend that you create an annual calendar for your use of YoungCRM. This article will explain how to put together a great annual calendar for your organisation.

What is an annual calendar and why do you need it?

An annual calendar serves the purpose of creating a strategy for how your organisation meets its goals. It could be general goals or more specific goals for the whole organisation.

It's a good idea to create an annual calendar as it can help guiding the organisation towards its goals. When creating an annual calendar, you create some sub goals for each month or quarter as well. The annual calendar gives a great overview of what is going on during the year and who are responsible for the different tasks.

Create goals

Start by defining the general goals for the organisation's use of YoungCRM. What is it you want from the system and why did you decide to invest in it?

The goal can often be described in a sentence, and does not need to be measureable.

Create sub goals

By creating sub goals, it's easier to create an annual calendar and evaluate the organisation's performance on an ongoing basis. Think about which sub goals you would like the organisation to reach during the year and what is takes to reach them.

For instance, setup goals for each month or quarter.

Select target group

When using YoungCRM, it's important to make it clear which target groups you're focusing on. Start by adding the target groups to the table above and write a short description with characteristics for each target group.

When the target groups have been described, put some thought into what information you would like to collect about people in the target group. Start with the information needed to be able to divide people into these target groups in YoungCRM. On the basis of this, create some data fields that can collect this information.

Select data sources

When having decided on target groups, you should consider which types of data sources you'll be using. Where do you see/meet these different target groups? Is it on your website, digital medias, events or somewhere else?

After determining where you expect to "meet" your target group, you can start creating forms that people can use to sign up. The forms should be created on the basis of your target group, data sources and your goals.

In the table above, insert your target groups and the data sources you expect to be able to use to collect people from the target group with as well as the forms you would like them to sign up through. Remember that several target groups can be found in the same place and can sign up via the same forms.

Create automation flow

When a person register via a form, which emails should the person receive? This is an important question and is used to set up an automation flow that sends out emails to people who sign up via your forms.
Create a plan for the automation flow by indicating which types of emails should be created for each target group and form. Another important question is when and how often these emails should be sent out - Immediately after signing up, a month later or the like.

We recommend that at least an email receipt is created to your forms. Email receipts are sent out immediately after a person has registered to your system as a confirmation email for successfully registering.

A long-term automation flow should only be created where it makes sense. For instance in relation with newsletters, sign up to talent bank or people who have signed up to join your institution or work in your organisation. With such an automation flow, it's possible to send out information and material on an ongoing basis.

There is a host of opportunities, and the automation flow makes it possible to stay in touch with people without doing too much.

Marketing and service messages

Basically, there are two types of messages/emails that can be sent out via YoungCRM - Marketing and service messages.
Marketing messages are used to market the organisation, your products or promoting events to the target group. Service messages are more about informing the target group about your organisation or if you're open for applications or the like.

When creating your annual calendar, decide on which marketing and service messages you want to send to your target groups.
Next step is to divide these messages for each month of the year, in order to gain an overview of when the emails are to be sent. This can also be used to plan when newsletters or other messages should be sent out.

Overview

Insert your goals into the annual calendar and go over it. Ask yourself if you think you are able to reach your goals by following the annual calendar. If not, which changes should be made?

Who is responsible?

When it's time to carry out the plan, it's important to determine who is responsible for what part of the plan. Fill out the table above to see who covers what. In this way, any person can check the annual calendar and see what he/she has to do.

When the tasks have been allocated, it's important to make sure that people have the necessary knowledge of YoungCRM to perform these tasks. Perhaps some need more training than others. Who is going to train these people? If you cannot do this yourself, feel free to contact support@youngcrm.com to receive a more thorough introduction. You can also contact our support if you need assistance with creating the annual calendar.

Status

It's a great idea to review the annual calendar on an ongoing basis to make sure that what you have planned still works out. By reviewing the annual calendar on a monthly basis or twice a year, you can make changes before it's too late.

Evaluation

When the year has passed, it's time to evaluate your annual calendar. Did you meet your goals? If not, you should analyse and figure out why you didn't succeed. This is useful knowledge for creating the next annual calendar as you can see what worked well and what needs improvement.

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