Mondo

Act! puts it all in one database. Then, you use fields to segment the database between leads and customers. It's easier to setup, but the drawback for some is the database gets clogged with dead weight, and there isn't an easy way to archive it unless it's deleted.

Zoho dedicates a module to leads. This way, you can keep stuff separated until it's a qualified lead and use different workflows or blueprints to ensure this data gets its own rules. The disadvantage is you must customize an additional set of fields and map out a lead conversion process.

History and Notes Management

Act! puts it all in the history table. Whether it's a phone call completed, e-mail sent, a meeting held or an opportunity updated Act! records in one place to make it easy everything that happened with the contact.

Zoho separates e-mails from completed events. Zoho's advantage here is you can easily relate an event to either a lead, contact, opportunity or an account. The Zoho drawback is it's not easy to pull a report of e-mails sent by user over a timeframe.

Account Centric vs. Contact Centric

Act! sees the core relationship with a person first; then, it has options to connect people to accounts (Companies in Act! parlance). The disadvantage here is if you work with several contacts at one account, you need a process to designate the primary contact and main account details.

Zoho sees the world "account first" then you add multiple contacts against it. This model suits the b2b account-centric sales model where the accounts' contacts are more transient. It's also easier to manage opportunities against the account rather than one more contacts. The disadvantage here is you need a process to automate copying data from the account level to the contacts so target mailings are done correctly.

Reports

Act! offers a banded contact report writer, so it's easier to make reports that reflect the "Crystal Reports" era of report writing. If you wanted to see contacts, opportunities, notes and activities on one printed page, Act! makes it easier.
Act! uses a built in report writer, and you can extract most list views to Excel. For complex reporting, we work with third party tools for optimal business insight.
Act! offers a customizable label template.

Zoho CRM offers a built report writer to build list views and charts. Advanced users can easily tie Zoho CRM to Zoho Analytics to report against multiple data sources simultaneously such as Zoho CRM + Zoho Books.
The Zoho CRM report writer doesn't require any scripting knowledge to create reports.

E-mail Management

Act! can make e-mail part of the Act! history table. Great for the rolodex model of CRM where every conversation is easily documented and reportable in one table. It cannot retrofit emails from the past automatically. We field tech support problems because Act! needs to keep up with more changes in Microsoft technology or work with local desktop security policies. If you need to run reports against the number of emails managed as a report metric, Act! has the upper hand versus Zoho as well.

Zoho uses IMAP integration to make hyperlinks to the original email messages. This simplifies the integration, and it will easily go back to all emails from your sent items or inbox. We have fewer tech support problems, but it's harder to do a report against e-mails if your metrics are measured against the quantity of e-mails sent and received.

Data structure

Act! over Zoho

Act! offers a "tag" mode to easily hand pick a lookup and an "edit mode" where inline editing of a list of contacts is done in one step.

Zoho over Act!

Zoho ensures data remains structured. For instance, a text field can be a free-form text field, single pick list or multi-select pick list (not all 3). When it's a single pick list, this allows Zoho to make proper workflows for business process mapping and automating workflows.

Calendar Management

Act! requires every activity to be assigned a contact, or the user's record.
The calendar can be configured to show tasks, meetings, calls and custom activities on the calendar.
Color codes are available.
Each activity offers a privacy option.
The Act! calendar allows you to manually clear meetings when done and add a line through the meeting to visualize what's been completed.

Zoho doesn't require an activity to be assigned against a contact, which emulates behavior similar to Outlook or Google calendars.\
Meetings are automatically considered completed after the event date passes.
Zoho calendar easily imports and exports .ics (calendar invite) files.

Integrations

Act! for Windows offers an extensive library of third party addons since 2005.
Act! for Web works with Zapier and third party addons.
It's imperative to check whether an Act! for Windows addon offers an Act! for Web equivalent before migrations take place.
Act! Advantage offers these features without addons like Act! for Windows or self-hosted Act! installation would require.
- Online appointment scheduling
- Web lead capture forms
- E-Mail list verification
- URL shortener
- Online surveys
- Online custom portal
- Project management
- Website chat
- Accounting Link (QBO)

Zoho CRM works with 40+ Zoho applications within the Zoho One ecosystem.
Zoho CRM works with Zoom without paying for additional fees.
Zoho CRM works with Zapier.
Zoho CRM works with their own scripting language (Deluge) to write additional custom functions.
Zoho CRM offers hundreds of free and paid extensions written by third party developers in their Marketplace.

Conclusion

To compare Act! vs. Zoho just listing feature checkbox charts and pricing isn’t enough to know which product is better for your business. Occasionally, we teach our Act! clients a new feature, revise a process or buy an addon to solve a problem rather than upgrading the whole system.

In conclusion, before make any changes we offer a complementary discovery call using our unique approach to see if we can help you leverage your current Act! installation before you commit time and treasure to changing CRM systems.

Why Collaboration Still Beats Competition

I used the following prompt in Bing’s AI Image creator. “For a power point slide, I need a thank you image citing the United States and United Kingdom working together”

In the world of CRM consulting, collaboration has always been our secret weapon.

Back in the ACT! Certified Consultant program, there was an unwritten rule: don’t compete with each other. Instead, we shared ideas, jumped in to help on tricky projects, and built lasting partnerships. From 2002 until 2019, we regularly attended an Act! Certified Consultant conference. I’d say 90% of the ROI was networking with the other consultants to help each other grow our respective practices.

One of the most important relationships that came from that era is my ongoing collaboration with Vivek Gargav of Caldere Associates. For over ten years, we’ve partnered across continents and industries, proving time and again that collaboration creates better outcomes than cutthroat competition.

Export Notes from Act!

How to Export Notes from Act!
(Hint: You cannot do this within the native program)

Infographic showing data export process from Act! CRM to Excel/CSV – a common step before switching to Act! CRM alternatives.

In case you are looking go at it alone or with your I.T. contractor, you can export some of the data, but not all the data out of Act!. For instance, the contact list view doesn’t export the unique IDs so notes, history, opportunities or the calendar won’t connect back to the correct contacts when you import them into another CRM or an ERP. For instance, if you employ a native tool such as the ACTREADER, SQL Studio or ODBC connection, these programs cannot strip out the RTF/HTML code formats as shown here. Our service can export the notes from Act! into a CSV format along with the unique IDs.

Sources:

Act! knowledgebase answer: "Can I export Act! notes to Excel?"
Act! knowledgebase answer: "What can I export from Act! ?"

For current Act! users, here are a couple ideas.

If you are trying to get more than what the standard reports provide while you want to remain in Act!, we recommend and implement Keystroke Dash . Then, you can export on the notes, history or opportunity tables and add additional fields to the reports standard Act! doesn’t provide.

Moreover, you can create dashboards, charts or lists with Keystroke Dash. Overall, we find it very easy to train people on this program and it offers extensive customization.

We also support Microsoft Power BI, where you can combine Act! with other data sources to gain additional insight into the business. As an illustration, check out our case study.

Options:

Keystroke Dash is $150/PC.
Power BI with Act! (Fees vary by project).

We offer alternatives to Act!, and we convert the data.

Check out our approach.

MondoCRM is platform agnostic, which means we aren’t tied to one CRM’s limits, and we can weigh a couple options.

Additional Platforms:

WiredContact (Easiest to convert from Act!).
Zoho CRM
Zoho Bigin
Benchmark One

If your CRM or ERP isn't listed here, we can still help.

Photo by Kevin Ku from Pexels

We offer the Act! database export service, so you can take the spreadsheets to your consultant so they can do the import. We have done this for companies in the US, UK and Israel moving to Salesforce, Hubspot, or other industry specific ERP or CRM systems. If you have additional questions before migrating systems, check out our guide to leaving Act! CRM.

How We Work

Contact us to review your current situation and timeline.
Give us a backup of your Act! database.
We'll send you a sample set of 100 records from your database.
If you like it, we'll finish the export.
We'll email you a link to download the ZIP file for the rest of the data after the invoice is paid.

Fee:

Budget $700.00 (£565.00 + VAT) per database.

Luddite No More: Susan & Scot Westwater on Voice Search, AI, and Building Better Brands

Episode 9

Voice Search & AI: Insights from Susan & Scot Westwater on Building Brands and Boosting Inbound Marketing

In this episode, Mark & Cynthia take on the role of the inquisitive luddite, exploring the realms of Voice Marketing, AI-powered content creation, and their profound impact on businesses.

️ Join us for captivating conversations with our expert guests:

Susan & Scot Westwater of Pragmatic.Digital: Discover the future of marketing with voice search technology and conversational AI. Susan and Scot unveil insights from their new book on Voice Marketing, shedding light on how businesses can leverage these innovative tools to engage customers and stay ahead of the curve.
Vivek Gargav of Caldere Associates: Explore the power of AI in content marketing as Vivek shares his remarkable success story. Learn how he harnessed ChatGPT and other AI tools to achieve a remarkable 400% ROI over just six months. Vivek’s experience provides actionable takeaways for businesses aiming to boost their content strategy’s effectiveness.
Practical AI Solutions for Small Businesses: Susan and Scot share invaluable insights into using AI tools like Bard and Google My Business. Learn how even small businesses with shoestring budgets can create a competitive advantage by harnessing AI’s capabilities. Uncover strategies that can propel your business forward in an increasingly digital world.

Key Takeaways

Voice Search Optimization for Small Businesses:
- Optimize Google My Business profiles to answer customer questions and enhance discoverability.
- Examples include local pest control businesses increasing inbound calls exponentially by refining their listings.
Conversational AI for Brand Building:
- Leverage tools like ChatGPT and Bard to analyze content and identify top-of-funnel opportunities.
- Generate content based on high-impact keywords and customer FAQs to drive traffic and engagement.
Democratizing AI for Practical Use:
- Voice technology is increasingly accessible, aiding not only businesses but also underserved populations like the elderly or those with disabilities.
- Real-time translation and hands-free search are becoming standard, enhancing customer experiences globally.
Business Applications of AI and Voice:
- Generative AI tools can personalize marketing, improve sales strategies, and automate tasks such as content generation and analytics.
- Voice interfaces are evolving from simple commands to rich conversational experiences, enabling better engagement.

In This Episode

0:00 – Introduction: Mark Mondo sets the stage with his “luddite” perspective and introduces guests Susan & Scot Westwater and Vivek Gargav.
5:15 – Voice Technology’s Evolution: Susan & Scot share their journey into conversational AI and its transformative potential for businesses.
15:30 – Practical Use Cases: Examples of businesses succeeding with voice search and AI, including local optimization strategies.
30:00 – AI-Driven Content Strategies: Vivek explains how ChatGPT can be used for content analysis and strategy development.
45:00 – The Future of Voice Technology: Discussions on accessibility, inclusivity, and the role of voice in customer engagement.
55:00 – Closing Thoughts & Resources: Final tips for small businesses and upcoming speaking events.

Guest Bio

Vivek Gargav is the marketing director at Caldere Associates in Reading, England. As a Zoho certified expert, he enjoys working with SMEs to enhance their customer relationship management using Zoho CRM, Zoho Social, Zoho Campaigns, and Zoho Analytics. He’s our goto expert at MondoCRM when comes to learning anything about AI.

Susan Westwater advises the world’s most innovative brands that want to capitalize on the incredible opportunity Voice and conversational AI represent. Combining the strategic marketing and brand knowledge she gained from 25+ years at top tier agencies such as Leo Burnett and working in corporate, Susan helps clients expand their brands into conversational experiences to solve marketing and customer experience problems. Susan has presented and authored a number of talks, workshops, articles, research papers, and books focused on the role Voice, conversational AI, and other emerging technologies like the metaverse, play in marketing and business strategy. She is an organizer of the Women in Voice Chicago Chapter, Ambassador of the Open Voice Network, an instructor at the AI Academy for Marketers. Susan is co-author of Voice Strategy: Creating Useful and Usable Voice Experiences(which was a #1 Release on Amazon) and is a co-author of Voice Marketing (just released!)

Scot Westwater is the Co-Founder of Pragmatic Digital, a consultancy that partners with brands and their agencies to develop and implement conversational AI strategies that deliver tangible results. With expertise spanning various sectors, the Pragmatic team creates tailored solutions that cater to clients’ needs. Scot works closely with restaurant, retail, entertainment, and healthcare organizations to improve their marketing, customer experience, and operational efficiency. He leverages his 24+ years of design, UX, and digital strategy to create compelling conversational experiences for clients.

Scot co-wrote Voice Strategy: Creating Useful and Usable Voice Experiences with his wife, Susan, and is preparing to launch a new book, Voice Marketing, in September 2023. He has been a featured speaker at industry events such as SEM Rush World Marketing Day, Project Voice, VOICE Global, and VOICE22, and he enjoys giving guest lectures for master-level marketing and HCI classes. Scot also serves as an Ambassador for the Open Voice Network and as an instructor for the Marketing AI Institute.

Additional Resources

Pragmatic Digital: https://www.pragmatic.digital
Google My Business Guide: Google My Business Help
ChatGPT by OpenAI: https://openai.com/chatgpt
Bard by Google: https://bard.google.com
Voice and AI Conference Info: Voice & AI Conference
Caldere: https://www.caldere.com.

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Harmonizing Passions: From Teaching to Performing in the World of Music with Tina Pappademos

Episode 8

From Stage to Studio: Tina Pappademos’ Journey in Music and Teaching

Cynthia & I interview Tina Pappademos, a versatile freelance singer, piano teacher, and certified yoga instructor. In this episode, Tina shares her path from teaching in public schools to performing with the Chicago Symphony Chorus and finding innovative ways to thrive during the pandemic. With insights on managing rejection, navigating auditions, and balancing multiple passions, Tina’s story offers valuable lessons for performers, educators, and dreamers alike. Tune in for practical advice and heartfelt wisdom!

Key Takeaways

Entrepreneurial Parallels in Music: Musicians must market themselves, manage rejection, and diversify income streams, similar to entrepreneurs.
Adaptability and Resilience: The importance of staying grounded, learning from rejection, and adapting to challenges like the pandemic.
Lifelong Learning: Continual growth and practice are crucial for musicians and entrepreneurs alike.
Technology’s Dual Role: While it opens opportunities (e.g., remote teaching), it also disrupts traditional methods (e.g., Auto-Tune).
Networking is Vital: Strong connections in the music industry can lead to opportunities and stability.

In This Episode

00:00 - Introduction - Host introduces the theme and explains the focus on musicians as entrepreneurs.
03:00 - Introduction of Guests - Cynthia and Tina discuss how and why they became musicians.
06:30 - Cynthia’s Musical Journey - Cynthia shares her experiences transitioning from speech pathology to a career in classical music and nonprofit administration.
15:00 - The Audition Process & Rejection in Music - Discussion on how auditions compare to sales calls and the emotional toll of rejection in the music industry.
25:00 - Tina’s Musical and Teaching Journey - Tina recounts her background, from her Greek heritage to teaching and performing in various settings.
40:00 - COVID’s Impact on Musicians - Exploration of how the pandemic reshaped teaching and performing, with insights on technology’s role.
50:00 - Advice for Aspiring Musicians - Guests share pearls of wisdom for young musicians and the importance of lifelong learning.
57:00 - Closing Remarks and Resources - Wrap-up with details on how to access the show and where to listen to the podcast.

Guest Bio

Tina Pappademos is a freelance singer, accomplished piano teacher, and certified yoga instructor with a passion for blending artistry, education, and mindfulness. With experience performing in renowned ensembles like the Chicago Symphony Chorus and the Grant Park Chorus, she combines technical expertise with emotional insight. A dedicated educator, Tina mentors aspiring musicians by integrating mindfulness into her teaching, fostering both technical growth and personal well-being. Her journey highlights resilience, adaptability, and a lifelong commitment to creativity.

Additional Resources

Mentions:
- Mario Lanza’s Music: Wikipedia
- Renee Fleming: Official Website
- Chicago Symphony Orchestra Chorus: CSO Chorus
- Lyric Opera of Chicago: Lyric Opera

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