Phone messages The TARGET Sales Management System provides a special function for taking and reading phone messages (and similar reminders) that apply to a prospect. Messages sent this way become a part of the permanent record for the prospect; the method also makes it easier to send the message and especially easier to return the call. Taking a message To take a phone message that applies to a prospect, start on the Prospect Tracking (F4) screen with the appropriate prospect selected. If necessary, add the prospect using Prospect Maintenance (F3) first; in fact, it's a good idea to check the F3 data with the caller to make sure the telephone number is correct in the TARGET system. In F4, use the M<essage> command shown among the choices at the bottom of the screen. The date and your initials are filled in automatically. Put the necessary message text into the two tracking lines. Note that it is not necessary to include company or phone data; you may want to include a contact name if it is not the #1 contact shown at the top right of the F4 screen. When you have completed entering the message text, hit F2 to store the data. A new data box "Send to:" will appear below the row of ----. Enter the Memos address (username) of the person to whom you wish to send the message and ENTER. Reading a message It is important that you always enter the Memos system by using the F13 (or shift-F3) key from the Sales system. If you enter Memos from the main menu, this will not work. Read the message as usual. If it was sent from TARGET and you have entered Memos using the function key, you will see a new choice T<arget> at the bottom of the screen. Select this by typing the letter T, then answer the question about deleting the message. You will now be put into Prospect Tracking (F4) with the proper prospect already selected. Just hit ENTER to bring up the current tracking records; your phone message will probably be at the bottom of the display. One other idea One of our users who has been doing this for years has developed the technique of having everybody who enters a phone message change the initials to FONE on every message. Although this makes it impossible to tell who sent the message unless this is included in the message text, it has the advantage of providing a way of printing all phone messages for any range of dates using the Sales Manager report and specifying initials of FONE. Back