Activities

Activities record a call, email, meeting, task or note with a subject, owner and due date. They can point to the related client and contact, and keep an outcome and completion date. The activity list lets a photographer work through follow-up without turning the opportunity stage into a substitute for actual contact.

• Assign. Assign each open activity to the employee responsible for the next response.
• Use. Use a due date and subject that state what will happen.
• Complete. Complete the activity with an outcome before adding the next task.

Agree when a conversation deserves a logged activity and who closes it. Decide how calls and meetings are recorded when more than one employee attends. Keep customer details in the client and contact records, while the activity captures the time-bound action. An overdue list is useful only when owners update completed work promptly and reschedule work the customer has deferred.

Photographer and Sales Coordinator should agree when a call, email, meeting or task is complete. Use the due date for the next action and the outcome for what actually happened; moving the opportunity stage alone does not close an activity. For a deferred customer reply, create a new dated task instead of leaving the completed call open. Studio Manager should review overdue open work by owner and check that cancelled work has a clear replacement when follow-up is still needed.

A customer asks whether an album can be added to a portrait session. The photographer logs a call for Thursday, names the customer contact and writes the subject as an album-options discussion. After the call, the owner records the outcome, completes the activity and creates the next task to send a revised quote. The studio manager can then distinguish a genuinely idle pursuit from one that has a dated customer response pending.

Open the Thursday call and confirm its client, contact, owner and due date. After the conversation, Photographer records the outcome and completion date, then creates a task to send the revised offer. Sales Coordinator checks that the task points to the same customer. Studio Manager reviews Follow-up Due for open work whose due date has passed. If the customer postpones, the owner records a new due date and keeps the customer request traceable through the activity history.

• Follow-up Due — Dated activities requiring an owner’s attention.
• My Open Opportunities — The linked opportunity list used before a customer call.

See the connected process and implementation for the first rehearsal.