Did you skip our previous cycle prep post because, well, you don’t use Slate? We figured as much (seriously, who has time to read things that aren’t applicable?), which is why we’re back with an updated, CRM agnostic guide to cycle prep! Why? Because it doesn’t matter which CRM your office uses — they all need to be reviewed and cleaned up on an annual basis to help ensure a smooth transition to the next recruitment cycle.
Ready to dive in? Let’s do it 💪
Understanding the Cycle Prep Process
Cycle prep isn’t just an update; it’s a strategic opportunity to enhance your system ahead of the next admissions cycle. This period of summer calm is a chance to audit your processes, implement improvements, and chart a course for the next round of applicants, parents, influencers, and more.
Collaborative Effort for Comprehensive Improvement
True cycle prep excellence comes from collaboration. Encourage contributions from every corner of your team to surface new ideas and identify pain points in your current setup. Teams can include:
- Planners and Strategists
Include your Element451 Pros, Salesforce Admins, and members of your Operations and Marketing teams. This group will make intentional and strategic decisions, and drive the outcome of your cycle prep. - Stress Testers
Leverage your student workers, counselors, tour guides, admissions representatives, and coaches. They use your CRM regularly and will have great ideas on how to improve things. (Seek some Gen Z input here!) - External Insights
Don’t forget that students and parents are stakeholders, too. Their impressions are key to your success. What changes can you make that will drive value for them?
Timeline: Proactive Planning for Pivotal Changes
Cycle prep typically runs from summer to early fall, but tailor it to suit your institution’s unique rhythm. When planning your cycle prep schedule, weigh what changes are necessary for the upcoming admissions cycle against all wish-list items you have in mind. This will allow your team to focus on necessary updates and projects first, then aim for nonessential improvements as time permits.
Be sure to start small, as small steps will lead to big wins. Here’s a timeline we find helpful:
Strategize and Prioritize
Make a wish list of all the components you want to see enhanced or built across your CRM. From there, estimate the difficulty and duration of each project, then prioritize what should be completed first.
Build and Update
Get started on updating existing components and, if your timeline permits, build out new functionality that will strategically improve your team’s processes.
Test and Refine
Before you go live, rigorously test all updates and new builds with your whole team. If you have a test environment, make sure to take advantage of it to check every nook and cranny.
Go Live
Solidify updates, enable new functionalities, and celebrate your team’s successes.
Key Areas for Cycle Upkeep and Innovation
Start with necessary updates that are crucial to your upcoming cycle. There’s a whole lot to consider, so our team has created a checklist to help you strategize:
Annual CRM Upkeep
Perform these tasks to get ready for the upcoming cycle.
| Item | Difficulty | ✅ |
|---|---|---|
| Update Counselor Assignment Automations | 🔥🔥🔥 | |
| Audit Material & Checklist Items | 🔥🔥🔥🔥 | |
| Update Decision Letters | 🔥🔥 | |
| Review Document Import Processes | 🔥🔥🔥 | |
| Review & Minimize Duplicate Records | 🔥🔥🔥🔥 |
Application Prep
Maintain a top-notch application.
| Item | Difficulty | ✅ |
|---|---|---|
| Update Term Start Dates & Structure | 🔥 | |
| Update Application Forms | 🔥🔥🔥🔥 | |
| Streamline Application Questions | 🔥🔥 | |
| Application Portal/Microsite Updates & Additions | 🔥🔥🔥🔥 | |
| Application Testing | 🔥🔥🔥 | |
| Review Application Review Processes | 🔥🔥 | |
| Move Defers Forward | 🔥 | |
| Withdraw Old Applications | 🔥 | |
| Updates to Third-Party Applications | 🔥🔥🔥🔥 |
Data Hygiene
Crucial items for maintaining queries, reports, and overall database health.
| Item | Difficulty | ✅ |
|---|---|---|
| Updated Queries/Segments/Reports | 🔥🔥🔥 | |
| Turn Over Scheduled Exports & Reports | 🔥🔥 | |
| Review & Test Integrations | 🔥🔥🔥🔥 | |
| Automate Existing Imports | 🔥🔥🔥 | |
| Update Mappings on Imports | 🔥🔥 | |
| Audit Custom Fields | 🔥🔥🔥 | |
| Troubleshoot Automation Errors | 🔥🔥🔥 | |
| Modernize Existing Exports | 🔥🔥🔥🔥 |
In-Depth Review
Identify next steps and mark them complete.
| Item | Difficulty | ✅ |
|---|---|---|
| Update High School Contacts | 🔥 | |
| Audit Automation Performance | 🔥🔥🔥 | |
| Audit Telecommunication Settings | 🔥🔥 | |
| Web Analytics Review | 🔥🔥🔥 | |
| Review Lead Generation Sources | 🔥🔥 | |
| Create New Event Forms and Pages | 🔥🔥🔥 | |
| Update Current Event Forms | 🔥🔥 |
Mailing Campaigns
Enhance your communications.
| Item | Difficulty | ✅ |
|---|---|---|
| Review Scheduled Campaigns | 🔥🔥🔥 | |
| Update Email Template Updates | 🔥🔥 | |
| Update Recipient Lists | 🔥🔥🔥 | |
| Personalize Campaign Language | 🔥 |
User Permissions
Confirm all Slate users are seeing what they need to see.
| Item | Difficulty | ✅ |
|---|---|---|
| User Security Audit and Cleanup | 🔥 | |
| Create New User Accounts | 🔥🔥 |
Proactive Measures
These additional steps will help you make big gains.
| Item | Difficulty | ✅ |
|---|---|---|
| Enable New Features | 🔥🔥 | |
| Enhance Application Review Procedures | 🔥🔥🔥 | |
| Hire Spark451 to Help | 🙌 |
Reach for the Stars with Spark451
We want to see you succeed! When you’re ready to take your CRM to the next level, reach out to the enrollment marketing and CRM pros at Spark451. Together we’ll make sure you’re getting the most out of your most powerful tool!
Interested in learning more about the different ways Spark451 can support your CRM efforts? Check out our SparkAssist service, which offers customizable packages to fit your needs!