CRM FOR MEDIATORS
Set up for your practice and taught until you can run it yourself
Most mediators I know keep their practice in some combination of a calendar, an email inbox, and memory. It works until it doesn’t — until the attorney who used you two years ago books someone else because nobody followed up, or you spend twenty minutes finding out whether you have a conflict.
A Client Relationship Manager (CRM) fixes that, by keeping track of your current and potential clients, making sure both become future clients. But buying one and being able to use one are different things, and the software companies are much better at helping you with the first than the second.
I’m a working mediator, so I understand your business. I set up your CRM based on how a mediation practice actually runs. Then I sit with you until you can run it without me.
Practice Review — $250
One hour on a screen share, and a written summary of what’s slowing you down. Credited in full toward the setup if you go ahead.
Set Up and Running — $2,400
Your CRM configured around your practice, your contacts brought over from wherever they live now, three one-on-one sessions, a written guide built from your own screen, and thirty days of questions by email or phone.
Mediators get booked by the people who remember them.
What I set up for you:
- Every attorney, adjuster, and assistant you’ve worked with in one place, brought over from wherever they live now — your calendar, your inbox, a spreadsheet
- A status on each one, so you can see at a glance who has used you, who refers you, who has only heard you speak, and who has asked not to be contacted
- Assistants linked to the attorneys they schedule for, because in a lot of firms the assistant is the one who actually picks from the list
- Your email and calendar connected, where the setup allows it, so mediations and correspondence attach themselves to the right person automatically
- Reminders that surface the people you haven’t spoken to in a while, before they book someone else
- A place to log every mediation and conversation as it happens, and the habit of doing it
How it works
- The review. An hour on a screen share. I look at how you’re running things now and send you a written summary of what I’d change and why. If you stop there, you still have the summary.
- I build it. You send me your contacts in whatever form they’re in — a spreadsheet, a contacts export, a list. I set the system up and load them before our first session, so you’re never staring at an empty screen. If your contacts aren’t in a file anywhere, I build the structure and you fill it in as you go, which is how most people learn the system, anyway.
- Three sessions. We work in your account, on your own contacts, at whatever pace you want. If something else in your setup is getting in the way, we use part of a session on that instead. Sessions are recorded if you’d like them to be, and I write you a guide from your screen rather than handing you a manual.
- Thirty days. Anything you forget, you call or email. No meter running.
Questions mediators ask me
I’m not good with computers. Is this going to work?
Yes, and that describes most of the people I work with. I spent nineteen years teaching and earned a doctorate studying how people actually learn things. We go at your pace, we repeat whatever needs repeating, and nothing gets skipped because it seems obvious to me.
What if I forget it all after you leave?
That’s why the thirty days are included, and why I write the guide from your own screen rather than handing you a generic manual. You can record the sessions too. Most people find that between the guide and the recordings they don’t need to call, but the month is there if you do.
How long does it take?
Three sessions over three to four weeks, spaced so you can use the system in between. The spacing is deliberate — the learning happens between sessions, not during them.
Which CRM do you use?
I set most mediators up on Less Annoying CRM. (Yes, that’s its name.) It’s built for solo practitioners, it costs $15 a month, and its phone support is genuinely good on the days I’m not around. If you already have something else and it’s working, I’ll teach you that instead.
Isn’t this what my case manager or my panel already does?
Those systems track your cases. This tracks your relationships — who has used you, who refers you, who heard you speak once and hasn’t booked you yet. Nobody is doing that for you, and it’s the part that determines whether the phone rings.
What if my problem isn’t really the CRM?
Then we work on whatever it actually is. Most of the practices I look at have something else going on too — a calendar that doesn’t sync, Zoom set up in a way that makes caucus harder than it needs to be, files nobody can find twice. The review will tell you what I found, and if it’s something I can fix inside our three sessions, I will. If it’s bigger than that, we will discuss options before we start, to make sure you are comfortable and ready to go.
Do you work with mediators outside Florida?
Everywhere. All of it happens over video conference, which is also how I mediate.
Book a Practice Review
For $250, I spend an hour with you learning how you currently use your software and provide a written summary you keep, whether or not you go further.
Credited in full if you move ahead with the setup.
Reschedule or cancel at least 24 hours ahead. Cancellations are refunded at 50%.
No refund inside 24 hours.
I receive a commission from Less Annoying CRM when someone I’ve set up stays a subscriber. I used it myself for years before I started recommending it, and I recommend it because it is the right fit for a solo or small mediation practice. I will tell you when it isn’t.