If you’re running a B2B team, you know that tracking customer interactions isn’t just “nice to have”—it’s the only way to make sure nothing falls through the cracks. But getting your whole team to actually use a CRM or shared inbox? That’s the hard part. This guide is for teams who want to use Rogerroger to wrangle all those emails, calls, and notes into something you can actually work with—without drowning in busywork or buying into hype.
Let’s get real: there’s no “magic button.” But if you follow these steps, you’ll have a system that’s practical, not painful, and that actually helps your team deliver better service.
1. Get Your House in Order: Set Up Rogerroger for Real-World Use
Don’t just sign up, invite the team, and hope for the best. Take 30 minutes to get Rogerroger working for your team—not just whatever the default is.
Here’s what matters:
- Decide on one inbox (or a few, if you really need them). Most B2B teams do best with a single shared inbox for support or client requests.
- Add everyone who needs to see customer messages. Don’t overthink roles at first—you can tweak later.
- Turn off the features you don’t need. If you’re not using automations or integrations yet, skip them. Complexity is the enemy of adoption.
- Set up your basic tags or folders. Think: “Sales,” “Support,” “Billing”—whatever fits your workflow. Don’t go wild with 20 categories.
- Connect your email. Rogerroger works best when it’s pulling in customer emails automatically. Follow the prompts for Gmail, Outlook, or IMAP. If this step is a pain, get IT to help once, not every time.
Pro tip: If you’re migrating from another tool (like Zendesk or a different shared inbox), don’t try to import everything. Start fresh, and pull in info only as you need it.
2. Map Out What You Actually Want to Track
Here’s the trap: trying to track every little thing just because you can. Instead, decide what your team actually needs to know.
For most B2B teams, focus on:
- Every touchpoint: Email, call, meeting, chat—if it moves the customer relationship forward, log it.
- Key contacts: Who’s the main person at each client? Who else pops in?
- Open issues/tasks: What’s in progress, waiting, or done?
- Notes and outcomes: Did the call go well? Was a promise made? Quick notes help later.
Think about what questions you get asked all the time:
- “Did we follow up with Acme last week?”
- “What did they say in their last call?”
- “Who’s handling renewal for this account?”
If your system can answer those without anyone digging through their inbox, you’re on the right track.
Ignore: Tracking social media DMs, website analytics, or random “engagement” metrics—unless they really matter to your process. Don’t let the software lure you into busywork.
3. Decide How You’ll Log Customer Interactions
Rogerroger is strongest as a shared email inbox and lightweight task tracker. Here’s how most B2B teams get the most out of it:
A. Emails
- Automatic: Any email that comes to the shared inbox is logged. You don’t need to do anything special.
- To log outbound emails: Reply or compose from within Rogerroger. That way, all context stays in one place.
- CCs and forwards: If someone emails a client from their own address, CC the shared inbox. It’s old-school, but it works.
B. Calls and Meetings
Rogerroger isn’t a phone system or a meeting recorder. That’s fine; you don’t need it to be.
- After a call or meeting: Add a quick note to the relevant conversation or task. Summarize the call, note any promises, and tag the right people.
- Keep it short: Don’t write essays. One or two lines is enough: “Called Jane at Acme re: renewal—she’s waiting on pricing doc.”
C. Tasks and Follow-Ups
- Turn emails into tasks: If an email needs action, turn it into a task. Assign it, add a due date if needed, and move on. Don’t make a task for every message—just the ones that actually need follow-up.
- Track progress: Mark tasks as done, snooze them, or assign to someone else. Simple is better.
D. Extra Info (Attachments, Docs, etc.)
- Attach files directly to the conversation or task. Don’t keep docs in three places.
- Link out if you must: If your docs live in Google Drive, just paste the link and move on.
4. Set Up a Simple Tagging or Folder System (But Don’t Overdo It)
Everyone loves to create tags. Everyone hates to use them. Here’s what actually works:
- Start with 3–5 tags or folders. For example: “New Lead,” “Active Client,” “Billing Issue,” “Waiting on Client,” “Closed.”
- Agree on what each tag means. Write it down in a shared doc. If people argue, that means it’s not clear enough.
- Don’t create tags for every customer. That’s what search is for.
- Review tags once a quarter. Delete the ones nobody uses.
Pro tip: If you need to break down customers by region, product, or account manager, use tags sparingly. Don’t create a tag for every possible combination—just what you’ll actually use to filter or report.
5. Train the Team—Without Boring Them to Death
This is where most tracking efforts fail: nobody wants to learn a new tool. Make it as painless as possible.
- Do a 20-minute walkthrough. Show how to find messages, log notes, and assign tasks. Skip the advanced bells and whistles.
- Make a one-page cheat sheet. List the three things everyone must do (e.g., “Always reply via Rogerroger,” “Tag as ‘Waiting’ if you need a response,” etc.).
- Lead by example. Managers or power users should use the tool the right way. People mimic what they see.
- Call out wins. If someone saves a deal or solves a customer pain because everything was tracked, mention it in the next team meeting.
Ignore: Long video trainings, endless Slack reminders, or punishing people for doing it wrong at first. People will figure it out faster with a little patience and some real examples.
6. Review and Improve—But Don’t Change Everything Every Week
Once you’re a few weeks in, take stock. What’s actually working? What’s ignored? Here’s how to keep things useful:
- Ask the team: What’s easy? What’s a pain? Don’t settle for “it’s fine”—dig for real feedback.
- Check the data: Are interactions being logged? Are tasks falling through the cracks? If yes, tweak the process—not just the software.
- Prune unused stuff: Kill off tags, folders, or steps that aren’t helping.
- Don’t chase every new feature. Rogerroger (like every SaaS tool) will keep adding stuff. Only use what makes your life easier.
Pro tip: Set a calendar reminder to do a 15-minute review every month. Tweak as needed, then get back to work.
7. What to Watch Out For (Common Pitfalls)
- Trying to track everything. You’ll drown in noise. Focus on what matters.
- Letting the system get stale. If it’s not updated, it’s not helpful. Make updating part of the routine.
- Treating Rogerroger as a database, not a workspace. The value is in the daily workflow, not in perfect historical records.
- Expecting the tool to fix broken processes. If your team doesn’t communicate or follow up, no tool will save you. Use Rogerroger to support good habits, not replace them.
Keep It Simple, Iterate, and Actually Use It
You don’t need a CRM consultant or a 100-page process doc. Start simple. Get your team using Rogerroger for the basics: tracking emails, logging calls, and keeping notes in one place. Ignore the hype and focus on what actually helps your customers and your team.
Iterate as you go. The best tracking system is the one your team actually uses—so keep it simple, make it useful, and don’t be afraid to tweak things if they aren’t working. The software’s only as good as the habits you build around it.