Call log template

Have you ever scribbled call notes so quickly you can’t read what you wrote the next day? Or worse—misplaced an entire sheet of notes you’d taken? We’ve been there, too. Call log templates can help.

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If you spend a lot of your day on the phone, you know how time-consuming taking—and keeping track of—call notes can be. From cold calling potential clients to following up on sales inquiries and building new client relationships, a lot of business is done over the phone, so it can feel like a huge setback if you misplace your notes (or can’t read your own handwriting!).

Luckily, call log templates can help. These duplicatable logs help you track your daily calls—including who you talked to and any action items that resulted from the conversation—so you never have to worry about losing track of your call notes again. 

What is call logging?

Call logging is the practice of recording incoming and outgoing phone call details in a call log. Typically, team members who conduct a lot of business over the phone, such as telemarketers or salespeople, use call logging. But any team that wants to keep a detailed record of communication can benefit from call logging. 

Usually, you’ll record the call’s origin, the date of the call, the call's start and end time, the purpose of the call, and any resulting notes or action items. That way, you know exactly what you talked about and what to do next.

What is a call log template?

A call log template is a reusable, templatized version of a call log. Call log templates serve as a framework for all your call logging. While the content of the call log template will change, the structure will stay the same, reducing the up front work of creating a call log for every use case or day. 

The best part? Creating an editable call log template in a project management tool eliminates the risk that you’ll misplace or misinterpret your call notes. Plus, using a digital call log lets you see important context—like the call’s purpose, next steps, and any other call-specific notes—at a glance. With a call log template, you’ll never wonder, “What did I mean by that?” again. 

With a digital call log template, you can:

  • See all of your call notes in one place

  • Keep track of call-related client information

  • Monitor call outcomes, such as how many cold calls convert to customers

  • View any action items that come out of calls, like which customers requested more information or require a follow-up

  • Enhance your client relationship management (CRM) practices

  • Attach relevant documents like Google Docs or Google Sheets to call notes

  • Build customer relationships and anticipate customer needs by reviewing call logs to see what clients often call and why 

  • Gain a better understanding of team performance and marketing campaign effectiveness by monitoring call details like call duration and conversion rate

Common types of call log templates

While any team looking to streamline and standardize their call logging and note-taking processes can benefit from call log templates, there are a few common use cases for call logs, including:

  • Sales call log template: Log information and outcomes related to sales calls, including the name and company of the prospective client, the call’s purpose, and if the potential customer requires a follow-up. 

  • Existing client call log template: Track incoming and outgoing calls to current clients to easily monitor and build customer relationships.  

  • Healthcare or patient call log template: Note patient information, such as the patient’s doctor, their symptoms, any instructions given, and if they need a follow-up from their physician. 

  • Daily or weekly call log template: Record your daily or weekly incoming and outgoing calls to monitor your client relationships or sales. 

  • Customer service or support call log template: Keep track of information about incoming support or service calls, including who initiated the call and the service needed.

What should you include in a call log template?

In order to get the most out of your call log template, make sure it includes important call- and client-specific information. Building out your template with tags for customer details and action items will reduce the time it takes you to record your calls’ most relevant information—so you can move on to more important tasks, like making a sale.

Here are a few things to include in your basic call log template:

  • The name of person receiving the call

  • The call recipient’s company 

  • The call recipient’s contact information

  • The date and time of the call

  • The duration of the call

  • The call’s purpose

  • If you need to follow up with the client

  • A space for call-specific notes or action items following the call

Integrated features

  • Custom fields. Custom fields are the best way to tag, sort, and filter work. Create unique custom fields for any information you need to track—from priority and status to email or phone number. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.

  • List View. List View is a grid-style view that makes it easy to see all of your project’s information at a glance. Like a to-do list or a spreadsheet, List View displays all of your tasks at once so you can not only see task titles and due dates, but also view any relevant custom fields like Priority, Status, or more. Unlock effortless collaboration by giving your entire team visibility into who’s doing what by when.

  • Automation. Automate manual work so your team spends less time on the busy work and more time on the tasks you hired them for. Rules in Asana function on a basis of triggers and actions—essentially “when X happens, do Y.” Use Rules to automatically assign work, adjust due dates, set custom fields, notify stakeholders, and more. From ad hoc automations to entire workflows, Rules gives your team time back for skilled and strategic work.

  • Subtasks. Sometimes a to-do is too big to capture in one task. If a task has more than one contributor, a broad due date, or stakeholders that need to review and approve before it can go live, subtasks can help. Subtasks are a powerful way to distribute work and split tasks into individual components—while keeping the small to-dos connected to the overarching context of the parent task. Break tasks into smaller components or capture the individual components of a multi-step process with subtasks.

Recommended apps

  • Dropbox. Attach files directly to tasks in Asana with the Dropbox file chooser, which is built into the Asana task pane.

  • Google Workplace. Attach files directly to tasks in Asana with the Google Workplace file chooser, which is built into the Asana task pane. Easily attach any My Drive file with just a few clicks.

  • Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox.

  • Slack. Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. Go from quick questions and action items to tasks with assignees and due dates. Easily capture work so requests and to-dos don’t get lost in Slack.

FAQs

Why do I need a call log template?

A call log template can help standardize your call logging process and give you quick, easy access to call notes. Whether you’re hoping to make a sale, build client relationships, or improve client management, call log templates can help.  

How do you use a call log template?

Start by building out your template with all the call details you want to keep track of—like the client name; the call’s date, time, and duration; and any important information, like the call purpose and summary notes. Once you've built your basic template, you can duplicate and reuse it. If you’re a project manager, you can also share the call log template with your team so everyone knows where they can log call notes.

Who should use a call log template?

Call log templates are most useful for small businesses in industries that do a lot of business by phone, like telemarketing, sales, home services, and IT. You can even create specific call log templates to fit your niche, like healthcare call log templates and customer service call log templates. If you’re not in one of these industries, call log templates can still be a useful way to streamline your client communication and build client rapport

What are the benefits of using a call log template?

Call log templates create a standardized way for you—or your team—to keep track of call notes. When created in a digital project management tool, call logs are easily accessible, giving the entire team quick access to call-related details and activity. Since call logs help you track client-related information, they can also enhance your client relationships and help you improve your quality of service. Plus, unlike with written call notes, you can’t lose or misplace a digital call log template—a major bonus for those of us that need a little help getting organized.

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