No business can succeed without using a proper customer relationship management (CRM) system. It's a collection of tools, technologies, techniques, and software that can help your sales and marketing item to determine, create, cultivate, and maintain healthy relationships with clientele. These systems can establish a smooth flow of communicating and outreaching to clients. They ultimately increase profits and make your teams more productive and efficient—boosting sales and general revenue. That is if you keep your CRM maintained and organized.
With that in mind, here are the best ways to keep customer data organized.
Run Regular Data Audits
Like most databases, a CRM system will likely get cluttered down the line with contact details that aren't complete, outdated, and filled with inactive leads. Although the information may look impressive in the system, it's inevitably useless. That's why to cut unnecessary details. It's best to conduct regular data audits, just like how you'd check database health SQL servers from time to time.
Doing this makes it easier for you to clean and maintain your CRM system, keeping only 'active' leads left in the database.
Enter Customer Data in Real-Time
The longer you enter customer information in your CRM system, the fewer details you'll likely remember. That's why it's best if you stay proactive and begin adding customer data in real-time, even if you have no other tasks to handle or divert your attention. To make sure customer data is accurate, current, and complete in your CRM system, encourage your team always to type in real-time information.
Capture Data Correctly
If customer data starts clean, you'll have a better chance of keeping it that way. So, make sure when capturing customers' details that the information is accurate and spelled correctly. You may also set up email validation tools to help ensure all the email addresses entered are correct. Moreover, incentivizing customers to give you the 'correct data' by giving them something valuable in return can ensure accuracy.
Use Data-Cleansing Software
You can buy data-cleansing software online and operate it or hire a tech company to do the hard work for you. This software can help you clean, correct, and eliminate duplicates from your CRM system, highlighting any errors, standardizing data formatting while validating email addresses. If you have a broad CRM database to maintain, using data-cleansing software can save you a lot of time while ensuring optimal organization.
Let Clients Make Updates
Giving customers or clients the chance to update their contact details on their accord can take some off your marketing and salespeople's manual workload. You can do this in several ways, including adding links in your email that directs users to an online portal to update their contact details, send out surveys with an incentive to include contact details at the end.
Sending these consumers directly with letters asking to get in touch if they change their details can also work. Doing this keeps your CRM regularly updated and organized.
Format Data Correctly Before Importing Contact List
It's common for salespeople to instantly import customer data gleaned from recent interactions with leads into the CRM system. Although it's a great idea to enter potential leads into their contact list while the details are fresh in their mind, doing this may lead to issues down the road, such as making it more challenging to maintain the CRM system. The most common way data is represented when imported into a CRM system is through excel spreadsheets.
Although excel spreadsheets often automatically read, convert and sync with CRM systems, they may exclude crucial data. To avoid this, you should 'correctly' set up your CRM and train your team to follow a uniform contact list format and the best ways to import data. Doing this can make your CRM system more transparent, understandable, accessible, and useful to people using the CRM.
Monitor Lead Sources
When you know where leads originate from, you can also engage with them more efficiently. Depending on how many details you get about your potential leads from the 'leads' sources, you can organize and prioritize these people more in your CRM system, increasing the chances of converting them into paying customers.
With an organized list of qualified leads entered into your CRM system, the more accurate and useful they are, making it easier to maintain customer data.
Following the regular implementation of CRM database maintenance can make your customer contact list accurate, current, and valuable for your sales team, giving them different ideas on improving revenue growth and keeping the business running. The strategies mentioned can help you keep customer data organized and uniform—boosting sales productivity and efficiency, ensuring long-term growth and success.