How can you be sure that your CRM data is clean? Start by following a few steps to make your CRM structured and seamless. Below we also include the procedure to maintain it.
#1 Delete or merge duplicate records
Removing duplicates is the first step in cleaning up your CRM database as a CRM platform owner. Duplicate entries occur for a variety of reasons, including several team members entering the same data on multiple days, importing data that doesn’t take into account existing items, or customers submitting data multiple times.
Duplicates must be deleted or merged with their existing equivalents, regardless of how they are entered into the system. However, the burden of manually detecting and removing duplicates when you have thousands of records is very difficult and impractical. Consider the following strategies:
- Use duplicate checker software to see if there are any duplicates. For example, Salesforce has a free tool to check for duplicates.
- Using case merge software like Case Merge Premium, not only looks for duplicates, but merges them all at once.
- Block copying from scratch in the future. Find out if your CRM offers its own ability to prevent duplicates at the entry point after you’ve removed existing duplicates. If this is the case, you can immediately prevent future duplication by notifying users when they try to enter one.
#2 Limit the number of admin users
Consider limiting the number of group members with full administrative rights in the system as part of an effort to reduce and avoid duplicate entries. According to the CIO, the number of administrators with full access to the system should be six, but this is only a guide.
The ideal amount for you will depend on the size of your company and the nature of your business. Always checking the admin count helps maintain your processes and can prevent unqualified team members from accidentally disabling the key duplication checker.
#3 Create a set of data entry best practices
When critical information is missing or documentation is inconsistent, data becomes a problem. In the future, you can make your CRM software much more efficient by setting up standard data entry processes.
Your duplicate checker will identify duplicates faster if the record is more comprehensive. Analyze the information you have collected.
Is there a clear, consistent set of rules and procedures for entering the following data points?
- Do you use an official name or are you allowed to use a nickname? Are all names capitalized?
- How do physical addresses become shortened?
- Do you delete the old address or keep it in the subfield if you get a new one? Users should link entries for people residing at the same address in the same household.
- Occupation title: Is the title written in full or abbreviated? A slight difference between the words “doctor” and “dr.” can lead to undetected double entry.
- Notes: What’s the best way for people to use the note field? If your company only uses this field for data that doesn’t match any other field, such as a customer’s preferred name, make sure everyone on the team knows this.
Once you’ve decided on your standards and practices, be sure to document them and make them available to all users who will have access to the CRM system.
#4 Create a maintenance schedule
You’re in great shape now, with copies processed, administrators properly selected, and adoption in place. Cleaning CRM, like most things, is not a set and forgotten task. Everything from weekly reviews of identified duplicates to quarterly checks to available CRM software upgrades are included in the maintenance process.
Take the time to remove bad records or regularly check for missing data, and consider using automated reminders or work assignments to make sure nothing slips through the hole. It’s also important to note that you should build a process in your CRM system to list out-of-date, obsolete, and inactive data.
Use CRM reporting capabilities to generate reports on your oldest records. Consider placing them on responsible team members’ dashboards or screens to remind them to process such data according to company policy.
#5 Create a ‘No Shortcut’ Rule
Some individuals are lazy when it comes to entering CRM data. They are simply distracted by other activities and do not complete the task at hand.
They can enter the name of the organization and phone number while moving between meetings or switching from one job to another, but ignore contact information. Maybe they want to double-check the contact’s name and postpone it for later. If this doesn’t happen, your company will start piling up a CRM full of incomplete records.
You will need the contact’s full name. You must include your phone number, email address, and any other information you feel consumers need to buy from your business. Recognize the dangers of using shortcuts with CRM data – and avoid them.
#6 Identify who is inactive
If someone looks at a CRM record and has to wonder, “How the hell did it get there?” that’s a good sign. You have a problem deleting data.
While most companies focus their efforts on finding consumers with the clearest indication of purchase intent, you must constantly filter out those who will never become customers.
If a customer or prospect hasn’t contacted you for months or even years, it’s time to find another contact or remove them from your CRM.
This often reveals that the reason you’re inactive is because you’ve been trying to get in touch with someone who’s long since quit. They may have moved to another department within the same company.
The company has been bought or merged with other companies many times. You may not have the correct contact information.
Clean CRM data is data you can rely on. This is data you can use to expand your business.
Most people will realize this. It’s simply intentionally making sure it’s there.
#7 Block access by robots
When consumers download an item like an e-book, marketing teams use forms to collect leads behind the scenes. These forms collect a lot of CRM data. However, such forms are not always filled out by real individuals.
Even if your IT staff is few, there are often simple solutions that can be used to prevent bots in your CRM.
This could include requiring someone to fill out a CAPTCHA before submitting a form, or just using a filter to exclude suspicious email addresses and domains.
final thought
Keeping your CRM data clean is everyone’s job, and the benefits of doing so include better understanding your customers and being able to interact with them effectively. If you need help getting started with your CRM data maintenance plan, contact us.
Categories: How to
Source: tiengtrunghaato.edu.vn