You have worked hard to configure your CRM for your business, and you are growing; congratulations! You've hired additional people, and they're all working hard. You're gathering new leads, companies, and opportunities. Your CRM is serving you well, but as you may have already experienced, things can get messy fast. There are tags everywhere. All the opportunities have different naming conventions, your sales pipeline has opportunities from 3 years ago, and let’s not even talk about lack of segmentation of your contact records. It can be overwhelming to clean up. This is why it is best if you have concise guidelines and processes in place to keep your CRM organized, no matter who is helping you.
No doubt you've heard the old saying, "Garbage in, garbage out." Well, this statement certainly applies when it comes to managing your business data. A messy CRM can hinder your business processes and engagement from your clients or potential clients. What is a better way to help with the clutter than to seek the help of a fellow business? Initiating a business-to-business relationship with Small Business CRM Coach will foster a deeper understanding of what your workplace truly needs when it comes to customer relationships.
If you're not ready, that's okay; I have compiled some helpful tips that will help you keep your CRM data sharp! With spring around the corner, there is no better time to try out these “housekeeping” tips below. It is essential to adopt this mindset and develop effective habits as you continue to grow.
Host a training session for your team.
Let's start by hosting a team meeting to talk about data quality in your CRM. Your team must understand the importance of data quality. They will be more engaged to help keep things tidy when they understand what the mess is an issue in the first place. Having quick and easy access to relevant data in your CRM will improve your team's customer service and their ability to do their job easily. Refining the data used to identify leads can help you identify your ideal clients/customers. You can start by discussing with your team what kind of data points are vital for your business's segmentation strategy. Once that's done, you can create a system of notes outlining the information that your team should capture during a sales cycle.
Host a training session to review the steps for adding new companies and contacts to your CRM. You want to ensure that everyone on your team is on the same page and using the same methods. During your training session with your team, you should review your sales pipeline and your marketing efforts and any naming schemas you have in place. This will help your team understand how new leads are entering your system and what happens once they're in the system? Do leads need to be reviewed/qualified by the marketing team, or does the sales team need to review/research them before reaching out?
Beware of duplicate contacts.
When manually adding contacts, it's essential to check whether the contact has already been added to the CRM. Duplicate information can quickly make a huge mess out of your CRM. It's easy to forget and can throw off all your analytics. Then dig a bit deeper into this topic. How do you handle duplicates in this scenario? Most CRM's have a function to search for and merge duplicate contacts. Be sure that you review the steps to merge duplicate contacts with your team.
What might help with efficiency?
What would help make your processes more efficient? Create email templates to share information about your company and tags that can be applied, adding contacts to your email list. Check-in with your team to see what could help make their steps easier. You want to have processes that ensure your clients or potential clients are receiving follow-ups so that they don't fall through the cracks. Don't forget to include a process to gather testimonials from clients who have been with your business for a while.
Spring clean once a year!
Remember to spring clean your CRM at least once a year. Use this opportunity to review all of your processes and evaluate how effective they are and what updates in technology are there to help make things better. Determine what you should keep and what you should get rid of. Explore new steps and strategies to keep engagement with your clients and potential clients high.
Are you interested in learning more? Reach out to Small Business CRM Coach for a consultation.