How to Use CRM to Organize Your Data

April 19, 2017
How to Use CRM to Organize Your Data

Wondering how to use CRM to organize your data?

Well, picture an over-stuffed, messy closet filled with junk–like outdated electronics and clothes you haven’t touched since 2003.

That is exactly what your data looks like if you aren’t using your CRM system to its optimal potential. Or you don’t have a CRM system at all.

So how do you use CRM to organize data? Like a messy closet, you start by cleaning it out.

Clear the Clutter

Depending on the size of your company or the kind of service that you provide, the type and amount of data that you have will vary. In any case, however, this data is something that will constantly be changing.

Let’s say you have 500 leads on record in an excel spreadsheet for one salesperson, and another 500 leads for another in a separate spreadsheet. Do you have any accountability for making sure these leads are updated? What about contacts you have stored?

CRM makes streamlining easy. Whether you are converting a lead into a contact, or a referral into a client, your CRM will help you organize.

3 Tips on How to Use CRM to Organize Your Data:

Scan for duplicates: this is especially important if you have a large sales force.

How confusing would it be if your inside sales team was reaching out to a specific lead plugged in by someone else, and there are 3 different versions with different phone numbers and job positions?

In a CRM system such as Salesforce, there are fields that let you literally “find duplicates” and then merge them, selecting the most current information to feature.

Have a hierarchy: give power to only a few.

CRM systems have so many capabilities (to do both good and bad). For simplicity and ease, it’s best to give the “God-Level” power to only a few people such as an operations manager or a CRM specialist on your team. This way, processes are standardized and there won’t be any mix-ups with relating fields or tracking data.

It also makes answering questions easier because there are one or two people to solve problems in a particular way.

Link to other applications: CRM systems have plenty of plug ins, but they can also communicate with other systems such as HubSpot. This means that any lead that fills out a form on a landing page made through HubSpot will be created as a lead on Salesforce as well.

Again, this integration removes extra steps in storing data and thus removes more risk of losing data or recording the wrong information.

After reading these three tips, do you think you are more aware on how to use CRM? Do you see that it has the ability to organize your data so you can actually utilize it?

Do you have any ideas on how to use CRM to organize data? Let us know in the comments!
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