How Can You Fetch Data Quality Nirvana in Your CRM System
Do you think that the information in your CRM database is reliable?
Are you capable of segmenting data in your CRM easily?
Is your CRM capable of generating an accurate report without any manual interventions?
Do not think you are alone- since even after implementing a brand new CRM solution, several businesses encounter the same problem.
All of us must have heard of the old adage, and probably roll our eyes still when we hear someone say: "You will get rubbish out if you put rubbish inside your CRM".
Nevertheless, this statement is absolutely true as there is no way you can deny it.
This is because; you may have purchased the best small business CRM software for your startup, however, if the system is not embraced by all in your organization and is not utilized properly, it is extremely likely that you will never see the expected returns from the software.
Now as your leads, prospects, and customer data is the heart and soul of your CRM system, therefore, to find the maximum profit out of your CRM, you should have complete and accurate data in your CRM database .
Unfortunately, information can very fast get outdated as business data changes constantly and duplicate data in the CRM database, is a prevailing problem, since in the modern times we rely on multiple data sources for creating customized engagements.
Hence, any CRM with dirty data will do more harm than good for your business as it will lead to obvious blunders that will ultimately waste your brand’s reputation, money, and time of your employees.
This is the reason, here in this article we have compiled 10 best practices that can help you manage data in your CRM software and make you attain data quality nirvana for your CRM software easily.
1. Ensure Completeness Of Data
One of the most common reasons for poor data quality in any CRM is the incompleteness of information stored in its CRM database.
Therefore, you need to primarily ensure that records in your CRM system are complete.
As any CRM record must have numerous fields, therefore, make sure that all the important fields are made mandatory while filling information in the CRM database.
While the number of such mandatory fields can differ according to the nature of your business, nevertheless the most common mandatory fields are a name, phone numbers, email address and other contact details.
2. Circumvent Data Entry Mistakes
It has been found that by implementing data checking techniques and processes while entering information in the CRM database, you can easily reduce the inaccuracy of data entered in the CRM by more than 50%.
Here are some of the most common ways which can ensure that only correct data is entered in the CRM.
- Make proper use of embedded ‘spell checker’ feature which is found in most easy to use CRM software platforms.
- Use the predefined drop-down lists for specific sets of values to enter information, so that users do not enter wrong values mistakenly.
- Stay away from entering duplicate data in the value fields by comparing them against information in the existing value fields. One of the ideal ways for doing this is by comparing duplicates against email address, as email addresses usually consist of unique fields.
3. Insist On Creating Data Plan
Data plan helps in setting up data standards for your CRM, which aids in enhancing the data quality in your CRM database by enforcing and maintaining format, style, naming conventions of short forms, designations, titles, company names, addresses, and others, to sustain consistency of data entered into the CRM by everyone in your organization.
4. Merge Duplicates
Merging more than one record having duplicate data to generate a single complete record is another mostly used method to clean up irrelevant data in your CRM.
For example, one record may contain just the first name, last name, but missing email address and phone number, while another record may contain the same first and the last name with extra details along with email address and the phone number. Now, merging these two records, instead of deleting both of them and creating another new record, will always be a superior solution while cleaning your CRM database.
5. Provide Restricted Access
As information that is accessed by the CRM software about your leads, prospects, and customers comes from multiple sources and are collected into the CRM database, ensure cleanliness in your information aggregation process.
To do this, you can restrict the access to your CRM database by defining roles and permitting only those who are authorized to manipulate and update data in your CRM software.
6. Redesign Existing Data Plan
In most cases, CRM systems need to be scaled up in accordance with the growth of your business or when a certain new business requirement is created and is incorporated within the CRM.
Hence, CRM data plan should be redesigned as and when this happens to make sure that your CRM database remains clean over the long haul.
7. Abide To Data Formats
Always adhere to the right data formats when importing data from third-party sources into your easy to use CRM software.
Therefore imposing correct data compliance while importing data into the CRM database will reduce data transfer errors. This is especially true if you must import and aggregate additional data of your leads, prospects, and customers from multiple online platforms.
8. Train End Users
Train your CRM users on the data quality best practices. This is because once the users of your CRM knows the advantages of keeping the CRM database clean and the pitfalls of retaining bad data in the CRM you will be able to see the maximum result that comes out of ensuring a rigid data plan.
9. Use Data Markers
Data markers are used by most easy to use CRM software platforms which help in filling up missing data. This is because the patterns outlined by the data markers provide a clue on how the users of your CRM should fill in the missing data.
For example, if the email format of a certain company follows a pattern of first [email protected], you can easily assume the other email addresses of employees working in that organization whose email fields are empty.
10. Use automated checks and real-time updates
Checking your CRM data periodically can help in avoiding inconsistency in the CRM database, which will in turn help provide your employees confidence in the CRM system.
As data is subjected to frequent changes, deploying an automated update mechanism will also aid in keeping your CRM database clean by using real-time updates and automated checks in the CRM software.
We are sure in order to avoid "garbage in, garbage out" scenario with your easy to use CRM data, and to separate the wheat from the chaff, following these above-stated guidelines will definitely help you to find the maximum return from your CRM software and help your organization to find rapid business growth.
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