Fortunately one of the most common reasons cited for the high failure rate of CRM systems - poor data quality - is also one of the easiest to avoid. Your CRM software is only as good as the information it contains. As the old programmers motto goes 'garbage in, garbage out'.
Laptop Battery So how can you avoid incomplete, incorrect, irrelevant or out-of-date and generally unfit-for-use data from permeating your CRM software?
"Computer industry analysts estimate that some 60 percent of all corporate data exists only on desktop and laptop computers, " said Walter Scott, CEO of Acronis. "Incorporating Acronis True Image with New Mexico Software backup server is the ideal solution to capture that corporate data and ensure that it is not lost. While traditional server backups are effective for protecting server data, every company should have a combination of server and workstation backup plans."
Thinkpad You need to gather your key CRM users together and thrash out a DATA CAPTURE PROCEDURE document, defining the rules of use.
Those looking to start their own business are advised to consider what software they will use to secure business data and Ron Riffe, an IBM software director, up companies.
Microsoft Spell out:
A result of the latest achievements from IBM's 40 years of commitment to speech research and development, the IBM ViaVoice product family provides the most accurate, responsive, versatile, use IBM speech product offerings to date for the desktop software marketplace. IBM ViaVoice Release 10 product editions afford a " modal" computer input environment, freeing users from dependence on the keyboard and mouse for many applications. Release 10 users who enter data more rapidly by speaking than by typing can be more productive.
Laptop Computers . Who has what rights to the system; who can Create, Insert, Modify or Delete records, assuming your software supports all these functions? Forward this information to your system administrator to action.
There are a variety of different software options out there when it comes to CRM software; however, two great software options to consider are Sugar CRM and Prophet CRM software. Both of these systems are excellent; however, before you decide whether Sugar CRM of Prophet CRM software is right for you, you may want to compare the two. So, let’s take a look at both Sugar CRM and Prophet CRM, what they have to offer you, their benefits, and which one is actually the best solution for your CRM needs.
Laptop Computer . Decide on a procedure to check for any duplicates before creating a record. Depending on what 'de-duping' or 'data scrubbing' features your system has, this might require some simple searches before starting a new record.
According to the indictment, Jones would steal various IBM and Penguin computer servers from Verisign's warehouse in Virginia and sell them to Johnson. Johnson would then sell the servers to several individuals, who would sometimes place them for sale on eBay. As a result of this scheme, the indictment alleges that Jones and Johnson caused Verisign to lose more than $120, 000 worth of computer equipment. In the indictment, Jones and Johnson are charged in three counts with causing the interstate transportation of stolen property, namely IBM 330 and 335 servers, in violation of 18 U.S.C.
Desktop Computer . Do you allow abbreviations or acronyms? For example: IBM, or I.B.M, or International Business Machines Inc. or Incorporated and so on. A policy on ensuring consistency of input will help to avoid duplications in future.
Notebooks . Are records going to be created in Upper and Lower case and when are CAPS acceptable?
Lenovo . By when do you expect records, notes and so on to be created or updated? Same day, on return to the office?
Hard Drive . Check to see whether your Postal Services have specific requirements. Ensure your data meets these criteria.
Travelstar . Is the primary address of clients to be created as a postal or a physical address?
Gateway . Make sure everyone checks spellings if they are unsure and do not trust spellchecker! When in doubt, ask the client - they'll respect that. Is it Clark with an 'e'; Shawn, Sean or Shaun? One certain way to get your mail binned is to spell someone's name incorrectly.
Laptop Parts . Also confirm the kind of corporation e.g. LLC, Inc, PTY Ltd. and so on.
Software . Make rules for creating new profiles or User Definable Fields (UDF) (or whatever your specific CRM software calls them.) Place a lot of emphasis on this. Every time a new UDF is needed, it should first be approved. Otherwise duplicates will permeate your database e.g. Lead Source: Yellow Pages, YP, yelo pages.
Hard Drives . Ensure that email addresses are put in correctly. Basic but common mistake!
Electronics . Set up procedures, if not supported by your software, of how to create records from inbound emails.
Canon . If applicable, are you going to use Mandatory/Forced fields?
Desktop Pc You might as well address the issue of Backups while you are about it.
Desktop Computers . Who is the responsible person for backing up your databases/s? Who covers for them when they are absent or unavailable?
Think Pad . How frequently are backups to be done? Diarise!
Repair . How are backups done e.g. by the Grandfather, Father, Son method.
Data Recovery . Ensure backups are made on good quality CD's or whatever format you are using. It's no good doing a backup, then finding on attempting a Restore that it doesn't work! It is also a good idea to copy backups onto more than one data format.
Cisco . Where are the backups to be stored?
Keyboard . Are the backups secure? This is important for both security and practical reasons.
Monitor Suspect your data might get stolen?
Desktop As a reactive solution to the potential theft of your database, management might want to insert some dummy records into the mix. Conspire with some friends to insert records with similar (but not identical) names and addresses to them. The lie in wait to see if anyone comes a-prospecting!
Infosys Once your Data Capture Procedure Document is finished, get everyone to sign it off as READ! As standard practice, ensure that document is handed to all new employees at your company. Refer back to this document for possible revision every three months or so.
Refurbished Laptops Try this: select a couple of records - both good and bad - every week, to put on the overhead at staff meetings. Make sure you don't unduly embarrass anybody but watch this become the light-relief highlight of your meetings! People learn best when having fun!
Wipro What if your database is in one unholy mess?
Lap Top Has the rot set in so deeply that your database needs a complete overhaul? Turn this seemingly insurmountable task into an opportunity to you. This is an excellent excuse to re-establish contact with your clients and let them know you care. You can always put lapses down to data crashes but tell them you have fixed the problem!
Refurbished Importantly, help your staff understand what you need from the data to facilitate more accurate marketing and reporting and hence the success of your business and their careers.
Memory By creating a sense of pride and ownership in the company database, you are nurturing the essential process of buy-in, necessary for the success of your CRM initiative. Don't compromise this critical tool by allowing your CRM software to be infected by inferior data.
Intel About the Author: Perry Norgarb has specialized in Small Business CRM solutions for the last 15 years.
As400 Contact him or find out more about CRM, Contact Management and other Sales Tracking software tips and solutions for small businesses at: http://www.smallbizcrm.com
Averatec You are free to re-publish this article as long as this bio box, copyright and links remain intact and live. © 10 February, 2006.
Hardware
[ Comment, Edit or Article Submission ]
