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7 Ways to Keep Your Database from Becoming a Digital Clothes Hanger
· Posted by Cynthia Marsh-Croll in Automation, Digital Tools, Increase Productivity, Time Management
- Certified Lean Office Specialist Cynthia Marsh-Croll
As part of the new reality, organizations are doing more with less. This translates into reduced staff, resources and in some cases office space. This has created the necessity to examine how organizations can use technology to be more efficient. One way is to purchase Customer Relationship Management (CRM) Software. Doing a thorough research process and testing prior to buying your system. Once purchased, I encourage you to take the necessary steps to avoid it becoming a digital clothes hanger – aka an unused treadmill. Here are some tips on how to avoid this dilemma for yourself.
Before deciding on a system have a well thought out selecting process which includes: requirements, report output, budget, ease of use and testing. This is vitally important for your database to be an instrumental tool in the organization’s success. For information on selecting the right software program read my article “Using Technology to Streamline”.
Once you have purchased the program procedures for entering information need to be developed. I have seen clients waste over 50 hours a month on reworking data because there were no data entry procedures. The lack of protocols resulted in the information being unusable. If this happens, the database becomes the clothes hanging treadmill I mentioned earlier but far more expensive. Below are 7 tips to help avoid your database from become the digital clothes hanger.
- Get everyone who will be using the system trained on the product. (This should be part of the budget at purchase)
- When training use everyday business scenarios that apply to your infrastructure.
- Have the end in mind – how do you need to enter the information to get it out in a format that you can act on. This Is Your Foundation.
- Determine how your information will be categorized when entered into the system. This will become important when you want to retrieve it for reports, sales and marketing purposes.
- Develop protocols for how your information is going to be entered down to “is Street the full word or St”. This may sound like overkill but if the information is not uniform it becomes useless in reports, and features within your system.
- Document the procedures for entering information with screen shots, bullet points and examples. This is an easy way for someone who may not be familiar with the protocols to enter information without creating errors.
- Always keep in mind how you will use the data and be aware of changes that may need to be taken into account and update the protocol as necessary.
A database should be flexible and able to meet your organizations changing needs over time. Purchasing the software is only the beginning of utilizing your information to sustain and grow your business. Keeping the information accurate, organized and uniform will give you a tool that can help your organization achieve its goals today and tomorrow. For more data management articles visit www.ProductiveSynergy.biz today.
Croll Productive Synergy has been successfully helping diverse businesses operate better, faster and cheaper than their competition throughout the Hudson Valley. By “creating the shortest path to success”, Ms. Croll has been able to facilitate improved workflow systems, allowing clients to save time, focus on revenue generating tasks, prioritize for maximum cash flow, effectively delegate and, consequently, increase profits. To learn more visit www.crollproductivesynergy.com.
choosing a CRM · customer relationship management software · data entry procedures · data management
