How To Create A Data Capture Procedure Checklist For Your Small Business CRM Software

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'.

So how can you avoid incomplete, incorrect, irrelevant or out-of-date and generally unfit-for-use data from permeating your CRM software?

You need to gather your key CRM users together and thrash out a DATA CAPTURE PROCEDURE document, defining the rules of use.

Spell out:

? 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.

? 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.

? 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.

? Are records going to be created in Upper and Lower case and when are CAPS acceptable?

? By when do you expect records, notes and so on to be created or updated? Same day, on return to the office?

? Check to see whether your Postal Services have specific requirements. Ensure your data meets these criteria.

? Is the primary address of clients to be created as a postal or a physical address?

? 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.

? Also confirm the kind of corporation e.g. LLC, Inc, PTY Ltd. and so on.

? 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.

? Ensure that email addresses are put in correctly. Basic but common mistake!

? Set up procedures, if not supported by your software, of how to create records from inbound emails.

? If applicable, are you going to use Mandatory/Forced fields?

You might as well address the issue of Backups while you are about it.

? Who is the responsible person for backing up your databases/s? Who covers for them when they are absent or unavailable?

? How frequently are backups to be done? Diarise!

? How are backups done e.g. by the Grandfather, Father, Son method.

? 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.

? Where are the backups to be stored?

? Are the backups secure? This is important for both security and practical reasons.

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.

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!

What if your database is in one unholy mess?

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!

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.

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.

About the Author: Perry Norgarb has specialized in Small Business CRM solutions for the last 15 years.

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

You are free to re-publish this article as long as this bio box and copyright remain intact. ? 9 March, 2004.

Oswego taxi to Midway ..
In The News:

Hackers and scammers keep looking for ways to break into your Facebook account. Kurt “CyberGuy" Knutsson has some tips to make sure your account is secure.
Kurt “CyberGuy" Knutsson shows you how to create group texts to reach multiple people at once — and also how to leave them if you get annoyed at the volume of interruptions.
Tax fraud is on the rise, and hackers are now using identity hijacking and artificial intelligence for tax returns in someone else's name to get a refund.
Toyota's Punyo soft robot mimics human behavior, using its chest, hips and arms — in addition to its hands — like a human to handle objects,
Hackers used third-party information to break into Roku accounts, according to the streaming company. Roku says it has secured affected accounts.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Kurt "CyberGuy" Knutsson explains the simple steps for setting a Wi-Fi hot spot on an Android. If you have internet on your phone, it's easy.
Dubai recently hosted the first jet suit race with a backdrop of skyscrapers, and one observer says it was straight out of a comic book.
Kim Komando introduces ways to keep you and your devices safe while traveling. The clever hacks mentioned can protect you from hackers and jackers.
TikTok CEO Shou Chew published a video Wednesday urging users to "protect your constitutional rights" against a bipartisan bill that would force China to divest from the app.
Tech guru Kurt "CyberGuy" Knutsson says you can never be too careful with tech passwords. He explains how to keep your information safe.
The Lighthouse in New Zealand rotates 360 degrees, constantly giving those inside different views around the clock. Built in the 1990s, it's up for sale.
High school students in Colorado are learning how to design their own AI model projects, including cameras for self-driving cars and apps that can teach other languages.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Vehicles collect sensitive personal information, which is used to set auto insurance rates. That's partly why auto insurance premiums are rising.
Honda's Uni-One is a hands-free electric mobility device that can reach speeds of 3.7 mph and support a user weighing up to 242 pounds.
Kim Komando puts three AI chatbots head-to-head to decide which is the best assistant for modern problems. Compare Google Gemini, ChatGPT, and Perplexity.
To safeguard personal information on iPhones, users can employ built-in security measures and iCloud Keychain for enhanced privacy. Kurt “CyberGuy" Knutsson shows you how.
Kurt “CyberGuy" Knutsson introduces you to the City Transformer’s CT-2 electric car, which can seamlessly transition from 8 feet wide on the road to a compact 3 feet for parking.
Hackers are always looking for new ways to trick targets into downloading malware. Now, they're after cryptocurrency folks via Calendly. Kurt “CyberGuy" Knutsson has the details.
Kurt “CyberGuy" Knutsson reveals how the Microlino Lite, a compact and eco-friendly vehicle, tackles city traffic congestion with its chic design and small dimensions.
A new funeral scam targets surviving family members of those who recently died. Scammers reach out to the survivors and pose as funeral home officials.
Merlin Labs' autonomous pilot could soon hit the commercial airways and may help alleviate a looming pilot shortage, according to CEO Matt George.
There's a simple way to check your subscriptions on an Android and cancel them. Tech guru Kurt "CyberGuy" Knutsson explains how it is done.
Hackers use pirated software to target macOS, Android and Windows devices in search of stealing cryptocurrency, according to Kurt "CyberGuy" Knutsson.

5 Easy File Management Tips in Microsoft Word

How many steps does it take you to locate and... Read More

Brand Your Websites URL With a Favicon

Have you ever noticed that when you look at your... Read More

The Software 2005 Conference - A Review

The Software 2005 conference is now a wrap. This conference,... Read More

How to Make Own CMS

Every day millions of new web documents emerge on the... Read More

Brief Notes About Mainframe Software Pricing

We don't think about mainframe software pricing anymore, we just... Read More

eCommerce development for Microsoft Great Plains: tools and highlights for programmer

Microsoft Business Solutions Great Plains, former Great Plains Software Dynamics... Read More

How To Make Good Use of Spreadsheets

Most computer users use spreadsheets software such as Microsoft Excel... Read More

Beware of Spyware

One day, you suddenly realize that your computer started to... Read More

Windows x: Basic Windows ?Security? Issues

Language development computer: Computer-based method for aiding language development seems... Read More

Microsoft Great Plains Implementation ? Overview for IT Director/Controller

What is installation in the language of technology? Installation... Read More

Microsoft Great Plains Integration with Microsoft Access ? Overview for Developer

... Read More

Microsoft CRM USA Nationwide Remote Support

Remember old good days when your company probably had Great... Read More

What is Groupware?

Vince Lombardi once said that, "The achievements of an organization... Read More

Introduction To ISDN, Part II

In the previous ISDN article, we looked at how and... Read More

Editing Your Photos Using Microsoft Picture It Publishing Platinum 2002 - A Great Dinosaur

I started using PIP (Picture It Publishing) Platinum 2002 right... Read More

Best Practices In Choosing Network Monitoring Software

Blue Cross and Blue Shield of Hawaii (HMSA) found itself... Read More

Computer Phones ? Facts and Fallacies

The stakes are high when considering security, privacy, and savings,... Read More

Should I Use Windows Update?

Should one use Windows Update?This topic has good and valid... Read More

C++ Tutorials: 3, Program Flow (If, Else, While, For)

Program Flow is what you think it is. How the... Read More

When is a Software Engineer Not a Software Engineer?

The title of "software engineer" has got to be among... Read More

Google Brings the Earth to Your Desktop

Google Inc. has launched a new software package that allows... Read More

Microsoft Great Plains GL: General Ledger ? Overview For Consultant

Microsoft Business Solutions Great Plains is marketed for mid-size companies... Read More

My Experience - Making a Vision into Reality

Disclaimer: All the thoughts expressed are my views only! Your... Read More

Groupware and Online Collaboration: Collaboration Series #4

This article is the fourth of a series of articles... Read More

Basic Steps To Optimize Your Internet Security

After seeing many people complain about their weak Internet security... Read More

shuttle from Midway Morris ..