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How to Better Organize Your CRM System This Spring

How To Better Organize Your CRM System This Spring

CRM Spring Cleaning

Spring time is known for giving everything from your home to your appointment book a good scrubbing, so it’s also a good time to give your CRM system a bit of polishing as well. Data degrades by 30% every year so now is a good time to take a top-to-bottom cleaning that will help your business engage better with current and accurate leads.


Keep Records Up-to-Date

A good first step is to take a glance through your leads and contacts and see if there are any you have not engaged with in months or legacy campaigns that no longer serve a purpose. If its only function is to take up space in your lead view, it does not belong in your CRM. Make sure you’re also deleting any duplicates. Most CRMs will have a duplicate detection tool which will automatically flag repetitive records for your review—in most CRMs, this is something you’ll need to have your CRM administrator set up for you. As you’re cleaning up, remember that for every piece of year-old customer data you have, there’s a 30% chance it’s now inaccurate. At two years old, there’s less than a 50–50 chance your customer’s contact info will be right. That’s why you should clean your database more than once a year or when migrating to a new software.


Check Your Tasks

There may be several tasks just lingering in your CRM. You know they should get done but they aren’t happening. This is where Outlook comes to the rescue. If you sync Outlook to your CRM, then you can easily track tasks. To synchronize tasks between Microsoft Dynamics CRM for Outlook and CRM, your Outlook email address must match your CRM email address.


In the Taskdialog box in Outlook, if it’s a new task, enter a subject in the Subject If it’s an existing task, the Subject box will already be filled out. Make sure your tasks in Outlook have start dates, due dates and priority. You can also boost productivity with Microsoft Dynamics CRM Mobile.


Fill in the Blanks

Some records are created when people fill out forms or surveys online. Others are thrown together in a rush as we work to get leads into the CRM after a call or an event. Make sure to take an extra minute or so to check over the record itself. Microsoft Dynamics CRM won’t let you save changes if all the required blanks aren’t filled, but the more information you can add, the more targeted your approach can be to reaching out to them now and engaging them down the road.


Back up Your Data!

Any changes you make are always reversible with a backup, so you’re not losing your data while cleaning up your CRM—that is, as long as you have a backup. The SQL Server backup and restore component provides an essential safeguard for protecting critical data stored in your SQL Server databases. For most SQL Server environments, backup compression is a good option to turn on to save space.


It’s probably best to clean your CRM system more than a once a year to eliminate any tedious and time consuming stress. Correct data means more opportunities to close sales and more opportunities to grow your business.


Contact us here to learn more about how you can back up your critical business data.

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