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Collaborate efficiently by having a process for adding new contacts

This article was included in the April 25th, 2017 issue of the LACRM Newsletter.

Regardless of price, features, and customization options, the best CRM is one that you and your team will actually use. While it’s tempting to let everyone enter contacts in their own way, the resulting database can end up messier than intended if everyone has their own method of data entry. This becomes particularly problematic when you are collaborating on leads and information is spread across different fields and organized differently depending on who entered the contact.

Ava Chase, owner of Advanced Practice Prep, avoids this by maintaining a set procedure to follow when it comes to data entry:

“Everybody signs up for our courses through our website and when someone makes a payment for a course, that goes into my email inbox. I look through these registrations and forward them to my event coordinator. She then adds those contacts to the CRM and attaches the relevant pipelines and statuses to them as needed. After that, she sends out confirmation emails and logs those into the CRM.

Everyone from the receptionist to me uses the CRM regularly and having an organized database means that everyone knows where to find the information they need.”

- Ava Chase, Owner of Advanced Practice Prep

Tip to try: Ava has a designated user who does the bulk of the data entry, and this ensures that contacts are added in a consistent manner. If multiple users need to be entering data frequently, create some guidelines on what needs to be done with those contacts. Should new contacts go into particular groups? Do all new contacts need to have a pipeline and status attached to them? Do these contacts need to have follow up tasks scheduled for specific users?

By having a clear process on how contacts should be entered in the CRM, regardless of whether you work alone or with a team, you can use the CRM to coordinate how you handle new prospects and leads. This gives you an additional safety net to ensure that no one slips through the cracks, and lets you collaborate more easily with everyone else in the CRM.

LACRM works well for single-users and teams, and has specific tools to allow for better collaboration. If you have any questions about them, don’t hesitate to contact us!

Next up:
How to successfully onboard your team into Less Annoying CRM
Data entry, team sharing
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