CRM Database segmentation
Every organization, no matter what industry or size, deals with lots of data everyday.
From simple name and addresses to e-mails and specific information regarding the contact or your products or services that are of interest used by your customers. This data forms the heart of your business.
The more employees are involved in the process of customer interaction the more data there will be and the requirement to view that data in specific ways. Each person may need their own view of information in the system depending on the job they do.
For a successful CRM system that can be used by all users and departments it is a must that your database is built in a way so that it makes the job of all users easier and provide you with valuable insights when you need it.
Organizing your data
Before you start with a CRM system it’s a good idea to think about the information that you and your colleagues need during the day. This will determine the information you want to store in your system.
Companies are on the highest level in your CRM system. From contacts to products, all data is related to the company (your prospect or customer). The first thing in creating order with information is select common characteristics regarding the company. Think for example about the type, status, industry and territory of the company. You can easily skip and hide a specific characteristic when it’s not useful for your business. Having an ‘uncluttered’ and simple view is vital to good CRM.
It’s also easy to add extra fields where you can fill in the for your organization valuable information for segmentation of your prospects and customers. By doing this you can for example create Reports of all prospects in a specific branch or all customers in a territory. The more characteristics you fill in the more specific reports you can make. There can be a downside of course, the more details you want the more that must be filled in so there is a balance.
When there are lots of users in a system it’s important data is input in a consistent way. Thankfully, it’s possible to make use of drop down lists with predefined entries. The concept of segmentation by having fields with characteristics is not only valid for companies but for all other areas in your system like contacts, activities, opportunities, deliveries, products, etc. as well.
Don’t worry if you don’t know where to start. We are glad to help you.
Users and access
The bigger your organization the more users with different needs you probably have.
Within webCRM you can assign user rights to each user. This will determine what a user can see and do. You can exclude complete companies and all the belonging data based on the territory setting within the company data for a specific user. Reports can be made available only for users with a specific profile like for example ‘management’ or a specific user. Account managers can only see the companies where they are responsible for, the sales manager can see all companies.
You are in total control what users of the CRM system can access and can change.
Different types of information
webCRM organizes the different types of information in an easy to understand manner.
All activities are ordered in the activity list, all opportunities (If you are using those) in the opportunity list, all e-mails in the email list under the company etc.
You can choose the general list based on all companies and contacts or zoom in by first selecting the company and then list the activities, opportunities, deliveries, products, emails etc. specific for the company you have selected.
Reports and terminology
In your organization you are probably using specific terminology that is specific to your company.
It’s easy to change common used terms like opportunities or deliveries in terms that is making more sense to you. Changing Deliveries to Projects is an example of this. Within projects you are able to define phases or responsible user which is another way to exactly define the status of a project.
Within webCRM you can store all the information that is important for your business. With the powerful report generator, it’s possible to create overviews (text and graphics) of the needed data in a format you like. Your data and your terminology presented in the way you prefer makes it easy to make sense of all the data you have in your system.