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So how can you avoid incomplete, incorrect, irrelevant or out-of-date and generally unfit-for-use data from permeating your CRM software?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

shuttle from O'Hare Bingham .. Lockport Chicago limo O’Hare
In The News:

Attackers use caller ID spoofing and AI voices to steal money. Tech expert Kurt “CyberGuy" Knutsson provides seven ways to protect yourself.
Tech expert Kurt “CyberGuy" Knutsson talks about the Genesis GV60 MIV, an electric rescue EV with snow tracks for extreme missions.
Tech expert Kurt “CyberGuy" Knutsson helps you ensure a smooth online experience with a reliable, secure home network setup.
Kurt “CyberGuy" Knutsson talks about Vollebak’s Shielding Suit, which blocks EM radiation, infrared and tracking for privacy.
Even Apple products are vulnerable to cybercriminals, and a new report suggests the owners of Mac products will have to be more vigilant this year.
An inflatable six-person tiny house from a firm called 2001 looks like a space station with its inflatable dome that is transportable and eco-friendly.
Scams cost Americans an estimated $159 billion every year and average about $3,500 in losses per victim. The CyberGuy has advice to protect yourself.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents
Zeekr and Waymo are joining forces for the world's first mass-produced autonomous vehicle, combining an electric vehicle with self-driving technology.
A humanoid robot training center has opened in Shanghai, a big step in China's efforts to become a global leader in robotics and artificial intelligence.
Security experts have discovered that hackers are targeting apps on the App Store to spread malware that steals information from saved screenshots.
A new luxury SUV combines military-inspired design and high-end luxury transportation and includes two military-grade gas masks to protect against chemical warfare.
80% of stalking victims are tracked using tech. GPS trackers, like AirTags, are among the most popular ways to do it. Here's how to protect yourself.
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 how to protect yourself against artificial intelligence-fueled romance scams, which have become the most common type of fraud in 2025.
Kurt "CyberGuy" Knutsson explains the steps to declutter text messages on a Mac or iPad. Apple offers ways to do this more efficiently.
Here's how to take control of the algorithms on Facebook, YouTube, Instagram and TikTok if your social media feeds aren't showing you content you want to see.
Beware of iCloud scams using urgent messages. Tech expert Kurt “CyberGuy" Knutsson helps you spot the red flags to protect yourself.
Travel abroad worry-free with these top translation apps for travelers. Tech expert Kurt “CyberGuy" Knutsson highlights some favorites.
The European Space Agency's Euclid space telescope was going through preliminary tests in September 2023 when it captured images of an Einstein Ring in a nearby galaxy.
Tech expert Kurt “CyberGuy" Knutsson says hackers are using Microsoft Teams for phishing, vishing and quishing via social engineering.
Red light camera tickets: Not liable to ID the driver; some are fishing expeditions. Tech expert Kurt “CyberGuy" Knutsson helps you fight back against tricky fake tickets.
The apps collecting the most data about you are among the most widely used. Kurt the CyberGuy takes a look at 20 of these apps and how you can protect personal information.
AST SpaceMobile of Texas is developing the world's first global cellular broadband network that can connect directly to your smartphone without special equipment.
Community Health Center, a Connecticut-based healthcare provider, has disclosed a recent data breach affecting over 1 million people in the U.S.

Microsoft Navision Customization and Reporting ? Tips For Programmer/IT Specialist

C/SIDE (Client/Server Integrated Development Environment) - The core of... Read More

A Simple Computer Software Definition

What is Software?Software is a set of instruction written to... Read More

Making The Decision To Automate Your Software Testing

Not every software testing project can or should be automated.... Read More

Spyware Statistics -- Whats New in May 2005?

Although statistics often is blamed for various deadly sins --... Read More

Choose your Java Wisely

Java has come along a long way. Many would agree... Read More

Microsoft and Webmasters

Does Microsoft care for WebmastersIt's always been a problem with... Read More

ERP Software Financing: the Future? ? Overview for Company Owner

In our case ? we serve Microsoft Business Solutions ERP... Read More

Reduce TCO: The Java Database Way

TCO (Total Cost Ownership) is the buzzword in... Read More

Best Spyware Removers

Finding the best spyware removers to detect and remove spyware... Read More

The Tools and Features of Adobe Photoshop

Adobe Photoshop is one of the world's leading graphics editing... Read More

Microsoft CRM Implementation & Customization: MS CRM Fax Gateway

With this small article we are continuing Microsoft Business Solutions... Read More

Integrating Microsoft Great Plains Accounting/ERP: RMS, CRM, eCommerce, Lotus Domino ? overview

Microsoft Business Solutions Great Plains has substantial market share among... Read More

Microsoft Great Plains: Data Conversion & Migration Scenarios ? Overview for Consultant

Microsoft Business Solutions Great Plains serves multiple industries in the... Read More

Great Plains Accounting Migration to Microsoft Great Plains - Overview for IT Specialist

This is a short article, written in question/answer/FAQ style to... Read More

Crystal Reports For Microsoft Navision - Overview For Programmer/IT Specialist

Let us give you - developer some hints in the... Read More

10 Things You Can Do With Photoshop CS2 That You Couldnt Do Before Now

Is Photoshop CS2 worth the upgrade? You bet it is!... Read More

Microsoft Great Plains Customization and Development ? Overview for Programmer

When Great Plains Software was designing and developing Great Plains... Read More

Lowering The Risks In Developing Do-It-Yourself Software Projects

Mike Dunville* had a decision to make. As the new... Read More

netstat - Linux Command to Display Networking Information

In linux, one of great commands for finding out information... Read More

Microsoft Great Plains Accounting/ERP Implementation ? Finance Industry Customization Example

Microsoft Business Solutions Great Plains is very generic accounting application... Read More

Microsoft Great Plains: Service Business Customization & Integration Example

Microsoft Business Solutions Great Plains might be considered as ERP... Read More

Anti-Spyware Protection ? Holes in the Shining Armor

Looking at all the ads which promise to get rid... Read More

Microsoft Great Plains Jewelry ? Implementation & Customization Overview

Each Industry and market niche has business specific and unique... Read More

5 Easy File Management Tips in Microsoft Word

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

Microsoft CRM Messaging through Lotus Domino eMail Server - Balanced Solution

Microsoft CRM and IBM Lotus Notes Domino seem to be... Read More

Mishawaka limo O'Hare ..