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5 Easy Ways To Organize Your Customer Records

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As your business grows, managing all of your business data becomes increasingly difficult. Customer data, specifically, can be even more challenging to manage. However, your customer records are the most important kind of data you own. Failing to manage your customer records effectively can have devastating consequences on your business. Read our 5 easy ways to organize your data and allow your team to work more efficiently.

What Are Customer Records?

We refer to relevant business information about your current customers and your potential leads. Typically, your business would want to gather important information about each customer, such as name, email, phone number, and company. Advanced customer information could even include purchase history, marketing interactions, and birthdays.

Why Should You Organize Your Customer Records?

Spreadsheets, word documents, or even using several apps limits accessibility and ease of use for your entire organization. More time is spent locating information than actually engaging with your customer base. One easy but effective way is to organize your customer data using a Customer Relationship System (CRM). This will allow your team to manage your customer records from one central place that is also easily accessible.

Read: Why Did We Choose Infusionsoft For CVA? to see three great reasons why we use Infusionsoft as our CRM.

5 Easy Ways To Organize Your Customer Records:

In short, organizing your customer records will ensure that you can run your business smoothly, and you can access records easily when you need them.

Use A CRM System

There are many great CRM systems available for every type and stage of your business. Luckily, many guides are available to help you make an educated decision on what will work the best for you and your business.

Hubspot: HubSpot CRM is one of the more innovative CRM providers we’ve seen. Aimed at small businesses, the platform has a freemium model and a range of add-ons. These can evolve into a solution for small or medium-sized business models. Here are a few of the top-rated CRM systems we use for our clients:

Pipedrive: Pipedrive CRM improves its small business-focused solution with advanced capabilities, chatbot creation for websites, and efficient reporting. But as we’ve seen with previous iterations, ease of use remains one of Pipedrive CRM’s best features.’s ready-made CRM, sales, and project templates make it easy to capture leads, track pipelines, and manage customer data so teams can collaborate and sell more effectively.

Keap: Keap takes the complexity out of marketing automation to help small businesses stay organized and deliver an exceptional level of service to convert more customers.

Determine Relevant Contact Information

Organize your contact list based on relevant data fields. Certain data types may be more critical than others regarding your contact list, depending on your business. Standard information such as name, phone number, and email would be necessary for communication purposes. However, additional information such as client birthdays or purchase history could be relevant when sending promotional emails. Determine what field you will require from ALL contacts and ensure that you have systems in place to collect this data.

Track Contact Interactions

Organize your contact list based on their interactions with your marketing efforts or website. Using your system to send emails to your contact lists creates an easy way to track the interactions, such as the open rate or button clicks. Addtionally, integrating your system into your website will help track purchase history, abandoned carts, or the items viewed. These features will help you understand what each contact on your list is interested in.

Use Segmentation

Organize your contact list by segmenting each contact into lists that work well for your particular business. If your business depends on leads, you can segment the contact into different customer journey stages. Likewise, if your business sells products or services, you can segment your contacts into the corresponding section they are most interested in. Additionally, contacts who are subscribed to your newsletter could be segmented into different newsletter groups to ensure they will respond positively to the content.

Regularly Review Your Contacts

Organize your contact list by deleting duplicate or outdated contacts. This may seem like a no-brainer but can be easily overlooked. Schedule a regular timeframe to review your contact list. A routine checkup will ensure that your newsletter list stays up to date, your email rates remain positive, and you receive accurate data in your reports.

So how can you clean your list and keep it clean?

CVA’s Infusionsoft Tune-Up Package will clean your list and put the process in place to keep it clean. Our highly trained and specialized Infusionsoft Certified Consultants and Partners will perform a comprehensive audit of your Infusionsoft app to analyze how you’re using it and create a list of action items for you to implement and improve your use of the app and increase the effectiveness of your online marketing.

Our consultants are standing by ready to get you on a path to higher delivery rates, lower bounce rates, and making a name for yourself- a good one!

Schedule a consultation with our Infusionsoft Partners here to discuss which Infusionsoft package is right for you!

Posted on February 23rd, 2022 by Client Advocate Team

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