Manage Client Data

As your business grows so too does the volume of clients, subscribers, and contacts. Keeping track of all that information can be a real challenge. Losing client information can be costly as is sending marketing messages to inaccurate addresses. Not to worry, there are many tools and systems to manage your client data effectively and efficiently.

Step One. Forget doing it by hand.

Even if you’re just starting out in business, managing your client data by hand, entering information into a database isn’t the best idea. It’s time consuming and once your business really takes off, you simply won’t have time to keep up with it.

Step Two. Choose a method of collecting, maintaining, and organizing your client data.

Options include…

Software. Many shopping cart software programs offer client relationship management features and functions. Use these functions! Use your system to store and update your client data.

Many of these same shopping cart software products also offer autoresponder and marketing functions so you can merge your existing database, perhaps maintained on Excel or Microsoft Access, right into your shopping cart software client database. All your contacts are now maintained in one location.

There are also separate client Relationship Management programs or CRM like salesforce.com however unless you have a large sales force and a large list of contacts this type of system may not be suited for your internet based business. Another alternative is a subscription list manager.

Subscription list manager provider. You have a form on your website to collect subscribers. You have their email addresses and perhaps you have their name and some other relevant demographic information – what do you do with it? Use list management software to collect, compare, and organize your subscriber’s information.

Step Three. Compare systems. Look for a client data management system which…

• Enables your list to grow without having to change systems
• Allows you to generate reports
• Eliminates duplicate information – you don’t need to send an email to the same person twice!
• Offers good client service
• Is with a large enough software provider that they won’t go out of business and leave you high and dry.
• Is easy to use.
• Let’s you export information out of the system and import information into the system.

Step Four. Back it up! What ever system you choose, it is important to back up your client database. Each name on your list is worth valuable time not to mention future profits. It’s worth protecting. Create a system to back up your information regularly and be sure to test the backup procedure to make sure it’s working.

Your client database is quite likely one of the most valuable assets you own as a business owner. Take good care of it and it’ll take good care of you.