12 Tips To Make Your CRM Work Better In Your Online Business

Last Updated: April 23, 2023By
Tips To Make Your CRM Work Better

As a business coach, I’ve seen firsthand how powerful customer relationship management (CRM) can be for online businesses. It is one of the most critical tools in your arsenal when it comes to managing your customer interactions, tracking sales, and understanding customer behaviour. However, it can easily become a source of frustration and overwhelm without proper organization and efficiency. So today, I’m sharing 10 tips to make your CRM work better and help you stay organised in your online business.

As your business grows, it’s essential to have a CRM system to help you stay organised. But sometimes it can feel like more work to set it up than to do without it!

If you can relate to that – keep reading. I promise that taking the time to work through these 10 tips will lead to an optimised CRM, a smoother workflow, and a more efficient business.

1. Choose the right CRM for your business

The first step in making your CRM more efficient is choosing the right platform for your business. There are many different CRMs available, and each one offers unique features and capabilities. Take the time to research and compare different options to find the one that best fits your business needs.

When researching different CRMs, consider the scalability and budget of the platform. Also, look into customer support options and data security, as these are very important parts of your CRM infrastructure.

Don’t forget to review user feedback from other businesses that have used the same CRM in order to better gauge its effectiveness in terms of cost, support, and features.

Finally, make sure it comes with integrations for tools you already use or plan to use in the future.

2. Implement a data entry process

Once you’ve selected your CRM, the next step is to implement a data entry process. This involves creating a procedure for capturing, entering and updating customer data in your CRM. Having this consistent and streamlined process in place will ensure that your data is always up-to-date and accurate.

This includes designating staff members who will be responsible for inputting information in a timely fashion, as well as setting up a system that allows you to easily track any changes or updates.

Additionally, consider investing in quality control measures such as data validation checks so that errors are eliminated before they are committed to the CRM.

3. Automate repetitive tasks

One of the best ways to get the most out of your CRM is to automate repetitive tasks. This can include things like sending follow-up emails and reminders, as well as updating customer information. By automating these tasks, you can free up time to focus on other important aspects of your business.

Automation can also be used for more complex tasks such as segmenting customers and creating targeted campaigns, which can help to increase customer engagement and loyalty.

Additionally, automated processes can be set up to monitor usage and detect any potential issues before they become problems, helping to ensure a better overall customer experience.

Finally, automated tools can help you analyze data faster, so you can make informed decisions quickly and efficiently.

4. Segment your customers

Segmenting your customers into different groups based on their behaviour, preferences, and buying habits can help you to better understand and target them with personalised messaging. This will help you to improve customer engagement, increase customer satisfaction, and drive more sales.

Segmentation can also be used to identify potential upsell and cross-sell opportunities, allowing you to provide customers with the most relevant products and services. By creating detailed customer profiles and gathering data about customer behaviour, you will be able to create highly targeted campaigns that are tailored to individuals’ needs.

Using automated tools for segmentation further streamlines the process and helps you save time while optimizing your marketing efforts.

5. Use analytics to track performance

Your CRM can provide you with valuable insights and data about your customers and your business. Use these analytics to track the performance of your sales, marketing, and customer service efforts. This will help you identify areas for improvement and make data-driven decisions to drive your business forward.

Analyzing data from your CRM can also help you identify areas for growth, such as launching new products or expanding into new markets. Additionally, monitoring customer feedback in real time will provide you with valuable insights on how to continuously improve customer experience.

By taking advantage of these available analytics and insights, you’ll be able to optimise operations and make strategic decisions that best serve your customers and your organization.

6. Integrate with other tools

Integrating your CRM with the other tools you use on a daily basis, such as your email marketing platform, your website, and your social media accounts will help streamline your processes and improve efficiency. This will allow you to easily access and update customer data from a central location, saving you time and effort.

When connecting your CRM with external tools, it’s important to prioritise data security and maintain strong data privacy protocols. Additionally, making use of automation can help ensure your customer data is always up-to-date and accurate, so you can make sure you’re always delivering the best possible service to each and every customer.

7. Make data entry a team effort

Data entry can be a time-consuming and tedious task, but it’s essential to keep your CRM up-to-date and accurate. Encourage your team to take ownership of data entry and make it a team effort. This will help to ensure that everyone is working together to keep your CRM organised and efficient.

To make it easier for your team, create clear guidelines about which data needs to be entered or updated. Additionally, give everyone access to the same set of tools so they are able to quickly and easily update the CRM with relevant information. Doing this will help keep the data organised and accurate, ensuring that you are always providing the best possible service to your customers.

8. Use templates to streamline communication

Creating templates for common communications, such as follow-up emails, reminders, and customer satisfaction surveys, can streamline your processes and save a lot of time. You can also use templates to ensure your messaging is consistent and professional across all customer touchpoints.

Also, when creating templates, consider adding personalisation options to allow for a more tailored customer experience. This will help ensure each customer feels heard and appreciated, improving overall satisfaction.

9. Set up workflows

Setting up workflows in your CRM will help streamline your processes and improve efficiency. Workflows allow you to automate complex processes and tasks, such as customer onboarding, lead nurturing, and sales follow-up. By automating these processes, you can reduce time and effort while focusing on delivering outstanding customer experiences.

Additionally, workflows allow your team to remain organised and on track. You can set up notifications and reminders to ensure tasks are completed in a timely manner, and keep everyone informed of any changes or updates. Doing this will help ensure that each customer is getting the best possible experience.

10. Provide CRM training for your team

It’s important that everyone on your team understands how to use your CRM effectively. Provide comprehensive training to your team, covering topics such as data entry, reporting, and automation. Regular training sessions can also help keep your team up-to-date with any changes or updates to the CRM.

Additionally, it’s helpful to provide detailed documentation on how to use the CRM. This can make it easier for your team to find answers and solutions when they encounter issues or problems while using the system. Investing in training and documentation is an important step towards ensuring your team uses the features and capabilities of your CRM to their fullest potential.

11. Keep your data clean and organised

Keeping your CRM data clean and organised is critical to maximising its efficiency. Regularly review and update your customer data to ensure that it’s accurate and up-to-date.

Furthermore, assign roles and responsibilities to your team for managing customer data. This helps ensure everyone is on the same page in terms of what data needs to be updated or collected, who should be responsible for different tasks, and how often data should be reviewed and cleaned.

Taking the necessary steps to keep your CRM data organised and up-to-date will save you time in the long run and make it easier for your team to use effectively!

12. Continuously evaluate and improve

Finally, it’s essential to continuously evaluate and improve your CRM processes and systems. This may involve evaluating customer and team feedback, gathering suggestions for improvements, tracking changes and updates to ensure they are being implemented effectively, and regularly testing your processes to make sure they’re working as intended.

By taking the time to review and update your systems, you ensure you’re providing the best customer experience and staying ahead of the competition.

Making Your CRM Work Better

Following these tips is a great starting point for any online business looking to get the most out of its CRM. By streamlining processes, increasing efficiency, and taking advantage of the various features available in your CRM, you can provide better service to your customers and make more informed and strategic decisions about your business.

Don’t be afraid to experiment and test different approaches – the ultimate goal should be to design a system that works specifically for you and your business!

If you feel overwhelmed or unsure about getting started with or getting the most out of a CRM for your online business, don’t hesitate to reach out. At Optimise + Grow, we specialise in helping businesses optimise their customer data and streamline processes.

We would love to help you take your business to the next level and get the most out of your CRM – contact us today to learn more.








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About the Author: Robyn Kyberd
Robyn Kyberd is a business development consultant and operations manager who works with business owners to streamline, automate and optimise so that they can build, grow and scale their business efficiently. Her super-powers are customer experience optimisation, project management, leveraging data insights for business growth, and common sense. #fuelledbycoffee. Connect with Robyn here: INSTAGRAM | LINKEDIN | CONTACT

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