Last month I talked about how good it felt to clean-up my inbox and email systems. By going crazy with the delete button, using files and rules I have maintained a very healthy inbox.
Now my attention has turned to the data I hold and manage. Not only mine but some of the clients who use me to sort out their systems and processes. Information is power, but this power relies on the information being good!
Outdated systems, processes and data can slow you down, create frustrations (for staff and clients) and inhibit good decision making. Let ‘s start with data management.
Good data starts with good data in. In how many ways do you receive data?
- Event attendance sheets
- Details from phone / on-line enquiries
- Emails
- Appointment Bookings
- Required client information
- Sign-up forms on-line
Setting up replicable systems for data collection is key. Ensuring that you are asking the same information of everyone in the same order is a start.
Storing data is the second consideration and challenge. Where and how is your client data stored, how is it updated and how often. What software is used – is it on your server or in the cloud?
Who is responsible for updating the data? How are updates received?
If you rely on a staff to interpret your data and make sense of even simple reports there is a continuity risk. Overcome this by developing a policies and procedures manual help to reduce these problems in the future and to ensure that anyone who needs to ‘touch’ the data does so in a way that is consistent with everyone else.
Build business processes for managing data. Automate where possible, but decisions will need to be made about data and standards (e.g. are these two records the same, or different; should we keep this historic detail, or delete?). Create a simple checklist and process for each of your client groups.
You need to have a processes for cleaning-up data, adding new data and maintaining it.
Before you start cleaning-up – make sure you archive the existing data. You can save old records for historical purposes, but segregate them from active records to streamline data. An easy clean-up involves purging duplicates, clearing up data-entry errors, and sorting through obsolete entries. Run a search for duplicate records in your database and merge any redundant records. Make friends with the delete button!
If it all sounds too hard, consider a consultant (like me) to design and document processes for both day-to-day operations, as well as regular data maintenance tasks.
Having good data management will reduce future clutter, simplify day-to-day activities, and improve client liaison. The longer you leave your data assessment the larger the problem becomes!
Good data management can increase your success of turning leads into prospects, simplify your systems, improve your reporting and provide a more accurate picture of your current client base.
How are you going to refresh your data?
