Your car will not continue to perform as designed without routine maintenance. Oil & filter changes, tire rotation & brake pads, car washes & tune-ups are necessary to keep it running smoothly and avoid costly fixes down the road. Your Vast Action CRM is much the same.
A CRM is a tool to help keep your business running smoothly, and doing routine maintenance tasks will optimize its performance. But neglecting it can result in missed opportunities to optimize marketing and time-consuming clean-up efforts in the future.
If your CRM isn’t on a routine maintenance schedule, there’s unrealized potential there waiting for you. A simple CRM maintenance schedule can save you time and money over the course of a year – and we all know time IS money.
When you get a new car, you spend some time learning how to drive it and take care of it – from locating the cruise control to setting up the Bluetooth, you take the time to figure out all the bells and whistles that will make driving most comfortable and convenient.
Do you know all that your CRM can do for you? If you’re using it minimally as just an email platform, you’re probably missing out on much of its functionality.
Much like you can tune in to YouTube and watch a video to learn how to refill your washer fluid or even change your own brake pads, there many Vast Action CRM training videos available to teach you how to utilize the different functions within your CRM. (To find these videos, log into your CRM, select your name in the top right corner, then select “help”.)
You can also schedule a CRM walk-through call with a member of our team for a one-on-one overview. Start with the basics, and as your business grows, you can continue to customize your system in ways that work best for your business.
First things first: When uploading lists or adding contacts manually, make sure they don’t already exist in the CRM (otherwise you’ll create duplicate accounts). Also, take the time to make sure every one is carefully entered and clearly labeled in your spreadsheet or manually during account creation. When using the CRM for print or email marketing, merge fields are available to personalize the marketing per client. Use correct capitalization and be careful with spacing and spelling to maintain that professional appearance in your marketing. We don’t recommend using all caps, either.
How you enter names and addresses in the system is how that data will appear when merging into an email or printing postcards, letters, or mailing labels. Take care to label all your contacts as prospects or customers, at the very least.
If your business includes residential, realtor, and business gift clients, make sure to label your contacts by these types. Additionally, we strongly recommend labeling phone numbers as cell phones or landlines to help you know how best to reach your customers, making it faster and easier to create text lists.
Do you have the time and know-how to perform vehicle maintenance yourself, or do you hire a professional? Maybe you enjoy taking it to the car wash and giving it a good detailed clean, but you prefer to have a professional do the real dirty work, like oil changes and tire rotation. Or maybe you’re super busy with other things that are important to you and outsource all vehicle maintenance.
Whether you maintain your CRM all on your own, you have a personal assistant or team, or you hire virtual professionals to handle most administrative work so that you can focus your time and energy on other aspects of your business, there are many ways to approach maintaining your CRM like a well-oiled machine.
Spending a little time now, or in your business’s slow season, to establish a system for maintaining customer data, following through with it, and auditing that system annually to assess how it’s working for you will save time and make communicating with your customers easier and more effective.
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Written by Gloria Otto
Edited by Kinn Melby and Amiee Mueller