5 Contact Management Tips To Make Your Business More Profitable
Proper communication is essential to keep your business productive and organized. But while technology offers countless solutions for managing large-scale contacts efficiently, without good practice, your contacts can quickly fall apart.
Without proper planning, centralized administration, and automatic synchronization, contacts spread across multiple email accounts and other databases. When your contact management process breaks down, some team members may be tempted to go back to paper or DIY solutions, noting contacts on sticky notes where they are inevitably lost or misplaced.
With the right data and the extra work needed to find clean things, this is not a productive recipe for anyone.
Fortunately, with the best combination of action and technology, you can improve access to important mission information.
Here are five tips to improve your organization’s communication management system: smooth operation, productivity and reliability.
Contact best management practices.
1. Clear your data.
The digital universe is huge and doubles every two years. However, much of this data is of no use to anyone.
With so-called big data, the biggest challenge is determining which data is valuable and which is not. When it comes to handling your contacts, bad data is what doesn’t help you get the right message across the right channels.
Examples include duplicate, outdated or incorrect contact information, as well as contact details that you should not keep because of privacy legislation such as GDPR. That’s why you need to make sure your contact data is properly cleaned and organized before you make any major changes to your contact management process.
For organizations with thousands of contacts, manually clearing contact data is virtually impossible. Instead, you need a smart system to combine multiple data sources and get rid of any duplicate, inaccurate, or outdated information.
It’s especially important to integrate links without losing important data, which you can achieve by cleverly synchronizing different databases, strengthening contact records rather than having information from just one source.
2. Use a central database.
Contact data plays an important role in every aspect of every business. The challenge here is the fact that different departments collect contact details in different ways.
Sales teams typically organize their data in CRM, while marketers collect data such as email addresses through lead gene apps and email marketing platforms. Other departments, such as HR and support, also have their own systems for liaison management.
Communication management becomes increasingly complex in large businesses where different branches adopt different tools and platforms that do not always work together.
To fix these problems, you will need a central database that is accessible to all right people.
For very small businesses, a digital address book like Google Contacts or Microsoft Outlook may be fine, but it won’t work for large companies.
When you have dozens or even hundreds of employees, it’s easy to spread your contacts across multiple apps, so cloud-based CRMs like HubSpot, Pipedrive, or Salesforce are needed. .
But a CRM doesn’t necessarily solve the problem on its own – you’ll need to keep all your data in sync by establishing the necessary app integration between your CRM and the rest of your business tools.
3. Distribute your contacts.
Unless your organization has an audience, there’s no point in sending the same message to everyone on your mailing list. Even if your business caters to a similar population at large, you may still need group contacts with existing customers, leads, internal links, suppliers, partners, and more.
Audience distribution is one of the most powerful tactics for email marketing. Distributing your mailing lists and using personalization increases open rates, clickthroughs and conversions, simply because email will be more relevant to your audience.
The best way to distribute your mailing list depends entirely on your business and the type of people who meet it. For example, you can send relevant newsletters to your audience with blog posts that will be more relevant to them based on their interests or previous interactions with you.
Some business people split their listings based on demographic characteristics. Others group their audiences based on when, where and how they sign up. Others target people who have already purchased a specific product or added it to their wish list. You can also use a combination of these tactics depending on what works best for you.
4. Prioritize security.
Protecting your contact data and enabling your customers to trust you is one of the most important aspects of contact management.
Even if data such as names and email addresses are not always considered sensitive information, they are strictly subject to data protection and privacy laws such as the GDPR or CCPA.
This means you need to take all necessary steps to prevent your mailing lists from being exposed to spammers and cybercriminals – and only use your data in ways that explicitly satisfy your users. Am
You’ll also need to implement an opt-in that allows users to send you a variety of emails, including marketing communications. All major email marketing platforms – such as MailChamp or SandGrid – offer full compliance with data protection regulations.
Not only will this help ensure that you are on the right side of the law, but it will also help you create a high-quality mailing list with contacts who actually want to hear from you. Trust, security and privacy should be an integral part of your communication management strategy from the start.
5. Synchronize your data.
Maintaining customer data across a variety of cloud-based apps and services can be a daunting task. But a centralized and synchronized database solves that.
While it’s always a good idea to limit the number of apps used in your business to just the tools you need to work, you’ll end up with dozens of tools.
For example, you might be using Mailchimp for your email marketing campaigns, HubSpot for your CRM, Zendesk for Customer Care, and ClickSend for SMS Marketing. All of these apps collect contact data in different ways, so you end up with a lot of different databases that take a long time to manage separately.
Automatic sync keeps everything in check between your business apps and devices. It does this by keeping the right data in sync between all your business tools.
It also helps you maintain a centralized database where all your contacts are easily available to everyone who needs them. By synchronizing your apps, you empower each team in your business with easy access to important data. That way, employees will be in a better position to focus on strategic tasks and be productive rather than spending time on productive and repetitive manual processes.