CRM Utopia
Spreadsheet upon spreadsheet. We are extremely proud of every creation. Each with its own tabs at the bottom meticulously colored and saved in a hierarchy of folders only you can decipher. Mine were referred to as crazy folders at one point by others who had to endure accessing them.
We've yet to discuss the programs we use to supplement our many spreadsheets for Bookkeeping, Client Data Management, Client Support, Issue Tracking & Resolution, to Track Website Visits , Email, Social Media Activity Tracking, Marketing, etc… the etceteras are endless. Notice I’ve been saying “you”, “we" and “our". That's because I know you can relate.
Unless you create spreadsheets specifically for joy, I would say there are more efficient things you can do with your time. You may not be able to get rid of every one, but it would prove more efficient to implement a Customer Relationship Manager (CRM). Here are a few reasons the switch is worth it.
Data Access - There is much to be said about not having to sift through several spreadsheets to locate all data related to a particular client. Does your spreadsheet Automatically Record when you make a client call? Does it Send an Email or Text? Does it set Follow-Up Tasks for clients? If not, read a little further.
That and more- depending on how deep your pockets are. Most CRM options out there are expensive. Some have free trials or levels of subscription that are affordable. A few others have a long-term free version! I’ll give you my preference later if you’re interested. Mine has the long-term free version option. Stay tuned ;)
Most CRMs have API Keys. API Keys simply allow one software to connect and share data with another easily. Meaning, a technically challenged person would be able to use API Keys. No need to hire a coder or tech wizard. Share-ability is key, excuse the pun lol, to your mental health if you use multiple programs to access different types of client and/or company data.
Program Integration - You would think CRM programs would be able to talk to us now lol. Maybe some can. You don’t need one that talks to you though. At minimum, if your spreadsheets do not automatically record when you make a call, send an email, send a text, or track any time someone clicks on your website, you should switch to CRM. CFSystems is able to provide a very robust and affordable option for. You can even try it out with a free trial period.
A CRM can do all that and more- depending on how deep your pockets are. Most CRM options out there are expensive. Some have free trials or levels of subscription that are affordable. A few others have a long-term free version! I’ll give you my preference later if you’re interested. Mine has the long-term free version option. Stay tuned ;)
Most CRMs have API Keys. API Keys simply allow one software to connect and share data with another easily. Meaning, a technically challenged person would be able to use API Keys as they are usually cut & paste. No need to hire a coder or tech wizard. Share-ability is key, excuse the pun lol, to your mental health if you use multiple programs to access different types of client and/or company data.
Multiple Users - Google Drive, OneDrive and the like are what we are used to using sharing the millions of folders we create. While I should note that most CRMs now have API Keys for the file sharing options I mentioned,
There is always certain data on spreadsheets that other team members do not need to be privy to. This means certain tabs, columns and cells have to be locked or hidden. What a pain. CRM permission levels take care of that. In most cases, you have the ability to set data permission levels; allowing you to set permissions that affect all data records across any integrated program at once. That way the correct data is shown to all users.
You also have to make sure the most recent version of the file is shared. With all the data you have to keep up with, this is just another challenge we don’t have the time to manage. The goal is efficiency and increased revenue remember? With a CRM system all data is updated across the modules you specify at once. Y You still don’t think CRM is the best option?
One feature of file sharing programs like SharePoint is that they allow multiple users to access the same file at the same time. That’s ok until another user overwrites perfectly good info while more than one user is accessing the document. Most CRM systems have the ability to track modification history and save multiple versions of your document. If you must learn by experience you are welcome to try. Otherwise, take my advice and replace all of those beloved spreadsheets with CRM software.
Now I told you I would share the CRM system that has served me so well and most importantly for you, has a long-term Free Edition as well as a 15 Free Trial. There is no reason for you not to jump out of your comfort zone and just try CRM. I’m not saying leave all of your spreadsheets behind. I haven’t. They have their place.
Zoho CRM has provided more solutions than I can ask for. All of them available on my mobile device too. I’m spoiled :). Now I’m not saying that my preference is the only or best choice for you. But hey, Click the link below and give it a try. It’s free so there’s nothing to lose. Let me know what you think. Best CRM Wishes!
