While we tend to make small changes in staff responsibility from time to time, and only occasionally make large changes like adding on to our staff, any team that is working closely with a CRM should be considering how these internal changes are going to affect the way they use their database.
Databases tend to work best when tailored to fit a business. That is why we help people design custom databases comprised of the fields that are most important to a company’s business goals. And what we often find, is that with these custom databases come custom responsibilities. If your firm has decided it is important to track the date when contracts are received, who is the one who is in charge of this process? And better yet, who will check to verify those contracts have been attached to the appropriate ACT! records?
Outlining the processes that need to happen in your database should be the first step. Asking yourself, “what does my database need to do to aid in growing my business” and listing from there is a great place to start. Then once you have a list of things that should be happening within your ACT!, you can start delegating.
Make up a list of duties each staff member is in charge of, and pass the list around. When everyone is on the same page, you are able to work in tandem much more efficiently. Take staff suggestions and you may find that some will suggest changes in practices you may not have considered, which turn out to be more efficient.
Last but not least, make sure there is someone responsible for database maintenance who sets aside time to 1) verify and 2) review. Verification is basically just quality assurance—the staff member can pull up some quick searches just to make sure data is being inputted as assigned. This helps keep you organized and preps you for your next review. A review is exactly what I’ve described for you here! So all you really need to do is keep this article close at hand, so you can review your database usage every so often (depending on how many users and how much data your database sees, you can review once a year, once a quarter, or during your business’ slower seasons).
Sometimes we feel a little like a broken record over here, but with database maintenance you can never do too much! And maintaining the roles that are given to each database user is one of the best ways to assure your ACT! software gives back as much as you put in.
Do you have any questions about the way you are using ACT!? We would be happy to assist. Call our office at 847-520-0860, or email us at info(at)kristismith.com.