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tips for updating your contact records

5 Tips for updating your contact records

We know BuddyCRM is great for keeping all the information you have on your customers, clients and prospects together in one place. From phone calls, scheduling appointments, emails (and attachments), tracking latest sales, accounting information, and sending out targeted marketing announcements. The list goes on and it’s up to you what you put into your customer records. We’re big fans of the human element at BuddyCRM and know that unless you vet and polish things within BuddyCRM then it really will be a case of Garbage IN, Garbage OUT. If you don’t keep your system up to date with the latest, most relevant information about your customers, then it stops being a useful tool. Many other applications try and take the human element out of “the sale” – we feel that is counter productive.

But how do you get started from the beginning and how can you keep your contacts up to date, especially the ones that have gone cold or haven’t repeat ordered from you?

A regular audit of the health and accuracy of your contact records could help and here’s some tips for updating your contact records:

1. Call cycling – no doubt you regularly call the contacts in your database. Your favourite customers are easy to call, but we can all be guilty of avoiding customers that have lapsed or gone distant. Put in place a scheduled call to those trickier customers on a six monthly basis. When the time to call comes, ensure that your records are as up to date as possible by working through the following steps.

2. Search – Google, Bing and Yahoo are your friends here. Before making that call, check out the contact’s website – is the published address the same as you have, is the phone number the same, are the team members you have still on their website? Has that company made any new annoucements on their blog? eg. a contract win or new product range – is that a way you could talk to them?

google information

3. LinkedIn – Search your contact’s name on the leading business social network and you’ll be able to find out their official title, twitter handle, and a bit about their background.

There’s a surprising amount of information in people’s profiles – which team they’re in, the office they work out of, what projects they’re a part of. With a bit more digging, you can build up a picture of who you should be talking to, what they’re like (check out their recommendations) and what they’ve done before.

Additionally, you can find out who your contacts report to which may help with finding out who the key influencers are in that company if you are to make a sale.

Lastly, connect with your prospects with your own LinkedIn account and follow their company to keep up to date with their activity.


4. Duedil – If you’re contacting your contact for the first time, it can be helpful to know their financial strength. Duedil offers a quick snapshot of the financial health of a company using official information from Companies House. This could help prevent you getting into bed with potential late payers.

duedil screenshot

5. Email marketing – the emails you send out through BuddyCRM or your other preferred suppliers can provide you with valuable feedback for your database. For every campaign, you receive a report on its success. From that you’ll know whether your prospects opened the email and even if they clicked on the contents. You can also find out whether that contact still exists at the company through the bounce report. ie. if the sent email ‘bounces’ back then it can be a pretty strong indicator that your contact is no longer at that company. In which case, you’ll know that you’ll have to check through records to make sure the company still exists, where has your contact moved to (a potential new business scenario), and begin the process of forming a new contact at the existing company.

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We hope you’ll find the above useful when updating your contact records next and if you need any more help don’t hesitate to contact us through Twitter, LinkedIn, our online form, or by phone on 0121 288 0808.

Buddy CRM is the online sales customer relationship software for sales teams of 5 or more. Cloud hosted, you can access your customer records and sales data wherever you are through a browser, tablet or phone. Lots of lovely charts, tables, pipelines and kpis for management. History, scheduling, and opportunities for the sales team. With a Buddy to help you with your selling, you'll never be alone on the road again.