www.youtube.com/watch?v=c0lbdErXnjQ

Some common software packages include:

• Sage ACT!
• WiredContact
• Salesforce.com
• Microsoft Dynamics CRM
• SugarCRM
• ZohoCRM

Now to review the differences between these packages can take more than a quick blurb. For one client on a three user setup for a system focused on marketing and mobile access, I highlighted 40 feature comparisons.

Many of the  same features exist among all the products, so you want to consider ease-of-use, flexibility, licensing options and tech support costs.

What’s best for you ?  Since your business has unique qualities and processes,  you should talk the software publisher and/or a consultant.  The consultants have the in-the-field experience to know what works and can have more experience on data conversions between software publishers.  Meanwhile. the publishers focus on building the feature set and ensuring stability.

Deduping a database from scratch. How would you go about it?

Our customer database has quite a few duplicate records in it (both businesses and contacts). How would you go about the initial dedupe? What steps would you put in place to ensure records aren’t duplicated in the future? Is there any tech to help do this? Thanks!

My answer:

Each CRM has third party tools that help with the mechanics of this.

You should examine…

1) How many criteria do you believe are the most consistent ?
2) Do you want the computer to replace the newest record ?
3) What do you do with the “leftovers” ? For example if two people have different phone numbers, you replace one, how do record the “leftover” ?

How do you eliminate it completely ? hmmm…That’s a tough one.

As a start, you could use e-mail as a match. Of course, then what if a client offers his personal and not business address for one person, then, not the other one ? Company and contact name are good starts.

I believe you have to set a couple criteria that flag you if one of three criteria meet the duplicate standard; then, let the user decide

How do I use Microsoft Outlook for CRM ?

I posted my answer on LinkedIn.

Outlook is great for what is called a “PIM” at one point. Personal Information Manager. Outlook is great for E-mail, quickly adding contacts from e-mail into distribution lists or categories and calendar management for yourself. Many SmartPhones have ready-made conduits to synchronize contacts to Outlook as well.

The difficulties using Outlook as CRM would include:
1) Creating proper conversation notes and sharing them
2) Documenting conversations by date/time stamp
3) Contact Security
4) Sales Forecasting
5) Mail-Merge to Word
6) Creating effective user fields to classify contacts by more than one field such as “category”
7) There are zero reporting tools in MS Outlook to measure your performance

Then, what’s the best ?
It simply depends. For one client, I am comparing 40 features including total cost of ownership for two CRM packages.

So, I will say “ask more questions” about your own business process that you want to improve. Constrain that by how you want to pay and of course, how much you wish to spend. Some products are a “buy once & pay for maintenance”. Others are a monthly fee that includes updates and tech support.

Good Programs
*ACT!
*WiredContact
*Zoho

Salesforce has some affordable entry level solutions also.

I installed WiredContact,  and I didn’t have to care which tablet or phone the reps have.  Finally, I can focus on the business process to improve and not chase anyone for fixes or updates.  It just works!

I simply customize a web page behind the scenes.  The mobile device is just reading a standard web page, and it does not require extra apps to buy, download or break/fix.

Even better, I don’t have pitch an additional license within the same implementation.  Client saves money, and I get it done.

When I first started using e-mail as a marketing technique, I would just erase their address when it came back or unsubscribed from my list.

Now, I added two fields in the database, “Bounce” or “Opt-Out” as checkbox (yes/no) fields.

ACT Layout with Checkboxes

Then, I make my “E-Mail List” group in ACT! exclude bounces or opt-outs.

Use an ACT! Group to Build Your List

Why ?

You can call to ask why or find out if their has been an employee change at the company. It offers an excuse to have a valid conversation with a client or prospect that you e-mailed once before.

Sage E-Marketing for ACT! also delivers a list of opt-outs to your inbox.  You will see a list with emails listed as one address for line.

mark@demo.email
mm@demo.email

Use this free tool for ACT! 2010/2011 to lookup these contacts and update your mailing list accordingly. I asked if it would on 2007/2008/2009 but I haven’t heard back yet.

E-Mail Marketing isn’t the panacea, but one of many different options to reach your clients and prospects.

On a whim, I emailed the question to WiredContact, expecting an answer sometime the next day.

Instead, Ed, the author of WiredContact, did a remote session at 10:00 PM and installed the necessary feature enhancements. We were done by 10:45 PM.

With 18 years in the software industry under my belt, I have never seen that from a publisher. So, choose your vendors and partners with care. Brand names are cool, but at the end of the day, you need it to work.

I said “tale” as the title;however, this tale actually remains true.

Caller (Blocked caller ID): Is Dan there ?

JoEllyn: No. He’s out of town. Can I help ?

Caller: No. Honey.  Just get him on the phone.

JoEllyn: He’s out of town until Monday,

Caller: I’m not gonna reduced to a piece of paper.  Tell him Gene’s on the phone. Get up out of your chair and get him !

JoEllyn: He’s not in the office! (Getting annoyed)

Caller: How unprofessional of you! I’m gonna call Dan and tell him you conduct business.

JoElyn: Go for it! Click

Is this the era of Mad Men where men treated women like chattel to get their way ?  Belittling someone and attempting to scare them to pass you to a business owner just does not work.

Let’s see. “Gene” knew nothing about this place.  He only has the INTERNET, Hoovers, Linkedin, ZoomInfo and PR Newswire or Broadlook as tools to learn about Dan before attempting a foolish and outdated method of making connections.

With the wealth of free information and social media, these useless conversations can be reduced.

I’d like to see your comments and thoughts.

Watch a 40 Second Video on How to Find Out Where Your Leads are Coming From

Right Click the Referred by Field to Get The Lookup Screen

Change the Lookup so it says "Contains Data" this allows ACT to find records that have a "Referred by" filled in already.

Once the records are found go to Reports->Source of Referrals Report

Just Keep the Defaults and Select OK

Notice the highlighted sections counting each referral source.

Also please note Microsoft Office has to be installed before ACT! does.  This allows ACT! to “see” that Microsoft Office exists and will add the necessary connections.

Here is the article from Sage.