How To Keep Your CRM Data Clean

Your company’s CRM is a treasure trove of information. A combination of prospective customers and existing relationships, the effectivity of CRM systems will mean the difference between thriving and surviving. Great CRM keeps both the management and their sales teams aligned. It should be a centralized system that makes sure companies will never miss out on opportunities. It’s a powerful tool unless your data is all wrong.

In a webinar by DiscoverOrg’s CEO Henry Shuck, he revealed through a study that bad data cost companies approximately 550 hours and as much as $32,000 per sales representative. If you’re not taking the time to maintain your CRM system’s data, it doesn’t matter how much resources you’ve spent. Good campaigns with bad data don’t convert customers. They waste money.

How common is flawed data?

According to Salesforce, 70% of CRM data becomes unusable and obsolete every year. Customers change with time; they move houses, change jobs, and get married. The list goes on.

To realize the maximum value of your CRM investment, you need reliable, accurate, and up-to-date information. To have this, you have to do two things: make sure that the data entry process is flawless and do routine cleaning of your existing data.

Why Data Entry & Hygiene Is a Problem

A common problem that sales teams experience is that they don’t have enough time to do all the administrative aspects of their job. The study says that of over 2900 sales representatives worldwide says that admin activities use up 66% of sales representatives’ time on average. These activities are more often than not unrelated to their essential core function – selling.

Sales representatives are also people; they have limited capacity that a company must manage effectively. Salesforce’s State of Sales report says that sales representatives only have 7% downtime while on the job. With minimal breaks between engagements, sales reps regularly have their plates full. Sales teams are prone to not only having flawed data but also high chances of burned-out staff and high attrition rates. High turnover rates with delayed data entry can lead to wasting company acquisition resources and loss of institutional memory.

Finding A Better Solution

Instead of using your sales team’s valuable time to do the CRM data maintenance, you can outsource this to integrated systems like Hey DAN. Data automation through sales enablement specialists can not only assure you that your data is timely and accurate, but they can also improve the context of your relationship.

In just a single recording, Hey DAN is a customized voice to CRM solution for all your data capturing and hygiene needs. From the first time you speak to a client to the automated follow-ups, you’ll have a range of expert assistance for your CRM maintenance needs. From data clean up, mining, and management, you’ll not only save your team’s energy; you’ll also be gearing yourself for sales success. If you’re not confident in your company’s data, CRM enablement partners like Hey DAN can help you get there. Book a demo with us today.

5 Strategies For An Effective CRM Foundation

Customer relationship management (CRM) helps businesses understand customers like never before and nurture relationships with them that last a lifetime. Every good relationship has a great foundation. How do you make sure your CRM system stands the test of time?


Engage Your Leadership 


While often a term associated with sales, CRM is a tool that entire businesses can leverage for holistic success. Leaders from all stages of the CRM process should understand the value of CRM and how it affects their business units and overall company targets.

CRM systems are only as effective as the strategy behind them. The people calling the shots should know the value of CRM and be able to lead people on how to utilize the platforms effectively.


Establish Cross-Functional Teams


Initial adoption into a CRM system isn’t always easy. According to McKinsey & Co, 70% of change programs don’t succeed because of employee resistance and lack of support from their management. Through systematically rewarding high performers and early adopters, you can encourage your teams to continuously improve their performance.

By creating cross-functional teams with the singular goal of doing better than the other, the culture of excellence will be the gold standard within the company. This is one way to guarantee success in all four stages of the CRM process from Marketing, Sales, Product to Support.


Create Templates


While there are templates provided by various CRM providers, tailoring content specifically for your business is important. From the way your sales team approaches their leads to the language, the support staff will use when they need help, having a unified voice will help build a more cohesive user experience.

Great templates will save companies time and prevent them from missing out on key information that is necessary to close a sale. Companies who know how to utilize them will make every customer feel important.


Celebrate the Little Victories


The journey of creating great customer experiences is often a long, ever-evolving process. This doesn’t mean that one can’t celebrate when you’ve done something right. Good performance should always be rewarded and performing teams should be thanked for their contributions.

CRM will give you up to date data that will tell you exactly where you are in your company’s goals. Celebrating milestones and targets through regular updates is one way to keep employees engaged and happy with their progress.


Streamline the CRM Process


At the foundation of every great CRM system is clean, usable data. Proper data entry, integration, and workflow automation are essential to not miss out on great leads. To make sure that the right data is given to the right people at the right time, companies should consider outsourcing time-consuming administrative tasks.

Integrated system integrations such as Hey DAN’s can painlessly optimize your team’s productivity and accuracy through their machine-learning enabled Voice to CRM Entry, Data Cleanup, Consulting Services, and BPO.

By spending less time doing what could be outsourced means more time to focus on your core responsibilities – create meaningful client relationships and drive sales.

The Efficiency/Profitability Equation

With the world turned over its head by the current health crisis, adapting to a “new normal” has become mandatory for people and businesses alike. Our everyday routines may have changed a lot, but keeping your business profitable with an efficiently run CRM has not.

Businesses have taken such a big hit from the current global situation that some of them are in danger of having to close shop. But don’t fret, even during these times, having sound business fundamentals can still have a positive effect and one of the best attributes to have in any given situation is efficiency. Aside from thinking up new ways to adapt to the times and having a positive outlook, configuring your CRM systems for maximum efficiency can be a great way to keep your business profitable. The crisis is real, yet, keeping your business profitable is still very possible.

CRM systems do more than just keep records of your clients. Here are some ways your CRM can help with your business efficiency:

  • Email, calls and other relevant customer engagement activities are tracked and can be configured to be routed to specific departments so that it can be quickly addressed.
  • Admin and business processes such as accounting, expense reporting are handled by your system, easily creating pipelines and reducing “double tasks”.
  • Get access to your database in real-time and make adjustments on the fly,  making timely “at-the-moment” reactions. Fine-tuning your next move enables you to take advantage of opportunities as they present themselves or may even help you avert a crisis.
  • Stay uniform across your email proposals and responses. Employees can access templates for letters, forms and contracts and not waste time trying to compose letters for each new client.

With so much information to be tracked and encoded, mistakes are a dime-a-dozen. The solution is to eliminate the risk generated by manual data entries. Why not give your CRM a needed boost? Let Hey DAN put the “turbo” into your business charge. As an early adopter of voice technology, Hey DAN was developed with a unique combination of machine learning AI and voice technology, forming a robust and efficient Voice-to-CRM solution that seamlessly integrates with your current system. This makes note-taking a thing of the past. With Hey DAN, you only have to dictate all the relevant data into your smartphone or internet enabled device and let the technology do the rest. With virtually error-free data input, you can rest easy about committing errors in data entry and boost your company efficiency.

Efficiency in business equates to profitability. Time equals money and efficiency means getting more focused on relevant tasks. Lesser expenses, more work accomplished vs. time spent, better communication between customer and agent – these are just some of the advantages and benefits of having an efficient business process. Having the right system in place keeps you one step ahead; an upgraded system gives you two.

Give your business that well-deserved efficiency boost today. Learn more about Voice-to-CRM, request for a demo today!

CRM: Going beyond sales

Staying on top is more difficult than getting there in the first place. The saying rings true for companies experiencing growth; because when you look beyond the sales and performance numbers, companies still have to content with a plethora of challenges to keep the machine running – financial decisions, logistics, technical issues, human resource – the list goes on. But for now, let’s focus on two issues: new acquisitions and employee turnover. Both are basically human resource issues so having a competent HR department would be the obvious go to answer for this, but what if I tell you that a well deployed CRM system could have a significant impact on employee turnover and new hires? Truth is, CRM systems are worth more to a company than being just a sales tool. Well-deployed systems can help ease-in new hires while also absorbing the hits taken by employees leaving the fold.

New Hires

As your company grows, so does your workforce. And as new hires go, the amount of time they can get up to speed and hit their stride is critical to keeping your business running on all cylinders. The faster they “get it”, the better for the company. It’s easy for a fresh hire to get confused and frustrated within a new working environment. There is just so much to absorb. Couple that with a brand new company culture to adjust to, and your new hire could be out the door in no time. Luckily, a well installed CRM system can help new hires adapt to their workplace.

  • Data
    Without a competent CRM system, vital information can be scattered everywhere – in a laptop, someone’s home desktop, an entry on a mobile phone or somewhere crazy like the bottom of a pizza box. CRMs do away with this by having all important data stored centrally, making access easy for new hires and grizzled veterans alike.
  • Speed
    With virtually all the pre-work on a client done, new hires are literally out the gate running. Vital information is readily available – so new reps spend less time tracking it down and have more time doing what they do best which is selling.


Employees leave companies; this is the reality, and it doesn’t matter whether the company is new or established, employee turnover will always remain a dicey situation. Because beyond the loss of a team member and contributor, there are also issues regarding client trust and rapport. When an employee leaves, he takes with him valuable client information. This would be a big issue if your company didn’t have a CRM system in place. CRM systems store data in a central location and it stays there, even when the rep that put it there leaves. Managers can easily delegate a new rep to quickly re-establish the trust with the client – minimizing the chances that they leave for another provider.

Invest in your employees and grow your company; automate your CRM system with Hey DAN, a Voice-to-CRM solution that combines voice technology with AI, resulting in fast and efficient data entries to your system. For more information, visit

Crushing Sales Goals with Voice to CRM

As a sales leader in a large business, every bit of advantage can make that small jump in percentage in sales which is already a huge benchmark in achieving your goals for the month or the quarter at hand.

You want to give your sales agents that edge in maximising their time on closing deals than doing data entry into their CRM.

CRM Adoption has been a big issue for large companies where people just don’t have the time to adapt to a new platform better yet keying the minutes of every meeting into a CRM that well, so you might say not that user friendly most of the time.

This is why Voice to CRM companies are becoming a necessity so that it enables top sellers continue what they do best – SELL. All they have to do is record their meetings and a combination of AI and human intelligence would be able to process the data entry into ANY CRM.

The most popular CRMs are not usually the easiest to use, but with the most functionalities and its easy to get lost within and waste time by spending too much on processing your meeting notes then just fail at saving it correctly into the company CRM.

1 hour a day saved in theory is 5-7 hours a week, and 20 hours a month. Those 20 hours can be very much well spent with your agent’s specialty may it be conditioning clients or closing sales.

These hours can surely make a whole big of difference cumulatively in a quarter better yet in a year’s time.

The best part is, as a manager, you work with the CRM all the time and now, DATA is promptly and accurately entered by your team members which makes it also an improvement in the overall sales performance of the company.

How CRM can help SMEs

Most if not all businesses start with an idea where it then builds processes to generate leads and eventually make a sale. In reality there is so much to that which we will be getting into.

Start it up

Each year, thousands of entrepreneurs start a business. A large number of these startups are home-based businesses that account for 69 percent. Data reveals that, of the businesses started in 2014, 80 percent made it to year 2; 70 percent reached year 3; 62 percent got to year 4; and more than half (52%) survived to year 5. Basing on the data, there is a 44 percent startup failure rate. But the good thing is, more than half make it through the fifth year.

Let it ride

Congratulations! You made through year 5. So, what now? This may be the right time to re-evaluate your customer relations. Do not get complacent, especially with your current client roster. Find ways to generate new leads and expand your business. If you have a growing business and have yet to deploy a CRM system, now is the perfect time to do so. Here is why.

CRM Benefits

SME’s should deploy some sort of CRM system if just for these reasons:

  • Improved Client Relationships. Your business is built on customers, and the more you know about them, the better for your business and the more important your clients feel.
  • Better Service. A synchronized client database means that every agent in your pool has access to all the pertinent information. Companies become more efficient in servicing their clients because of this.
  • Increased profitability. When utilized correctly, CRM systems increase productivity by improving sales cycles and processes. This will naturally result in increased revenue as sales people can make more sales with the shorter sales cycle.
  • Cost savings. Your agents can be more efficient in creating meeting schedules, as there is more information readily available to plot an efficient itinerary. Efficiency also results in more time for more sales related activities, thus lowering the cost per client sale or acquisition.

Being apprehensive of the cost implications is no longer an excuse to deploy a quality CRM solution. There are many decent, cost-efficient solutions that would fit your organization.

Hubspot offers a CRM solution that is 100% free – forever. Robust and full-featured, Hubspot enables you to instantly view of your entire sales funnel on a clean, visual dashboard. It also automatically logs your sales activity like emails, calls and social media interactions. Keep everything organized in a timeline that stores your emails, meeting notes and calls. It’s easy to deploy and it doesn’t cost a cent, so there is nothing to lose and virtually a ton to gain. And as your business grows, more and more options are available to you like data entry services and voice enabled solutions. Hubspot together with its partners can sure be swiss knife in your toolbox.

Starting a business is hard, but staying the course and seeing it through is harder. Having the right tools at your disposal will greatly increase your chances at making it to the next round and with a little imagination and a lot of hard work, who knows; your brand could become the next big thing.

Social CRM – New way of mining data

Social media has become the Holy Grail for the modern business. Nearly every company, established or startup, has 3 billion reasons to hedge its marketing efforts on social media. Social media usage has been surging, and there seems to be no bucking this trend. Data tracked in the past 10 years shows that usage has grown steadily by an average of 300 million users per year. From 970 million users in 2010, the figure has ballooned to a staggering 2.97 billion in 2020.

Tying in your CRM with Social Media

Gaining market insight is easier now than any other time in history. Technological innovations in data mining and analysis coupled with the transparency provided by social media have brought about this “golden age” of marketing insight. It is no surprise, therefore, that businesses are moving towards this trend in leveraging marketing campaigns and product development; resulting in more efficient business processes. It is no different on the CRM front.

Having permeated society in general, traditional CRM systems have morphed into Social CRM – systems that integrate social media platforms into their systems; think of it as CRM on steroids. Whereas before, it mainly tracked customer names, phone numbers, emails and such, today’s turbocharged CRM systems incorporate potential customers’ social media data into the mix. Integrating social media into data mining thus create more value that would correlate data to gain more insights to closing a sale.

Gathering Intelligent Data

Hubspot has developed specific functionality for social media integration. Social media lead intelligence automatically links Twitter, LinkedIn and Facebook profiles to a company’s leads category. Data mining has never been more people centric than it is nowadays. Clicks, shares, schools attended, current jobs, previous jobs are just some of the information that can be greatly taken into account from social. This greatly benefits sales people, as they can learn about potential customers interests and challenges quickly, and without having to devote additional time into research. This definitely adds value to the data entered to your CRM.

They also included a feature that creates social media follow and share buttons on all marketing content. This helps in growing their audience, reach and leads. The last feature may sound trivial, but automatically adding a follow or share button, without IT intervention, greatly increases efficiency and was virtually unthinkable before. An automatically placed share or follow button is an added effort to increase presence – effortlessly.

Social media has become as ubiquitous as television, and is slowly becoming the go-to platform for advertisers and marketers alike. Having a solid CRM that leverages on this huge audience will prove to be a worthwhile investment. If you are still the exception to the rule, it’s high time to consider the tremendous benefits and jump over to the greener side of the fence.

The Pharmaceutical Industry and CRM

The Pharma Industry

Medicine is big business. From $390 billion in 2001, the pharma industry has seen tremendous growth and was valued at $1.2 Trillion in 2018. By 2023, global spending on medicine is projected to reach $1.52 Trillion. The pharmaceutical revenue for North America in 2018 was pegged at 48.9%, while China has seen the highest growth rates in recent years.

The pharma industry is also responsible for the research and development of new and better medicine. The task for marketing these products also falls under their responsibility and this is where the sales team steps in.

The CRM Industry

Would it be a surprise to know that CRM is now the biggest software market in the world? Don’t be, because it is. It is projected to reach $80 Billion in revenues by 2025. This can be attributed to new trends emerging and merging with the CRM space that includes social media, mobile apps and voice technology and AI. 2019 saw increased mobile CRM use which was due to the fact that a lot of companies were adopting cloud based CRM solutions, which allowed their sales reps to access the system from anywhere with a plethora of devices. Sales and marketing departments benefit the most out of CRM software – and ironically, customer relations come only third on the list of departments that use CRM.

When worlds collide

The pharma industry is a gigantic place to navigate – sales or otherwise, and without the necessary tools, tracking your customers and products could prove more than a handful. With a trillion-dollar industry at your doorstep, wouldn’t it be natural to have every bit of an advantage right at your disposal? Taking a slice out of the pharma pie will be daunting, but don’t fret; recent advancements in CRM software technology provides the perfect solution for this gargantuan task. Voice technology cuts down the time your team spends on administrative tasks, like data entry and gives them more time to track down and close a sale. Arm your team with an efficient and reliable voice-to-CRM services. Hey DAN is an advanced voice-to-CRM solution with a unique combination of technology and intelligence that is both fast and efficient. The sales rep just needs to speak into their devices and let Hey DAN do the rest.

Voice-to-CRM and the Pharma Sales Pipeline

Keeping your pipeline busy

With so much sales to be closed in the pharma industry, your pipeline should always be growing – voice-to-CRM ensures just that. Quickly access customer data and know exactly when a sale is closed – and reload your pipeline instantly.

CRM systems ultimately aim to improve sales performance by streamlining its processes.

The art of the follow-up

Easily recognize which client needs a follow-up and create schedules that work. Voice-to-CRM gives you better leverage of your time plus getting  up front information already in your CRM by the time you are ready to work on it.

This gives you more time to do what you do best, nurture those leads and close.

Pharmaceutical clients should be handled with precision thus understanding their schedules and interacting at the right moment increases the chance of making the sale.

Laser focus

One benefit of having an intelligent voice-to-CRM system is the amount of time you save – which can then be repurposed for sales activities. Reps will have more time to focus on selling by freeing them from data input duties. All the freed up time can be used creatively to get a bigger slice of that pharma pie.

You will not believe how diverse accounts would be and each will have its own strategy to close. Getting all your points in line fast and efficient will give you that edge in closing that sale from your competition.

The sheer size of the pharma industry cannot be taken lightly. Taking advantage of the latest trends in CRM technology will at least give you a chance to keep abreast with your competitors. Get with the times and take advantage of what technology and services available to you to be able to perform better in the highly competitive pharma industry.

Keys to Successful CRM adoption

The Lowdown

CRM adoption is a daunting task. A study shows that 63% of all CRM projects fail – that’s almost 2 times out of every 3; which is a pretty big number. So off the bat, adopters have a lot going against them.

As with anything new, it takes a while to get used to something. Succeeding will require more than just having lady luck at your side, so we have compiled some interesting statistics that you could integrate in to your current plan or just get some tips to use as a spring board for your adoption strategy.

The Struggle is Real

Hubspot puts manual data entry as the No. 1 reason why companies struggle with CRM adoption. Let’s face it, data entry is not something sales people look forward to. Between interacting with customers and typing from of a keyboard, reps would choose to do fieldwork in a heartbeat. Reducing or eliminating this task altogether would almost certainly boost the success rate for CRM adoption everywhere.

Meant to be

Ask any sales rep if they enjoy data entry – and then get ready for an earful. 32% of agents exhaust up to an hour typing-in data. This pulls them away from what they were meant to be doing – sales. The bottom line is data entry depletes the valuable resource of time. It strips away around 5 hours a week on average which could be utilized for client meetings and follow-ups.

Try to look into data entry automation solutions. Take back those lost hours by eliminating manual data entry. This also creates a more agent-friendly system to use and your data will always be kept current.

Say What?

What you are about to read is a bit disturbing. According to Hubspot, 22% of salespeople have no idea what a CRM is. With over 90% of companies having implemented a system, that’s 1 in every 5 not utilizing the investment and driving down overall efficiency.

If you are planning to invest in a system or if you already are, it is important to spread the word to your team. Do not assume that they already know. Include an information drive and proper training in your deployment plan.

Maximize. Maximize. Maximize.

Did you know that only 45% of CRM adopters use their systems for its intended purpose? Hubspot states that less than half of the companies that have a system use it for managing and data storage. The other 40% still rely on emails and spreadsheets while the rest still use – gasp! – traditional methods like pen and paper.

With almost all business moving to adopt a CRM, it’s surprising to see that the majority don’t maximize its potential. You can address this issue by implementing ongoing training and monitoring agent usage.


There are many hindrances to a successful CRM adoption. Knowing the issues and planning around it will give you a better chance for effective implementation. A reliable Voice-to-CRM service is a relative low-cost investment that provides solutions for most of the problems that may spell the difference between successful integration and wasted resources.

The Value of Proper CRM Data Entry

Whether you are in the business of selling a product or offering a service, customer relations play a vital part to its success or failure. Installing a CRM system can do a lot for your business. It can generate organized data sets for analysis and customer insights, provide easy access to client contact information and automate processes related to sales, marketing and customer support – with one caveat. It needs to be filled with reliable data.

The state of data collection

Modern technology coupled with the Internet has given rise to new communication channels, resulting in an exponential increase to the amount of information that your sales team has to track. This means more data to encode and additional time spent on administrative tasks. On the average, a sales agent consumes 4 hours a week just to input his information into the system.

Free them from this tedious task – they’ll thank you for it. Implement a CRM data entry service – not only does this give them more time to sell, but it also makes for happier agents. But don’t just settle for any data entry service, practice due diligence and choose a provider that is fast, accurate and knows the workings of a CRM system.

Knowing is half the battle

It is worth noting that CRM data entry is different from normal data entry, in that it curtails a significant amount of analysis before the actual input occurs. Containing numerous data fields, these systems need precise data input for optimal operation. This is where a thorough understanding of CRM systems comes into play. Speed and accuracy is nice to have, but it takes a significant hit when it lacks familiarity with a certain system. The quality of data suffers and you may not get the desired results or any meaningful insight about your clients. In the end, managers and agents blame the system, when in reality, the fault lies with inferior data entry. As managers, practice due diligence in choosing the right data entry service to implement. This will save you a great deal in time and money down the line.

Realize. Specialize.

Hey DAN is a Voice to CRM service that utilizes a unique combination of intelligence and technology to achieve efficient and accurate data captures. It understands the inner workings of multiple systems – it not only inputs information with speed and accuracy, it also does this meaningfully – allowing for rich, accurate data sets and makes significant customer insights possible.

Final thoughts

A CRM system is not a magic bullet – it doesn’t guarantee an increase in sales performance. To get the most out of these systems, you need to constantly nurture it with applicable information. Incorporating a specialized CRM data entry service ensures fast, accurate and relevant data captures that greatly adds to the value of your data warehouse and client servicing.