CRM Data Entry Explained

Data Entry is quite simply, the process of taking note or entering data, and storing it. Ths data can be anything from words, images to sounds. As long as it contains information, it can be stored as data.

The process of data entry has been around before keyboards were even invented, that means people used to input data with pen and paper. Now, imagine having to use paper and pen in today’s time, to do your company’s data entry. Hassle right? Fortunately, humans found better ways to input data without having to rely on paper. We’ve now moved on to keyboards and touchscreens and even entering data with our voice, which allowed for the application of this process in different fields and industries.

CRM is undoubtedly one of those fields. Data entry is a crucial element in operating a CRM. Having usable data is needed for a CRM to yield profit for the company, and data entry is the means of obtaining it.

Pros of Data entry in CRM

Provides a Clearer Image of the Customer

CRM aims to truly understand its company’s customers and leads, to be able to efficiently give value at the right time and place. It uses customer data to help sales representatives sell better.

However,for it to be effective, CRM needs accurate data entries. Every time information is entered, customer profile data fields become populated, and each client becomes clearer as a person, not just a mere number or data point. With this, interactions become meaningful, and more personalized, to accurately meet the client’s needs.

The Company’s data is consolidated in one reliable platform.

Contacts, lead scores, previous client interactions, personal information, all of these, and more are conveniently stored in one place: your CRM. For cloud-based solutions, CRM is hosted online and is easily accessible across devices, for any of its users. This makes it convenient for them to view, add, or update data remotely. You can basically enter data from anywhere. Additionally, it becomes even more powerful with the right integrations so that all sales and marketing activities are operated through the CRM.

Data mining and Analytics

As a data hub, it would be a waste not to use CRM data to gain more statistical insight into one’s sales and business. Most CRMs have some form of sales forecasting or analytics functionality, as it aims to further the company. Analyzing data helps you understand the effects of certain practices, as well as predict various outcomes. It is easier to strategize and make business decisions with all of the data you need, already entered and stored in your CRM.

Cons of Data entry in CRM

CRM is highly data-sensitive

Aside from functionality and user adoption, CRM is also very dependent on accurate and quality data. Otherwise, it would be useless, or worse, it could give false analyses. This  could potentially harm the company, and it is very likely to happen if the data is entered manually. Making decisions based on inaccurate data is like going into a maze, blindfolded. Companies need to put emphasis on correct data entry practices, user training, as well as data validation efforts to truly reap the benefits of CRM.

Inevitable learning-curve

The steepness of the learning curve for different CRM services may vary, but one thing remains: it needs to be learned. There will be an adjustment period, and maybe a little bit of hesitation and struggle, before users fully adopt the software.

CRMs contain sensitive customer and company information. Not knowing how to operate it could lead to accidental changes, deletion or configuration of data, as well as other CRM functions. This is why having training sessions is highly advised, especially for CRM users. They must know the right data fields, functionalities, and how to use integrations, as they are the ones who will primarily use the system.

Manual data entry

Based on statistics Manual data entry is considered the biggest downside of CRM. According to HubSpot, 20% of sales representatives view manual data entry as their biggest challenge in using CRM. The report even stated that:

 “Data entry time negatively correlates to user satisfaction.”

The reason for this is because most CRMs are not 100% automated and manual data entry is still significantly needed. It is a time-consuming and unfulfilling task that sales professionals would likely want to avoid, as it keeps them from doing their actual job.

Furthermore, manual data entry increases the likelihood of having data errors, as humans are prone to mistakes, which can be harmful to the company. It is also expensive, and resource-intensive.

However, entering data doesn’t necessarily have to be done manually. There are many available solutions such as enrichment automation, and adding integrations, that can reduce the need for manual data entry. One of them is Voice to CRM. 

Voice to CRM is a service that allows users to speak in their data inputs instead of having to open their CRMs, toggle through multiple tabs and menus, and type in the information. Harnessing voice recognition technology makes data entry fast,  simple, and eliminates the need for any tedious manual data entry.

That being said, CRM can be very powerful when used correctly. It is important that you know the pros and cons of CRM when it comes to data entry, to be prepared and find ways to mitigate any possible issues that may arise in the future.