Goodbye to messy spreadsheets: The right way to store customer data.

Adebukola Ajayi
March 8, 2023

A good system shortens the road to the goal ~ Orison Swett Marden

In today's digital age, customer data is a valuable asset for all organizations. It includes personal details, financial data, and purchasing habits of all the people who have interacted with your business.

Keeping customer data helps you maintain lasting relationships with your customers. It’s like making a new friend and taking their contact information so you can keep in touch. There was a time we didn't have phones and had to store friends’ numbers and information in an address book. Managing your contacts or filtering through years of raw data would be difficult. That’s how it is when you use spreadsheets to store your customer’s information. 

Data can give you valuable insights that would help you tailor your products and services to meet specific client needs. According to Forbes, data-driven businesses are 23 times more likely to acquire new clients than companies that don’t prioritize data. Working with spreadsheets is time-consuming and can be prone to errors. It is also hard to ensure data security because access control is more complex. 

With the rise of data breaches and privacy concerns, you need to store customer data safely. In this blog post, we'll discuss the right way to store data to protect your business and customer. 

What is a database management system?

Many companies are turning to smart databases for customer data storage because using spreadsheets, especially with big data sets can be highly disorganized.

A modern database management software can use to create a centralized directory. It uses artificial intelligence, programming language, and machine learning algorithms to analyze and manage your data. The technology merges the input into a single archive so users can easily analyze data and ensure all information is up-to-date and accurate. 

With all data stored in a single data structure, data processing becomes a lot easier. You can easily access and analyze customer data without the need for manual data entry or complex spreadsheets. 

The technology makes it possible for you to improve your interactions with customers and provide a more personalized experience. It can determine patterns and trends through data analysis and provide valuable business intelligence into user behavior and preferences.

Customer service can be improved when your team has real-time access to your customer’s personal data. This means you can quickly address customer issues, respond to inquiries, and provide personalized support. 

When you understand your customers' needs and preferences, you can tailor your marketing campaigns, promotions, and other communications to engage them better. This helps drive decisions that make customers feel relevant and increase customer lifetime value. 

Advanced encryption and access control measures are used to ensure data security. This means that only authorized personnel have easy access to data, reducing the risk of data breaches and protecting client privacy.

By combining customer data into a single database, you can improve data accuracy, enhance security, and save a lot of time. With the right tools and processes, organizations can use data to improve decision-making and drive growth.

Differences between spreadsheets and databases

Spreadsheets are usually used for customer data management because they are accessible and fairly easy to use. However, as your data set grows and the number of data points increases, managing all that information in spreadsheets becomes more challenging. Here are some of the key differences between spreadsheets and databases:

1. Organizing big data sets.

Organizing big data sets can be a daunting task, especially when dealing with a large amount of information. If you've ever found yourself scrolling through endless spreadsheets on your computer searching for a specific piece of data, you know the struggle. Fortunately, using a smart database saves the day!

Storing all customer information in one centralized location CRM platform makes it easier to access and analyze data. No more digging through various files and sheets trying to piece together the information you need. Simpu's smart database brings everything together in one convenient location, allowing you to focus on what's important - making informed decisions based on your data.

2. Efficient data management.

Managing client data with an efficient process can be a game-changer for your business. By utilizing a smart database like Simpu, you can employ data visualization techniques to retrieve information quickly and with ease. This ensures that you and your team can access the data you need in a timely manner, ultimately increasing productivity and saving time.

On the other hand, sifting through spreadsheets can be a tiresome and tedious task, often leading to mistakes that can be costly for your business. That's why using a smart database like Simpu is the smarter choice. It's not only efficient but also minimizes the risk of errors.

3. Prioritizing big data security and privacy.

Keeping your client's data safe and sound is no joke! Spreadsheets, while useful for organizing information, are not the best solution when it comes to data security. When you have multiple copies of a spreadsheet, it can be difficult to keep track of who has access to the information, putting your clients' data at risk.

Simpu’s database, however, has built-in features such as user authentication, data masking, and access controls to ensure that only authorized personnel have access to client data. This is essential for building trust with your clients and minimizing the risk of data breaches. Because let's face it, no one wants their personal information on the internet.

4. Business growth and expansion.

As your business expands, so does the amount of data it generates. This can quickly become overwhelming, especially if you're still using spreadsheets to manage it all. Think of it like trying to find a needle in a haystack, but with thousands of hay bales! It's slow, it's frustrating, and it's not a scalable solution.

That's where smart databases come in! They are designed to handle large amounts of data, making it easier to store, sort, and access information quickly. With a smart database like Simpu, you won't have to worry about sitting through endless spreadsheets or wasting time searching for that one critical piece of data. Plus, as your business grows, the database can easily expand with it, saving you time and stress.

5. Collaborating with team members.

A smart database is like a big brain that stores all the information about your clients in one place. This centralized location allows all authorized users, no matter their department or location, to view and analyze the same data. This means that you can break down silos within your organization and encourage collaboration.

With Simpu, your team can work together more effectively to achieve shared goals. So, if you want to see your team collaborate like a well-oiled machine, consider implementing a smart database like Simpu.

Storing customer data properly is essential for protecting your customers and your company’s integrity. By fusing all your data into a single database, you can improve data accuracy, enhance security, and save a lot of time.

Features to consider when choosing a customer relationship management (CRM) system

To choose the right CRM, there are a few critical factors you need to consider;

1. A CRM should be customizable to your specific needs.

Your CRM should be tailored to your company's specific needs, goals, and the number of users who will be accessing it. Simpu recognizes the importance of customization and has developed an onboarding process that aims to understand what each user hopes to achieve with the product.

By doing this, Simpu can position each user for success and provide a tailored CRM experience that meets their unique needs. So if you want a CRM that can be customized to your specific business needs, Simpu is an option to consider.

2. A CRM must allow easy integration.

To get the most out of your CRM, it's essential to have easy integration with other tools and applications used by your business. Simpu understands this need and provides seamless integration with a variety of platforms, including Whatsapp groups, Hubspot, Shopify, Mambu, Facebook, and more. 

With Simpu, you can import your customer's contact details from various sources, including Excel files, CSV files, or Google Sheets, making data integration a breeze. This ensures that you can easily manage all of your customer data in one place and streamline your workflow, making Simpu an ideal option to consider for your CRM needs.

Customer engagement tools integrations list
Simpu Integrations.

3. A CRM should create accurate analytics and reports.

To make informed decisions and improve customer relationships, a CRM system must provide accurate reporting and analytics. Real-time reporting and analytics are essential features that allow you to gain insights into customer behavior and preferences. Using data analytics to improve customer experience can help achieve customer satisfaction.

At Simpu, we offer data mining techniques that can help you analyze quantitative data and predict future trends, enabling you to make more informed decisions. Our CRM system is designed to provide accurate analytics and reports, ensuring that you have the information you need to improve your customer relationships.

csat score
CSAT Reviews

4. A CRM must be simple and user-friendly. 

Simplicity and ease of use are crucial factors to consider when selecting a CRM tool. Technology should simplify complex processes, and Simpu's user-friendly interface requires minimal training to use. 

A CRM should allow anyone on your team to navigate the software easily and perform essential tasks like data collection and tracking customer interactions without confusion or frustration. Simpu offers a straightforward user interface that enables users to get started with minimal onboarding time and streamline their workflows.

5. A CRM should allow you to create smart lists.  

To effectively categorize customers based on their behavior and preferences, a CRM should have the ability to create smart lists. With smart lists, businesses can group customers into specific segments based on criteria such as age, gender, or location. 

This feature helps to personalize the customer experience and enables businesses to send targeted marketing messages that resonate with each group. Simpu’s smart list feature is designed to help businesses achieve this goal and improve the effectiveness of their marketing campaigns.

6. A CRM should guarantee excellent data security. 

CRMs should guarantee excellent data security Data breaches can be incredibly costly, with an average global cost of over $4 million, according to IBM. This is why data security is a crucial feature to consider when selecting a CRM. It's essential to protect your client's personal data, including personally identifiable information (PII) and non-personally identifiable information (Non-PII)

Personally identifiable information (PII) is information that can be used to identify or distinguish an individual's identity. This includes sensitive data such as their name, home address, phone number, email address, personal health information, and personal ID numbers e.g., passport or driver’s license. Simpu employs advanced encryption and access controls to safeguard your customer's data. 

Read more about our privacy policy here

How to import your CSV list to Simpu

To get started with Simpu’s CRM software, follow these easy steps;

  1. At the Top Navigation bar, click on Data
  2. Click on Add a list
  3. Select Private if you want the list to only be accessible to you, or select Public if you want your team members to have access to the List.
  4. Select your desired file format (CSV)
  5. Select a. CSV file
  6. Check the Agreement checkbox
  7. Click on the Upload button
  8. Configure the mapping (NB-make sure to select the right property for the column, e.g property type for columns that have Phone number should be set to phone number, Same for emails and dates)
  9. Click on the Create Table button
  10. Click on the View list.

Note - a list with a large data set might take a couple of minutes to import all your data.

In summary, a good CRM should allow you to categorize customers efficiently, provide adequate support, and guarantee excellent data security. Spreadsheets and databases are like Batman and Superman - they both have the power to save the day, but they do it in different ways. While spreadsheets organize information in tables with rows and columns, databases store and retrieve data in a more productive and structured manner.

Adopting data management technology like Simpu offers several advantages to businesses, such as enhanced organization, improved efficiency, and increased data security and privacy. This means that you can utilize customer data to drive growth and enhance customer satisfaction, which ultimately leads to more profits and a happier clientele.

Upgrade your data management game with Simpu and say goodbye to the stress of managing your data in multiple spreadsheets. With Simpu's smart database, you can easily store, sort, and access large amounts of data quickly and efficiently. As your business grows, Simpu's database can easily expand with it, making it a scalable solution.

Don't be the Clark Kent of data management when you can be the Superman with Simpu! Sign up for a 14 day free trial today!

Adebukola Ajayi

Content Marketing Manager, Simpu
I am a writer who loves to watch modern family and friends during my free time.

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