How to Organize Customer Data Online. In order to provide top notch customer service, you need to organize customer data in an efficient way. Your business cannot deal with individual customer issues, concerns or comments if you are still scribbling notes down on a piece of paper. There are several tools that can help you organize customer data online for easy retrieval.
Consider using a database for publicly accessible information on your website. Government agencies and business to business sales companies utilize databases as an organizational tool for contact information or financial information that can be found in public records. Companies like Alpha Software provide online database applications that can be manipulated by your staff and made accessible to the public (see Resources below).
Formulate online data forms with the appropriate information needed from customers. Standard online forms have names, addresses and contact information necessary for customer relations. For purchases or product complaints, you should include fields for invoice numbers, comments and payment options.
Assign specific personnel to convert customer information sheets into database entries. These positions should be filled with tech savvy professionals eager to learn more about managing online information. You should provide training sessions to help database operators familiarize themselves with your customer information system.
Utilize spreadsheet software to communicate basic customer information within your office. You can place spreadsheets in your network folder so every employee with the appropriate privileges can access demographic information from the same source.
Request additional data from customers who fail to provide enough information on first contact. You may need an alternate address in the case of a failed delivery or an email address to discuss the selection of alternate products because a customer's first choice is sold out. Make your information request clear, with a succinct subject line on an email and multiple contact points for your offices.
Perform an audit of your customer organization tools on a monthly basis. Assemble your IT, customer service and quality assurance professionals to go over best practices guidelines and address any concerns over customer database updates. From there, assign specific sections of the database for thorough review.