Tip #5: Mantén una hoja de estilo para una base de datos limpia

Tip #5: Mantén una hoja de estilo para una base de datos limpia

Tips & Tricks #05, adaptado de Pavitra Jothi
¡Hola usuarios, bienvenidos a diciembre!

Ya cerca de cerrar el año, es tiempo de hacer un repaso de lo que nos ha funcionado durante el año y en lo que podríamos mejorar. Una asignatura pendiente suele ser la de cuidar nuestra base de datos, es decir, mantenerla limpia y ordenada, y empezar un nuevo año puede ser el momento de llevar esto a cabo. Si en los Tips and Tricks anteriores hemos hablado de formas de ordenar nuestros datos en Zoho CRM, hoy vamos a darte ideas de como tener una base de datos operacional.

Tip #5: Mantén una hoja de estilo para una base de datos limpia.

Tus datos en CRM necesitan mantenimiento. Si puedes encontrarte con números de teléfono obsoletos, direcciones de correo electrónico inexistentes, abreviaciones que confunden, o registros duplicados, definitivamente tu base de datos necesita limpieza. Estos casos pueden ser problemáticos, especialmente cuando necesites sacar informes de datos.

Primer caso: distintos nombres de región.

Imagina esta situación. El equipo de marketing necesita recoger datos de clientes de una región específica a los que enviar una invitación a un evento en la zona, por ejemplo, en la Comunidad Valenciana. Cuando la hoja de datos se muestra, el equipo se da cuenta de que hay datos que faltan. Analizando el proceso realizado para obtener estos datos, se dan cuenta de que el criterio que han utilizado es "Región es Comunidad Valenciana". Sin embargo, hay registros de clientes guardados con el campo Región como "CV", "C.V." y "C. Valenciana". Por supuesto, todas ellas son formas válidas de describir a la región, pero la variedad hace que el equipo de marketing no obtenga la información de forma precisa.

Para dar una solución a este caso, define una hoja de estilo con reglas simples de cómo nombrar ciertas regiones, como en este caso. Por ejemplo: las Comunidades Autónomas se escribirán con su nombre completo.

Segundo caso: distinta nomenclatura.

Un compañero del equipo de ventas necesita ver en que estado se encuentra el presupuesto que otro compañero había enviado a un cliente. Al acceder a las notas, ve que su compañero ha escrito "Mensaje enviado". Este tipo de nomenclatura puede causar confusión en el sentido de: ¿qué tipo de mensaje? ¿qué canal se ha utilizado?.

Una posible solución es acordar una nomenclatura uniforme para cada situación. Por ejemplo, el término "Mensaje" podría cambiarse por "Recordatorio de presupuesto" o "Información sobre producto". Por otro lado, se podría añadir el canal por el que se ha enviado el mensaje: "(...) vía Chat", "(...) vía WhatsApp" o "(...) vía SMS". De esta manera, el compañero tendrá más información sobre como proceder con el cliente.

Otros casos

De manera similar, crea un listado de abreviaciones y formatos de entrada de datos estándar para los campos de dirección postal, nombres de empresa, puesto en la empresa, etc. Este método también puede seguirse para establecer una versión estándar en otros ámbitos. Al mantener esta forma de trabajo, podrás trabajar con una base de datos en la que ningún registro se quede "colgado".

¿Tienes otros trucos que puedan ayudar a otros usuarios a mantener una base de datos limpia? ¡Añádelo en los comentarios!

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