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Opening your client database.
Author: Troy Berg
Billing systems are often the place where firms keep and maintain their client lists. Records are stored in a format that prevents information from being extracted accurately and efficiently.
Overcoming this barrier is a critical and often overlooked function in many offices.
Once client data is extracted, endless possibilities exist:
- Set up automatic reminders of annual meetings.
- Append outside records or documents automatically.
- Email newsletters seamlessly with just a few clicks
- Sort and filter specific key client groups or by time keeper
- Develop add-on applications such as intranets, automatic document tracking, and contact management software.
- Online bill pay
- Cost recovery
- And much more...
Delving into this information can be priceless and will not compromise the original data. Most companies can configure a way to export simple client lists, but many hurdles remain such as:
- The client information is not up to date or accurate.
- The database is too complex to extract the data you need.
- Exported data does not stay real time.
The first issue of up to date and accurate information is solved easily: Policy. Accurate and up to date information is paramount. If you are not making timely updates in your system or are not collecting client email addresses develop a policy immediately. Making it part of your policy to review contact information with return clients is an easy and efficient way to maintain accurate records. While developing a policy, also take marketing and referrals into consideration. Many services also exist to update old data with new real-time information. If you feel you have missed COD forms or clients have moved, these services will provide you with the updated record immediately. http://www.melissadata.com/ is one such company.
If the client information is to complex, have a professional work with you. They will often work hand in hand with the software provider to develop a solution that works according to your needs. Many companies are using tools such as Crystal Reports and Excel to extract their data. In doing so they are missing out on some great benefits. A good extraction tool should be smart enough to know when new data is entered or do a timed check to look for new records. Rewriting the entire table every time a new client is added puts strain on your system and resources if done frequently. |
