If you’re considering making the move to Salesforce or are currently a Salesforce administrator you know that data is the most important asset in your organization. Getting everyone to understand Salesforce data management is the true challenge. Looking for tips to make data management simple?
We’re starting here because this is the most important Salesforce data management tip on the list. Educating your team about data is important. Aim to help them understand what the best practices are and how to keep your data quality high. This empowers them to make informed decisions about how to handle your data. Education and continuous training should be a priority before you even dig into how to deal with data management. Prioritizing this ensures that everyone is on the same page which keeps your business and your data in good shape.
Get to know the Salesforce data management tools
The data import wizard and data loader are there to help you get started with and maintain your data. The data import wizard tool can import up to 50,000 records at a time. You can use it to import standard objects like accounts, leads, and contacts. In contrast, the data loader can import up to 5 million records of any data type. However, if you need to import more records, Salesforce recommends using a third party solution.
Data export allows you to either to export data instantly or set up a schedule for regular exports. (Ex: weekly or monthly). While these tools aren’t enough to create a full plan for data management, they will put you on the path to preparing and managing data.
Determine your metrics
What metrics are important to your organization? Data is only useful when its organized and your team is able to contextualize it, so figuring out what metrics you want to track is critical for great Salesforce data management. The best part? Salesforce makes it easy for you to set up dashboards based on the metrics that matter most to you.
Salesforce recommends that you consider tracking the following metrics:
Time to close
Forecast by rep, forecast by stage
Activities by sales rep
Time to case resolution
Cases by source
High severity case volume
Top customers by open case
Case volume trend
Leads by source / campaign
Campaigns by region
Campaign conversion funnel
Top revenue generating campaigns
What metrics are most important may vary from organization to organization but these examples provided by Salesforce are a good place to start. To choose the right metrics for your business, think about what activities your marketing and sales teams focus on most. This will help you figure out which ones will be relevant to you.
Get a complete view of data
To make the most of your Salesforce data, you should empower your team with reporting across Salesforce, ERP, HR, and your financial systems. This is where a third-party solution can help. Reflection Enterprise creates a mirror image of your Salesforce data onto your local database or AWS server. It also enables a complete view of your data for superior enterprise reporting capabilities. Bonus: you can use it with any enterprise or open-source business intelligence tool of your choice.
Standardize data management
Previously, we published an article about making Salesforce a single source of truth in your organization. This keeps productivity high and gives your team confidence in your most important asset, data. Once your team has adopted Salesforce however, the question becomes: how do you standardize your data? The key is to come up with processes to determine what good and bad data is, how you’ll validate and how your team will monitor it. This way, everyone understands when and why data will be updated.
Have a backup plan
Your organization will always has data flowing through Salesforce. Are you leaving that data vulnerable? Inaccurate data and accidental deletion can wreak havoc on your business. That’s why having a plan for backing up your Salesforce data is so important.
Salesforce allows you to download a weekly backup for free but that should be the bare minimum of where your plan begins. Third-party services like Reflection Enterprise allow you to back everything up. This includes base objects, custom objects, attachments, files, Force.com app data, and Chatter posts.
Keep what you need
Holding on to data your organization doesn’t need is a quick way to make data complicated. You should archive or delete data when it’s appropriate so that you’re only keeping the data that’s relevant to your organization. Note: You should also have a clearly defined process for when data can or will be deleted. If there’s a chance that your business may need to use “old” data in the future, it’s best to archive.
Document data management processes
Understanding data management is just the first step. If you want to implement guidelines for Salesforce data management across your entire organization, you need to create documentation. You can make documentation easily accessible to your team by using field-level help inside Salesforce. This gives you the ability to create a helpful description for each of your organization’s fields. Your team will be able to access these descriptions by locating the information icon next to the field.
Ready to improve your Salesforce data management?
If you want to get a better data management system in place, we’re here to help. We know that data management is critical and our solution makes it less complicated. Reflection is a Salesforce backup, replication, and restoration software. We are Salesforce AppExchange partners and AWS partners. When you choose Reflection, you get a solution that offers the features and insights you need, so your team never misses a beat. Want to see what Reflection Enterprise can do for your business? You can schedule a demo here or start your free trial now.