In this video, Christine Pereira explains how to ensure that data is good. Create a Data Quality Team and a Data Management Plan to ensure consistent data. Also, learn to create required fields within Salesforce.
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- [Instructor] We've talked about the importance of data quality and what that means, but how can a Salesforce manager, administrator, and regular user do to ensure the highest quality data? First, you can create a data quality team. You can create an internal team that has representatives form various part of your sales organization. They may include sales people, sales managers, and Salesforce administrators. Walk through some common potential issues and give the team an opportunity to brainstorm on solutions. Second, create rules and requirements. Every company's different, but there are some common areas where I've seen rules created in Salesforce again and again.
Rules around naming conventions with local or international offices, or rules around duplicate accounts are common. Let's take a look. So, let's say, for an example that we're trying to prevent duplicate accounts. In my experience, duplicate accounts are a very big issue in Salesforce and they can throw off our sales data and create conflict amongst your sales managers. So, you could do two things. First, you could create a rule that before a lead, or opportunity, or an account is created that the name of the account is searched to make sure that there's no duplicate.
So, I just talked to a client named Acme, so I need to search and see if there's already a current company. It looks like there is. So, now I know there's already a company named Acme, I'm not going to create it because my managers told me to make sure I do a search. So, I need to talk to them and find out what the next step is. Second, you can create rules and make certain fields a requirement. I've just done this in the Opportunity field, and if I try to create a new opportunity you'll see that now the amount is required.
This was not required previously, and the Salesforce administrator will need to go and make this amount required, but you can make any field in an opportunity, contacts, leads, really any area of Salesforce required so salespeople have to put that amount in before saving the opportunity. So, for example, I could make this Next Step field required if that was necessary. So, three communicate, make sure the rules and requirements are clear in Salesforce in every part of the company.
Some companies have regular meetings about Salesforce, or list Salesforce updates as an active agenda item in every meeting. Rules and requirements will change regularly, so make sure you develop a way to communicate these to all the teams that use Salesforce. You will also want to communicate who people should go to within the company to answer questions. Now, the next step would be to create a Data Management Plan. Monitoring data is an ongoing effort, so you wanna create a plan here. So, here are parts of the plan that could be included.
First, the name. You could create a rule that said, make sure that company names are never abbreviated unless the abbreviation is part of the standard name. Formatting, always use month, date, and year in all date formats. Workflow, make sure you route service requests associated with California to companies in that time zone. Quality, active leads should be updated at least once per month. Roles and ownership, assign leads associated with California companies to sales reps who also are in California.
Security and permissions, make sure only regional team members can view confidential information on their leads. And finally, monitoring. Review leads without industry information on the first day of every month. Monitoring data quality is an ongoing effort, so you may want to set up regular meetings with your Salesforce quality team. With support from all of your team members, you can continually work to improve the quality of your data.
- Navigating Salesforce
- Setting up your profile
- Creating accounts
- Adding contacts and leads
- Converting leads into opportunities
- Logging tasks, meetings, and activities
- Running a search
- Monitoring your dashboard
- Customizing reports