If you are looking for the best data management practices for Salesforce, you will come across many tips and tricks online. The truth is that developing an ideal data management strategy starts with correctly understanding what you should not do. Keeping the data clean and well structured is essential, but it is not as easy as said. Doing this may demand the proper knowledge and expertise to avoid any pitfalls. Appropriate strategies and plans should make data management simple and effective. If you are looking for ways to master Salesforce data management, we will discuss a few grave mistakes you should avoid.
Major data management mistakes to avoid
Mistake #1: Not ensuring quality standards
All Salesforce administrators must know that good data and insufficient data exist. To keep bad data out of your Salesforce database, you have to ensure that all involved in the data generation and usage process know what insufficient data means. Good data and bad data may depend upon the nature of your business. To keep the incomplete data away, you need to apply some rules to your Salesforce database to fix the issue automatically. The actual challenge comes when you define what good data and evil are for you. You need to share the information across the board and make it clear to everyone on your team. When it is not a point of confusion, it will become much easier for the admins to enforce a proper Salesforce data management strategy.
Mistake #2: Not fully utilizing the existing data
It is so easy for the admins to fall into the trap of focusing on collecting data instead of adequately using the existing data. However, when it comes to managing the data usefully, you need to think about how to put the data into functional and optimize those efforts. Here are some recommendations by Salesforce.
Salesforce advises that you can start small and not underestimate the data you can use instantly. There will always be room to grow with the data in the Contact Builder. Say, for example, if you collect data regularly as the mailing address of the customers, then you can use zip code to target the customers by their geographical location.
– Another good source of data is the behavioral data with which you will be able to target the type of customers. This information may include how the customers browse through the internet, search for different products, open emails, purchase products, etc. You can also use the data to strategize your marketing approaches, reduce salesforce data recovery costs, and expedite growth.
Mistake #3: Cluttering data
Data management becomes very difficult when you hold any data you don’t need for daily operations. To avoid this, you need to archive the old and unneeded data. You must distinguish between critical and non-critical data to plan for proper data archiving. You have only to keep the data actively being used in the system, and the rest you can ditch into archives. Saving a lot of data will make it very difficult for the sales teams to manage the information effectively and derive insights. So, always determine which data you need to develop a solid process and make it easier for you to collect the required information.
Mistake #4: Bad naming conventions
Many of the Salesforce people believe that naming conventions are the responsibility of developers. However, in most cases, this is not true. Often, the administrators have to determine the naming conventions based on the custom objects, field reports, and many other such entities on Salesforce.
All these things may become confusing without proper guidelines. To keep your team understanding the naming conventions, you have to keep everything predictable and easily digestible to all. You need not take it an opportunity to be optimally creative and make people guess the names. You have to give a little consideration to end-users and beneficiaries is while naming entities related to data. It would help if you also made sure that you always include the descriptions for each field to explain what it contains. By following this, even if your naming conventions are consistent, there is always some extra information available to eliminate any confusion.
Mistake #5: No documentation
Educating the entire team is vital to maintaining adequate data quality. Salesforce management strategy may not benefit over time if only a few people know about it and only leave it within their heads. It is essential to communicate the information with your team. For this, it is also necessary to have proper documentation. It is always best to keep the documentation where everyone can access it and refer to it. It would help if you kept on updating this documentation from time to time to incorporate all the changes and updates.
Mistake #6: No backup strategy
All the time and effort you put into creating a great Salesforce data management strategy may completely go in vain if an unfortunate data loss happens. To avoid this, you have to consider properly backing up the data and have a proper recovery strategy for restoring data. The fact here is that even the weekly backups done by Salesforce native backup services may not be enough for many organizations with data-critical operations. The good news is that by using third-party automated data backup solutions, you can even do data backups several times a day, and recovery can also be made in a few clicks. You will confidently use the data and ensure that it is secured and may not adversely impact the organization in case of any catastrophic data loss.
If you are making these types of Salesforce data management mistakes, it is high time you correct yourself and come on the right track. Managing data may be tricky initially, but understanding how to keep your data clean and secured before any problem arises is the key. Creating a proper data management process will initially take some work, but that effort is entirely worth it. Once you have all the rules and the systems in place, data management practices on Salesforce become much more accessible and can be made culture for the entire organization.