Suggested sample customer data management file using Excel

Nowadays, businesses want to collect complete information related to customers during the transaction process. Excel file templates are commonly used, helping managers easily track personal information of each customer and create a quality database. In the article below, let's explore with 1C Vietnam a detailed sample of customer data management files using Excel !

1. Learn about customer data management using Excel

Managing customer data with Excel is a form of using spreadsheets to collect, synthesize, store and track customer information for a business or organization. Information includes customer name, preferences, behavior, transaction history, purchase frequency,...

Managing information using Excel tools in the same file or multiple files helps businesses group and follow up with potential customers. Thereby, businesses can come up with appropriate marketing and sales strategies to retain customers. However, to achieve the highest efficiency, managers must optimize implementation processes, collect valuable information and use standard Excel forms to achieve desired expectations.

2. Is the information needed in a customer data management file?

To create a complete customer care and management file using Excel, businesses need to collect the following information:

• customer's full name
• Customer's date of birth
• Phone number or Email
• Customer's code
• Address
• Transaction history (products or services customers have experienced, order value, customer reviews/reflections)
• Contact history: List of employee contacts with customers, information including contact date and content.
• Note: Other information about customers.

3. How to create customer management files using Excel

The process of creating a customer management form using Excel is as follows:

• Step 1: Open Excel and create a new spreadsheet.
• Step 2: Name the columns in the spreadsheet based on the information the business wants to collect, for example: Customer code, full name, address, email, phone number, date of birth, notes and information fields other.
• Step 3: In each cell in the spreadsheet, enter customer information.
• Step 4: Use the data filtering feature to search for customer information by criteria such as name, address, date of birth and many other criteria.
• Step 5: Use the Sort feature to sort information alphabetically or in any other column.
• Step 6: Save the customer management file and name it appropriately for easy search later.

Note that managing customer data with Excel should be done when the business has a database that is not too complex. In case you want to manage customer information more professionally or need to take action, businesses can consider using customer relationship management software (CRM).

4. Customer data management template using Excel

Each field needs to manage customer data according to its specific characteristics to achieve the highest efficiency. The following is a customer data management sample for the Sales department and Spa industry.

The Sales department's Excel customer management template allows sorting and filtering information by many different criteria such as customer name, company name, position, contact, action plan, opportunity status, etc. .. In addition, excel files also support calculating the total number of customers and classifying potential customer groups according to many criteria.

>>>DOWNLOAD FREE CUSTOMER MANAGEMENT TEMPLATE HERE<<<

The Spa customer data management Excel file template allows managers to sort and filter customers by many different criteria such as name, phone, address, email,... In addition, the file also collects information. customer search source, first arrival date, last arrival date, referrer information.

>>>DOWNLOAD FREE SPA CLIENT MANAGEMENT TEMPLATE HERE<<<

5. Advantages and disadvantages of customer management using Excel

Using Excel to create and manage customer information has the following advantages and disadvantages:

5.1 Advantages

Microsoft Excel is popular and easy to use software today. Using Excel to create customer data management files has the following outstanding advantages:

• Free: Excel is a popular and free spreadsheet tool that helps businesses save costs.
• Easy to use: Excel has a friendly interface and familiar basic functions when using software developed by Microsoft, so users can easily create and edit data tables according to their needs.
• Flexibility: Managers can customize the structure of the spreadsheet to fit the specific needs of the business.
• Provides necessary basic features: Excel provides basic features such as data filtering, sorting, automatic calculation, and chart creation, helping managers easily synthesize and analyze customer information. by day, quarter, month.
• Excel provides functions from basic to advanced to support quick and convenient management of customer data.
• No Internet connection required: Data is stored in personal folders, allowing work without an internet connection.
• Smart filter feature: Excel provides a smart search feature that helps managers quickly find the necessary information by selecting the "Search" command, entering specific information. Then, Excel will automatically scan and display relevant results quickly.

5.2. Defect

Although managing customer data with Excel is free, there are still many disadvantages that limit the ability to process comprehensive information, specifically:

• Excel is not synchronized between departments and employees: Information is scattered, there is no connection between departments. Each department manages its own information and cannot cross-check, leading to data not being updated quickly throughout the company and errors easily occurring.
• Customer information is easily lost or stolen: When managers use Excel to manage and control a data file from many sources, they will encounter many different problems such as errors or data loss,... Besides In addition, Excel files can be infected by viruses and lose customer information.
• No flexible decentralization capabilities: Excel does not provide flexible user decentralization features, so it is difficult for businesses to share and manage access rights to data for appropriate objects as required. management needs.
• Limited memory capacity: Excel is suitable for small databases or basic customer management. For large businesses or with complex data storage needs, Excel can become limited in the process of managing customer information.
• No automation features: Excel does not provide customer management process automation like a professional customer relationship management (CRM) system. Therefore, managers must have certain skills when collecting, synthesizing, and analyzing, otherwise it will be time-consuming and laborious.
• Difficulty in sharing and teamwork: Excel is not a suitable tool for working directly with many users at the same time, especially when data must be shared and updated simultaneously.
• Easy to make mistakes: During the data entry process, users have to do a lot of manual operations, risking errors or inaccurate data entry.

6. 1C:Company Management software supports effective customer management

To overcome the inadequacies encountered while using Excel, 1C:Company Management software was developed with powerful management features based on modern technology. 1C:Company Management is an open solution with flexible features to automate business management in different models. All features of the solution are suitable and can be customized according to the specific requirements of each organization and business to ensure the most convenience for users.

In addition to modules related to financial management, sales, purchasing, production, warehousing, and payroll, 1C:Company Management software also provides outstanding features to help manage customer relationships ( CRM) is simple and effective:

• Record all customer information (name, address, tax code,...) and group customers according to a tree structure. This helps businesses ensure they do not miss any important customer information.
• Allows to classify and evaluate customers according to many different criteria (potential level, geographical area, business line, etc.), thereby devising a strategy for developing sustainable customer relationships.
• Easily add additional information fields to management, care and evaluation criteria for potential customers.
• Record communication history with customers (phone, meeting, email,...).
• Plan work with customers and control completion progress.

Thus, managing customer data with Excel helps administrators easily track information, optimize marketing strategies and build close relationships with customers. However, Excel also has many limitations in terms of capacity, ability to process and store large customer data. At that time, using professional customer management software becomes a useful solution. Contact 1C Vietnam immediately for advice and support on appropriate customer data management software.