In the early stages of commissioning, many small and medium enterprises selected customer management by Excel, Google sheetnhư a temporary solution because of its low cost, easy to use without need to deploy a complex system. Only with an Excel file simple business was able to store customer lists, track contact information, purchase history, status, basic care.
However, no less troubled business after a period of use: customer data is duplicated, file, increasingly heavy, many employees of the same editing flaws, or don't know should continue to use Excel or move to tool management more professional. So the sample file management customers by Excel is what used to do and fit with the business does?
This article Lac Viet Computing will help you understand the nature of the sample Excel file to manage clients, how to effectively use in practice, and analyze the pros and cons to your decisions quickly – right: continued use Excel or time to get a solution for customer management post more.
>> Read the article on the same theme:
- Way management data customers convenience, efficiency
- Management system, customer relationship
- Strategy management, customer experience optimal
1. Learn about file management customers by Excel
1.1 File management what is customer?
Sample file management customers by Excel is a workbook designed to help businesses store, organize, track customer information in a systematic way. Instead of recording discrete on multiple files or handbook individual, the entire file customer data is concentrated in one or a few sheet Excel unity.
Typically, a customer list Excel file will include basic information, like: customer name, phone number, email, address, staff, and transaction status. With the more detailed business can supplement purchase history, content of care, time, contact the nearest or notes needs of customers.
Can understand simple, this is the way business build a “data warehouse customers,” at a basic level, easy to create, easy to edit without knowledge intensive technology.
1.2 The type of pattern file management customers by Excel popular today
Depending on the purpose of use, businesses can choose or design a variety of different file. Some popular patterns include:
- File management customer list: This is its most basic form, focusing stored contact information, customer classification. This File is usually used as a data file in original customers, serving fast lookups when necessary, contact or synthetic statements simple.
- File monitor purchase history: in Addition to, customer information, file this supplement the column on the product purchased, the order value, time of transaction. The objective is to help businesses look back on purchase behavior and customer reviews which yielded good revenue.
- File manager customer care: Type file, this focus on the process of contact, take care of customer feedback. For example: day of phone calls, content exchange, the demand arises, schedule next appointment. This is the file format commonly the sales department and customer care used in parallel with the sample Google Sheet sales manager to easily share internal.
- File management potential customer (lead): Used to store customer information have not yet purchased but there is demand. This File is to help businesses track the status of each lead, avoid omissions, support sales staff working there more planned.
Choosing the right type of template file from the beginning will help businesses reduce the risks skewed data, save processing time, creating a foundation for the upgrade to system manager professional customers in the future.
2. Any business should use file data management customers by Excel?
The fact is that the template file customer management Excel best suited to businesses with small and medium scale, especially in the initial startup phase. Specific:
- New business establishment, the number of customers hasn lot, the sales process was simple
- Our team of small business, often only from 1-5 people, easy to control the import data update
- Business no investment budget software CRM or has not arisen a demand for management complexity
- The sales team are trial the form of data management, such as file data, customer, Google Sheet or Excel before standardized processes
According to the report of Microsoft, Excel is still one of the office tools are used the most popular worldwide, especially in small businesses, thanks to its flexibility, ease of accessibility.
In fact, Excel help businesses start managing the client immediately, not to wait for system deployment or long training day.
3. Standard structure of a sample file management customers by Excel efficiency
In fact, many businesses see the situation have file data customer but not harness is valuable because the file structure science, each employee enter a type, which leads to data tangled difficult to use. A sample file management customers by Excel effectively is not too complex, but must be properly designed from the beginning, focuses on the core information service, sales, customer care.
3.1 The columns market customer information required should be
| School information | Content details |
| Customer code | Client code help enterprises manage data consistency and avoid overlap when the number of customers increased.
For example, two clients have the same name but different code will help employees easily distinguish and lookup precision. This is column is very important if businesses want to expand or later transfer the data to the management software customers. |
| Customer name | Customer name could be personal or business. The full recording of consistency (for example, don't write off arbitrary) help customer list Excel file always clear, easy to filter, easy synthesis report. |
| Phone number / Email | This is the information primary contact for service-sales and customer care. In fact, many file customer data is devalued just because of the lack or enter the wrong contact information. Business should be specified format import to limit the error. |
| Customer group | This column is used to classify customers according to criteria aligned with business, for example, new customers, old customers, potential customers, VIP customers. The grouping helps sales team prioritize the right object, care more efficient, instead of contact, spreading. |
| Staff in charge | When there are multiple people involved in sales or care, this column helps clearly define who is responsible for each customer. Here are important factors to avoid the status of “customers don't know contact ai” or take care of duplicate. |
3.2 Column track transaction history and care
If you just stop at listing your contact information Excel file, just a storage place. To customer management Excel have practical value, businesses need additional columns track the process of interaction.
- The last contact date: this Column helps employees know the last time worked with clients is when. Thanks to that, the business avoid neglected customers for too long, or contact too thick offensive.
- Content exchange: Write concise content that has exchange help other people can grasp quickly the situation when the management client. For example, have product advice any interested customers matter what, also fret anything.
- Needs / customer feedback: This is column reflect the “voice of the customer”. When recorded in full, the business can adjust the way of advice, products or sales policy for a better fit with actual needs.
Customer status: Status usually be classified as: new – 're tracking – bought – stop contact. This column helps leaders and salespeople look quick, is “the overall picture” of the client list, instead of having to read each line of data.
4. Synthetic template Excel file manager customer simplest
Below is a general 5 file management client for 5 days of different jobs including:
- File Excel retail industry
- Excel File service industry (Spa/Salon)
- File Excel real estate industry
- File Excel industries medical clinic
- File Excel financial sector
4.1. Sample Excel file management, customer retail industry
The basic criteria should be in the file for the retail industry:
- Information related to our products or types of products that customers are interested in or have purchased.
- Order status customer's current.
- Product value, the set time menu of guests
- Assess the level of satisfaction of the customer after purchase.
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DOWNLOAD RIGHT FILE: QuanLyKhachHang_BanLe.xlsx |
4.2. Sample Excel file. Google sheet to manage the customer service industry (Spa/Salon)
The basic criteria should be in the file for service spa/salon:
- Type of service spa, beauty salons that customers are interested in or have used.
- Status current reservation of the customer.
- Date registered customers use the service.
- The level of customer satisfaction with service.
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DOWNLOAD RIGHT FILE: QuanLyKhachHang_SpaSalon.xlsx |
4.3. File management customers by Excel, Google sheet real estate industry
The basic criteria should be in the file with respect to the real estate industry:
- Real estate that customers are interested in or search (for example: houses, apartments, land, villas,...).
- Status contact your current customers.
- Additional information about the information or process your contact customers.
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DOWNLOAD RIGHT FILE: QuanLyKhachHang_BatDongSan.xlsx |
4.4. File management customers by Excel, Google sheet for the medical clinic
The basic criteria should be in the file for the medical profession – clinic:
- The gender of the customer.
- The health problems or symptoms that customers are experiencing.
- Additional information about the health of the customer or additional information about customers.
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DOWNLOAD RIGHT FILE: QuanLyKhachHang_YTe.xlsx |
4.5. File management customers by Excel, Google sheet simple for the financial sector
The basic criteria should be in the file with respect to the financial sector:
- Financial products that customers are interested in or considerations.
- The current status of the financial transaction with our clients.
- Additional details about the information or the request of the customer.
DOWNLOAD RIGHT FILE: QuanLyKhachHang_TaiChinh.xlsx
5. Manual Excel file, Google sheet management, customer exactly
Let's Lac Viet learn how to use Excel file management in detail through the 6 steps:
Step 1: Open the Excel file, Google sheet to manage customers who have downloaded on
Re-open an Excel file that has been saved previously, click the “Open” button or select “File”> “Open” from the menu bar. Next, locate an Excel file you want to open, select it.
- If you want to create a Excel document, you can select the option “New” from the menu bar >>> copy a copy of the file saved >>> paste through the excel document you just created.
- When you've selected an Excel file that you want to visit, click the “Open” button to launch the file. The Excel File will access be appeared on the main interface of Microsoft Excel. If there is information customer of the business >>> please enter it in the column criteria template.
You can review information, see the table data quickly using bar can scroll function buttons to scroll through the pages of table data if you need to see all information of the customer.
Step 2: View and arrange the data according to the template file client management under industry-specific
To distinguish data on file customer management ExcelGoogle Sheet you can use the function “sort” in the “Data” tab of the menu bar. Click on the “Data” tab, select the option “Arrange” to launch run dialog box arrangement. In this dialog you can choose which columns you want to sort the data. In addition, you can also specify how to sort criteria, for example, ascending or descending.
You can also use the filter function to sort the list of its customers according to specific criteria. To do this, click the arrow next to the title of the column in the data table, select the criteria you want to consider.
Step 3: Add and delete customers purchase needs
Below is a detailed description on how to add, delete customers from the Excel document:
Add new customer:
- To add a new customer, you must first select the last row in the data sheet or blank row below the table.
- Next, you enter the information of new customers into the cell in the column, starting from the first column (if the first column contains the number).
- After filling all the information you press the Enter key or move on to the next cell to complete the process of adding new customers.
Delete customer:
- To delete client in the file customer management ExcelGoogle Sheet you must select the row that contains the information of them that you want to delete. You can click on the item number next to the title of the column, or select the entire row through the button of the row next to the button “A” on the tool bar.
- Next, right-click on the selected rows >>> select the “Delete” option from the menu that appears. Another option is to use the Delete key on your keyboard.
- A dialog box may appear to confirm the deletion. If appropriate, click the OK button to complete the process to delete the record.
Before deleting the client, make sure that you want to permanently delete their information.
Never make the big changes to your data without backup data first. To avoid losing those unwanted information.
Step 4: Use the filter and sort customers according to criteria business
This is a specific process to use filter, sort in Excel:
Sort the data:
- To distinguish the data by a specific attribute, you can use the function “sort” in the “Data” tab on the menu bar.
- Click on the “Data” tab, select “sort” to launch run dialog box arrangement. Here, you can choose which columns you want to sort the data.
- You can also specify how to sort criteria, for example: sort in ascending order or descending order.
- After you are finished selecting type click OK to transfer the selected style form, fit your data table.
Use the filter:
- To use filter, you can click on the arrow next to the title of the column in the data table.
- A list of drop-down options will appear, allowing you to select the value that will be used to filter the data.
- You can select one or more values from the list to specify how to filter the data according to specific criteria.
- When you have selected the value, only the columns that contain the selected value will be shown, the other column will be hidden.
You can combine the filters, sort, to sort, search data on file customer management ExcelGoogle Sheet more efficiently. After using the filter, arrange, you can remove filters or restoring original arrangement by selecting the appropriate option on the tool bar.
Step 5: Customize the Excel file, Google sheet customer management simple
Detailed instructions on how to customize the Excel file help meet the specific wishes:
More market data on file:
- First, let's define the market information want to add Excel documents to track information about customers in a comprehensive way, in detail.
- Next, select the next column in the data table, or create a new column by right-clicking on the title of the current column, choose “Insert”, this will insert a new column to the data table.
- Set a name for the new column, fill in the information about each data field, such as date of birth, ID card number or types of customers.
The automation features:
- You can use the formula, automation in Excel to calculate the information or generate reports automatically.
- Use the calculation function such as SUM, AVERAGE or COUNT to summarize information or calculation of important metrics from your data.
Change the format interface:
- Optionally change the color, font size, column, row, and add the title, the type to create the table data looks professional.
- Ensure that the cell data is logically organized to convey information effectively, high clear high.
Step 6: Save, backup, file management customers by Excel, Google sheet
The preservation and protection of Excel file is very important to ensure safety and avoid data loss. Regularly save your Excel documents often as possible, especially after you make these important changes.
- Use the function “Save” or press “Ctrl + S” on keyboard to save the file.
- Please select the location you want to store the Excel document on a personal computer of their own.
- Describe the contents of a file to memory for easy identification file.
- Choose format of file storage that suits you such as .xlsx or .xls.
You can backup daily, weekly or monthly based on the importance of data.
- Use storage service such as Google Drive, Dropbox, or OneDrive to protect your documents online. Can access files from any location, any device with an internet connection.
- Please create a password for an Excel file before storing.
6. Advantages and limitations when using the sample client list file Google sheet/Excel
Before you decide to use the long term, businesses need to recognize to Excel in a practical way: Excel is very convenient, but not always the optimal solution.
6.1 Advantages of pattern file management customers by Excel
- Easy to create, easy to edit: Excel familiar with most office workers, almost no training required. Business can start managing customer immediately without waiting for system deployment.
- Flexible according to the needs each business: Business can add, subtract column information the way you want. This is why many businesses choose Excel or Google Sheet to the test management process customers initially.
- No dependency providers: All the data is in the hands of business. This create a sense of initiative, peace of mind for small businesses in the early stages.
6.2 Limit the risks when managing customers by Excel
- Data scatter, easy to duplicate: When each employee to keep a file or each department using a different version, customer data quickly be duplicated or false. This reduces the reliability of the data files the customer.
- Hard decentralized, easy-to disclose information about customers: Excel almost no decentralized mechanism in detail. When the file to be shared via email or tool storage, the risk of disclosure of customer information is very high.
- No tracking efficiency when the scale increases: According to research by Salesforcebusiness process management customers, it can increase sales on average by 20-30% compared with the business management craft, discrete.
This shows that, when the data, the number of customers increase, Excel gradually reveal limitations on the ability to analyze and track.
When Excel is no longer fit?
Excel is no longer the optimal choice when businesses fall into one of the following situations:
- Fast-growth business, the number of large customers
- Many staff to take care of a customer
- Need to report aggregate, analyze customer behavior to business decisions
At this time, Excel should only be considered as the initial step. The move to solution customer management professional will help businesses control data better, reduce risk, improve customer experience in a sustainable way.
7. Compare customer management with Excel and CRM software
In the first phase, many businesses choose customer management by Excel because of the familiar easy to deploy. However, when the scale and level of complexity of business activities increased, Excel and CRM software begins to show distinct differences on effective management.
| Criteria | Excel | CRM |
| Cost | Excel almost no incurred costs of the initial investment because it is located in the office tools familiar. Help small business save budget in the early stages.
However, the cost of the “hide” of Excel is often located in duration and handling erroneous data and sales effectiveness is not high. |
CRM software can cost to deploy and maintain, but in turn help businesses save significant operating costs in the long term.
According to the report by Nucleus Researchon average , every $ 1 invested in CRM can bring about 8,71 DOLLARS in revenue. |
| Scalability | Excel is suitable when the number of customers less. When customer list Excel file increase to a few thousand lines, file start heavy, slow, difficult to control. Many of the same editing is also easy to cause conflict data. | CRM is designed to extend from the beginning. Though the number of customers increased by many times, the system still allows unified management, assign, clear and not dependent on a data file single customer. |
| Data security | Excel almost no security mechanisms in detail. When you share a file via email or store tools, the risk of disclosure of customer information is very high.
This is especially a risk with the business have the data file value customers. |
CRM allows assignment of rights by role, recorded history access, limit the copy data.
According to IBMthe average cost for a service, data leakage can be up to millions of DOLLARS, of which human factors, and data management poor is the most common cause. |
| Reporting and analysis | With Excel, the synthesis report normally have to do manually, easy to errors, lost time. Data mainly reflect the past, difficult to support a decision fast. | CRM provides reports in real-time to help businesses track sales, staff efficiency, conversion rate, customer journey in an intuitive way, more accurate. |
8. Solution LV-DX CRM customer management professional when Excel no longer meet
When should move from Excel to software management customers?
Businesses should consider switching when appear the following signs:
- The number of customers growing rapidly, Excel files increasingly lead to hard to control
- Our team of sales expansion, many people work together on a data set
- Need management throughout the sales process and customer care instead of just save the information
Benefits when using the software, customer relationship management for Excel
- Centralized data consistency: the Whole customer information is stored no longer focus status of each department keep a separate file to help businesses better control and reduce the risks skewed data.
- Track the entire customer journey: CRM allows businesses to track customers from time to arising needs, advice, purchases to care after the sale. This is what Excel is very difficult to perform when the data scattered in multiple sheets or multiple files.
- Reporting supports decision: Instead of just looking back on past data, a CRM helps businesses analyze trends, assess the effectiveness of sales to take timely decisions. According to Salesforce, businesses use CRM can effectively increase the rate of customer retention up to 27%.
LV-DX CRM is software client manager are many companies desire to use to replace the management of customers using digital technology in the era of 5.0. In addition to storage simple, the software also exert a number of benefits in the management as follows:
- Centralize all customer information belonging to the different areas to have means of access, updated information maximum.
- Record all customer reviews to capture the process of care, easily switch to the other stages according to the management process is designed available.
- Help divide the number of customers of the specific item, to avoid confusion, abuse data of each department.
- Data is always safe and secure
In summary, Excel is the first step logical but not long-term solutions for customer relationship management. The identification of the right time switch will help businesses reduce risk, increase operational efficiency and extraction of maximum value from customer data.
Vietnam has full share these file customer management ExcelGoogle sheet details for all businesses through the article on. Hope this knowledge can help you in the process of aggregate customer information. Don't forget to explore the features of LV-DX CRM by book a free consultation today!
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