Can you believe it’s already towards the end of fall, and winter is peeking around the corner?
The air has shifted from brisk to downright chilly, pumpkin-spice is being replaced by gingerbread, and the final quarter for 2015 coming to a close. But before tree branches are completely bare and we are talking Aud Lang Syne instead of autumn, make sure you take the time to complete your fall cleaning.
As a Salesforce Admin, whether it’s helping Sales reps hit quota, achieving your forecasted numbers, or meeting your 2015 objectives, there are goals you need to reach to call this year a good one. Not to mention, you’ll probably want to look ahead and start 2016 on the right note. But how do you do this when you spend all of your time maintaining the data in your Salesforce org?
The new opportunities you’ve helped to accumulate this past year have probably also incorporated erroneous data into your records. Now is the time to clean your org and better manage your data to start 2016 ahead of the competition.
Below you can find 3 easy steps to keep your org clean to finish out the quarter strong and be ready for the New Year.
1. Identify the objects which are used most often by the most people to create the most beneficial record layout.
We’ve found that Accounts, Contacts, Leads, and Cases are the most common objects used by both Support and Sales teams alike. Which objects do your Sales reps need access to at a moment’s notice? Which fields do they fill out most often? Which ones do you wish they couldn’t see lest they clutter your records or pollute your pipeline with erroneous data?
Start by analyzing fields with 30% usage or less, and then decide if they are really needed. By eliminating unnecessary fields from your object display page, you limit the risk for compromised data integrity and boost cycle times for your reps because they can now add relevant Opportunity data to easily accessible fields. This enables you to create records that are easy to use by only displaying fields which are high priorities or necessary to maintain accurate reports.
2. Create configuration workbooks to find out what’s going on in your org.
What’s going on behind the scenes of your Salesforce org? What validation rules do users need to abide by? What triggers or workflows are in place to keep the business processes moving?
Identify the necessary configurations and stop those which are leading to dead-ends or causing rework. This might also be a good time to ask your Salesforce users what processes could be automated or which need to be kept more in check. By auditing the back-end flows of your org, you’ll be able to better streamline, automate, and manage the actions of your reps by assigning responsibility and ensuring consistency with each action flow.
3. Do an object-by-object analysis.
Finally, do an audit to identify which objects are truly necessary to keep your org functioning. For each object, ask yourself: How is it used? Who uses it and how often? What workflows are associated with it? What applications enable it to be used? What analysis can be run on this object to make the company better? Continue asking questions like these in order to identify the most necessary objects to ensure the success of your teams and enterprise.
But instead of going through each object one by one, analyze them all at once with Apttus
X-Author for Excel. With X-Author, you can safely pull data from Salesforce objects to Microsoft Excel in order to run dynamic analyses and create reports to identify which are most necessary for the success of your org. Easily and instantly push all data back to the correct field in Salesforce while adhering to Salesforce permissions and controls. It’s the end of the year after all; you don’t have time to do an object-by-object analysis by hand.
Once you’ve identified the objects that are most relevant to your teams, create record layouts that will most appeal to them. With a clean org, managers can easily run Lead, Opportunity, or Activity management analysis for better visibility and forecasting while reps can view dashboards and run their own reports to stay on top of the game.
Of course, it doesn’t matter if your users have easy and intuitive access to Salesforce if the data they’re looking at isn’t correct. It’s important to maintain data integrity and ensure you have
solutions in place that clean and protect, if not enhance, your data in Salesforce.
With these best practices, you and your org will be ready for all 2016 has to offer!
Get more tips to stop those pesky duplicates with the free ebook below.
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