As a small business owner, you likely have a small, lean team that uses minimal tech tools or software. You may also rely on Word Docs and Spreadsheets to track important client communication, invoices, and marketing initiatives. These traditional methods for contact management can stunt your growth and keep you from improving operational efficiency.
As you grow and scale your business, you’ll find more of a need for contact management software. A contact management system is designed to help your team stay organized and improve operational efficiency. Whether you own a med spa or medical facility, there are many ways to take advantage of the tools and features.
In this article, we’ll explore 8 benefits of contact management software for small businesses so you can see how your team can benefit. Here’s everything you need to know:
What is a Contact Management System?
Contact management software helps your team store, track, and organize contact information. Most contact management systems have basic search capabilities and filter functions that allow you to build lists and track communication. Customer relationship software and other business management platforms have more advanced features. When exploring different software and systems, consider your unique needs and what features your business can benefit from the most.
10 Benefits of Contact Management Software
Small businesses of every size and industry can benefit from a contact management system. Here are 10 benefits you can look forward to:
1. Integrated Inbox
An integrated inbox offers one centralized location for managing client communication. Your team will receive real-time notifications regarding messages and updates so you can respond promptly to client issues, invoice requests, or appointment scheduling.
Townsquare Interactive’s business management platform offers enhanced security and privacy settings, so your customer’s sensitive information will always remain protected.
2. Client Contact Information List
Segmentation and personalization capabilities allow you to customize your messaging for each customer based on their buying habits, location, or industry. You might struggle with conversions if you’re constantly sending generic marketing or sales messaging to a large file. This can stagnate your growth and negatively impact the buyer’s journey.
Contact management software for small businesses has built-in filters and list-building tools to segment your sends more strategically. Your sales and marketing team can use these lists to close more sales, build rapport with a new audience, and improve conversions.
Some tools like Townsquare Interactive’s business management platform also have reporting features and dashboards you can use to better understand your prospect’s buying habits and effortlessly track customer history.
3. Improved Client Communication
A contact management system offers a centralized location for tracking interactions, invoices, appointments, and payment history. With all this information at your fingertips, your sales team can maintain consistent communication with leads and clients, improving the customer experience. This is also the best way to keep everyone on your team updated on new leads, deals, and ongoing communication.
4. Integrated Calendar and Online Scheduling Tools
Are you tired of waiting hours to schedule an appointment with a prospect? Are you looking for an easier way to track or reschedule appointments without waiting for a reply via phone or email?
Contact management software for small businesses has built-in online scheduling tools that integrate with your calendar. This will keep your team and clients updated about rescheduling and upcoming appointments, eliminating no-shows or last-minute cancellations. Townsquare Interactive’s platform is seamlessly integrated into your website, so you can eliminate friction in the customer journey and book more appointments efficiently.
5. Cloud-Based CRM
A cloud-based CRM is a necessity in today’s digital age. This tool improves contact management and lead tracking, offering an innovative way to track communication at every stage of the buyer’s journey. With this tool, you can search and filter through your contact data, find new opportunities, monitor payment history, and capitalize on new sales opportunities.
Townsquare Interactive’s cloud-based CRM has all the built-in tools you need to improve operational efficiency. You can easily use your CRM to keep up with finances, create automated email workflows, and track all client communication in one place.
6. Improved Organization
If you’re still tracking your client information in a spreadsheet, you risk falling behind your competitors. Customer management software will ensure everyone on your team is looking at the same information, improving organization and operational efficiency for various departments.
7. Automated Email and SMS Initiatives
Email and SMS automation allows you to personalize your marketing communication for new prospects, leads, and clients. These marketing efforts can be automated with specific triggers and workflow so you can set your communication to work for you in the background of your workweek.
Townsquare Interactive’s platform has built-in email and SMS templates to streamline the creation process or get inspired. With our templates, you can start automating your communication in seconds.
8. Invoice and Billing Estimates
Are you unsure if a customer paid for a recent product or service? Are you tired of waiting hours for your accounting team to update you about payment history or past-due invoices? With a customer management system like Townsquare Interactive, you’ll always have one centralized location to view the status of your paid and overdue payments. You can use this information to personalize your messaging and know about past-due payments.
9. Improve Scalability and Profitability
Once you’ve integrated a contact management system into the workplace dynamic, you can streamline productivity and automate mundane tasks. This will give your team more time in the day to focus on being more strategic with prospecting, sales, and client retention.
10. Enhanced Marketing and Sales Efforts
These platforms make creating messaging, follow-ups, and marketing campaigns easier and more effective. Your team can develop lists and use templates to create segmented campaigns that complement your bottom line.
Explore Townsquare Interactive’s Business Management Platform
Townsquare Interactive’s business management platform is the ultimate small business tool. Our platform is designed to streamline productivity, improve client communication, and keep your team organized. You can also use our tools and features to enhance your accounting initiatives, improve marketing efforts and more.
Contact us today for a free demo.