Top 9 Tips on Managing your Accounts, Contacts & Opportunities BETTER
Tip #1: Use Person Accounts If Your Customers Are People, Not Companies
Person Accounts contain a combination of Account and Contact fields, holding the business information you need for an individual person. To enable Person Accounts, you must follow a few steps like reaching out to Salesforce Customer Support. Person Accounts also cannot be turned of once on, so test them in a Sandbox first. You can however have both PersonAccounts and Accounts in your org if you work with individuals and companies.
Tip #2: Find “Inactive” Accounts Using Automation
Find and notify Users when Accounts becomes inactive! First determine criteria that makes an Account “inactive”, such as when it has been 100 days since an Account’s “Last Modified” date. Then, create actions to occur when an Account meets this criteria, like writing a Chatter post or sending the Account Owner an email asking them to check if the Account truly is inactive.
Tip #3: Always Associate Contacts to Accounts
Depending on your sharing settings, a Contact may only be seen by its creator, owner, and a system administrator. You must associate Contacts to Accounts so that other Users are able to see that they exist. If other Users cannot see a Contact, they may create their own and therefore a duplicate.
Tip #4: Run Audits On New Contacts to Maintain Data Integrity
You never want records missing information in Salesforce. Develop an audit strategy to ensure that you are monitoring records and do not end up with hundreds of records missing data! One way to monitor Contacts is by running different types of reports with filters set to look for felds with “ “, or blanks, as values. Another way is by creating a time-dependent workfow rule to check to see if certain fields have been populated within a time period. For example, you can write a rule to check to see if a Contact is missing its email address 30 days after it was created OR you can create Validation rule to prevent saving records if certain information is not populated. Please be careful if you have Pardot connector enabled and if any of the Validations you create on Lead object will not cause any error.
Tip #5: Setup Opportunity Stages to track Opportunities
Your company has a unique sales process that allows you to close deals and find success. You should transfer this process to Salesforce so that you can digitally track your pipeline and report on key metrics. To set up a sales process in Salesforce, you will want to customize the Opportunity Stages picklist field to reflect each step and probability in your process. It’s easy to do and there’s even a Trailhead to guide you through each step.
Tip #6: Use Big Deal Alerts to Always Know of High Value Opportunities
Big Deal Alerts are easy to set up, automatic alerts that send emails to specific Users when an Opportunity reaches a specific value and probability in the sales process. You can also inform the Opportunity Owner when a Big Deal Alert email is sent for one of their Opportunities. Big Deal Alerts will save your Users time and increase visibility into high value Opportunities!
Tip #7: Alert Managers of Specific Opportunities
Managers or specific Users may need to know when certain Opportunities are lost, are won, or have been sitting in the pipeline for too long. For important Opportunities that do not fall under the Big Deal Alert criteria, you can set up a automation to alert Users of these different instances! Two easy ways to do so are through a workflow email alert or by tagging a User in a Chatter post on the Opportunity. Never let high value Opportunities fly under the radar again!
Tip #8: The Power of One
The Power of One is a well known formula that allows you visibility into seeing how many records a User owns, like Opportunities, Accounts, and Opportunity Products. It’s also super simple to setup: All you have to do is create a formula field with number data type, add default value of “1”, then click save. After, you can run reports and create a sum of this field, showing the total amount of records per owner. This video gives a clear walkthrough of how you can start using the Power of One in your org today.
Tip #9: Put Opportunities Into Approval Processes Automatically
Your team may use Approval Processes to help ensure that certain records are seen by managers and approved before moving on to the next step in the sales process. Normally, Users will press the “Submit for Approval” button to do so. However, if they forget to do this, an Opportunity can sit unapproved for weeks! To solve this, you can automatically send Opportunities into Approval Processes when they reach a certain criteria.