Managing a business requires ensuring all of its parts run like a well-oiled machine. One of the things this includes is keeping track of your clients and managing all their information efficiently. However, the more clients you have, the more complex the task of managing them becomes. You need proper methods and tools at your side which will help you keep up with the complexities, track your clients, and effectively manage all their data.

What is client tracking?

In business management, client tracking refers to gathering and organizing a client’s contact and other relevant information. Preferably, all this data is kept in one place from where you can quickly access it where needed.

Usually, this includes collecting clients’ names, home addresses, email addresses, phone numbers, records of interactions with your business, and other data pertaining to your relationship with them.

What are the business benefits of tracking and managing client data?

Tracking and managing client data is important for multiple reasons, including:

Building relationships

Your clients are individuals with different traits, goals, and expectations. Having in-depth information about each of them allows you to develop a more meaningful relationship and connection, as it helps you personalize their experience with your business. And if you provide them with a great experience, they’re more likely to return and do more business with you.

Targeted marketing

Tracking your client data allows you to market your services and products to them more efficiently. Knowing who your clients are, what they do, and so on, will allow you to put this data to work and serve marketing content that addresses their specific needs.

Improved bottom line 

Understanding clients’ interactions with you, how they discovered you, and how they like you will tell you what you need to change to keep those clients around for longer (as well as bring new ones). As a result, it will help you stay afloat and even increase your profits.

What client information should I track?

The most important client information any business should collect includes:

Contact and other relevant information: Names, home/work addresses, phone numbers, email addresses, occupation, and so on – anything that might be important to their relationship with your business and helps you reach them.

Communication and interaction with your business: Emails and chat messages exchanged between the client and your business, records of phone calls, invoices, purchasing history. In short, anything that will help you better analyze their relationship with your business and offer them a better and more personalized experience in the future.

How they found out about you: Collecting their responses to your surveys where you’re asking them about how they learned about your business, what they like, and so on. The aim is to find out where your target audience is, how to keep it and bring more of it, as well as how efficient your marketing efforts are.

Tools and methods to track and manage client data

Let’s take a closer look at the best ways to keep track of clients and efficiently manage their information:

1. Googling your clients

Don’t worry – doing a bit of research on your client based on their publicly available information is far from stalking. Running a quick Google search might provide you with important details about your clients, such as their job, achievements, interests, places they like, and so on. 

In addition to the information they already gave you, this might help fill in any gaps. Specifically, it will provide a more complete picture of what your client might like and/or expect from your business, resulting in a more personalized experience for them.

2. Talking to them

During sessions with your clients, make sure to learn as much as possible about them. You’ll achieve this through casual conversations, by asking questions about them, listening to their input, and taking note of the relevant details. 

Don’t forget to also ask them how they liked your service some time after you have provided it. Knowing more about your client will allow you to tailor the experience and offer them your other services that they might need. 

3. Following up

After each visit or relevant interaction with your business, make sure to follow up with your clients via email. Give them a quick summary of what was discussed or done, what the future activities are, and what the timing of your next session will be. As part of this follow-up, ask them for their feedback.

This way, you’ll make them feel closer to you and more relaxed about reaching out to you when they want to. It can be to inquire about your service, ask for something they need, clear up a misunderstanding, or anything else. In addition to a stronger bond with the client, you’ll get more material to add to their files.

4. Using software tools

One of the best ways to keep track of clients is to use suitable client management software such as vcita. This is also one of the simplest ways to manage your clients. With it, all their information is available to you in one place, only a couple of clicks away, accessible from any device, at any time. vcita also provides additional capabilities, such as billing and invoicing, calendar, appointment scheduling, automated reminders and notifications, and more.

Another example of a useful and comprehensive tool for tracking and managing clients embedded inside a larger platform is Salesforce. It is a sales management platform for enterprises that entails other practical features depending on the chosen product and the size of your business. These include sales insights, customizable reports, and more.

Tracking and managing your clients is not optional

If you want your business to succeed and keep up with the increasing demand, tracking and managing your clients is something you have to do. Thanks to technology, you no longer have to do it alone. One of the easiest and best ways to keep track of clients is to have software and tools whose specific purpose is to do just that. Once you do, it will let you better manage your business and do what you’re supposed to – provide an awesome experience for your clients.